Affiliates Side Meetings

Affiliates Side Meetings

 

 

Connect, Collaborate, and Continue the Conversation

 

Affiliates Side Meeting Request form

Affiliate side meetings are a great way to bring the AMS community together beyond the technical program. These events provide opportunities to network, explore collaborations, and discuss topics that matter most to your organization and the broader weather, water, and climate community.

Whether you're looking to meet colleagues, share ideas, or build partnerships, affiliate events are an important part of the AMS Annual Meeting experience.

Planning to Host an Affiliate Meeting?

Organizations are invited to host affiliate meetings during the AMS 2027 Annual meeting. These events are a great way to connect with attendees and highlight your organization’s work.

Benefits of Hosting an Affiliate Event

  • Increase your organization’s visibility at the meeting

  • Bring together your community and partners

  • Foster collaboration and discussion

  • Engage with potential members, students, and collaborators

Submit your request early. Rooms are assigned on a first-come, first-served basis.

In order to request meeting space, you must first complete the Affiliate Side Meeting Request Form. 

Please complete the Side Meeting Room Request Form by 15 October, 2026

Affiliates Side Meetings Important Information 


Location:
All side meetings and receptions will be held at the Hyatt Regency Denver at Colorado Convention Center, and Embassy Suites by Hilton Denver Downtown Convention Center conveniently located directly in front of the convention center.

Administrative/Application Submission Fees: 

A non-refundable administrative fee is required for each affiliate meeting/event application request

Administrative Fees                On or Before                         After 

                                                   October 15, 2026                           October 15, 2026 Deadline 

Exhibitors/Sponsors  

$350 (Non-refundable, per event per day)

$500.00 (Non-refundable, per event per day)

Sponsors requirement: Silver level and above sponsorship require to qualify for side meeting room rental reservations.

University Night (Tuesday, January 12, 2027)

  • Eligibility: Complimentary for universities.
  • Start Time: Events must begin after 7:00 PM.
  • University Night Events: Events related to University Night may only be held on Tuesday night. Any university hosting an event on a different night will be required to pay the side meeting fee.

  • Room assignment confirmation letter will be sent by 6 November, 2026

Rules and Regulations

Important Information: 

Space for affiliates meetings will be provided only to those that are affiliated with AMS, such as  exhibitors, sponsors and universities that will take part of University Night. 

By completing the side meeting request form, you agree to the Affiliate/Side Meetings Rules & Regulations below. 

Room Requests & Event Approval:

  • Submit one request per event.

  • All side meeting requests must be submitted through the official request form by the stated deadline October 15, 2026. Requests after this date may face delayed responses and are not guaranteed priority.

  • If multiple rooms are needed, submit a separate request for each room, each form with a unique name.

  • If a room is requested on a 24-hour hold for multiple days, only one form is required, clearly stating the duration and purpose.

  • Events involving AMS attendees hosted by companies/organizations are considered affiliate events and must be approved by AMS.

  • Space is limited and assigned on a first-come, first-served basis.

  • Do not contact hotels directly. AMS must approve meetings before any hotel space is reserved.

  • Room assignment letters will include hotel contact information.

Payment & Costs

  • Events will be canceled if the balance is not paid by the due date in the approval letter.

  • The affiliate contact is responsible for all event-related costs, which are not included in the administrative fee. These costs include, but are not limited to:

    • Food and beverage

    • Audio/visual equipment

    • Labor charges

    • Other associated expenses

  • The affiliate contact must coordinate directly with the assigned hotel to arrange room setup and finalize billing. We will provide the hotel contact information in the room assignment letter.

  • All banquet food and beverage arrangements must be made through the hotel.

  • Only food and beverages purchased from the hotel may be served on hotel property. This policy applies to all items, including water, chips, cookies, etc. 

  • Scheduling of side meetings and/or training sessions: No off-property entertainment, meetings, and/or other activities aimed at the General Attendees (all conference attendees and exhibitors and their personnel) are allowed to be during the exhibit hours, technical sessions, business sessions, or any other AMS sponsored function without prior approval of AMS. AMS is aware that there is a full schedule of events; and will work with all applicants to achieve mutually beneficial schedules.

  • Side meetings must not be used to promote harmful or discriminatory content.

  • Organizers are responsible for the behavior of their attendees and adherence to the venue’s code of conduct.

Cancellation Policy:

No refunds will be issued

No Cancellations are allowed after 4 December, 2026

Room assignment confirmation letter will be sent by 14 November, 2026

 

Questions/Inquiries

Please contact h[email protected] with any questions or for more information.