Side Meeting Rooms

Side Meeting Rooms

Planning to host a function at either the Westin Hotel (HQ) or convention center?

Request space for non-AMS functions
(Exhibitors, Sponsors, Universities, Other Companies)

               Deadline for Requests: 1 October
               Confirmation of Room Assignment: Mid October 

Side Meeting Rules & Regulations

Request space for AMS functions
(AMS staff,  AMS Boards and Committees)

               Deadline for Requests: 1 October
               Confirmation of Room Assignment: Mid October 
               Menus and Final Counts: 20 December

As you prepare for your on-site Committee Meeting while in Boston, remember that your AMS Community page is a great spot to have preliminary discussions, post your agenda, and follow-up with minutes from your on-site committee meeting – especially for those that were unable to attend. Keep in mind that your Community Page is only accessible by active board and committee members. Basic directions for posting discussions and documents are available in the AMS Community Quick Start Guide: https://docs.google.com/document/d/1pmnRUBb5RUspE_0tDYrW1l-eBvnrwOzk_ix_xM5TMwY/edit

Side Meeting Q&A

  1. How do I request a side meeting at the 2020 Annual Meeting?

    1. Internal Requests- If you are part of an AMS Committee/Board, AMS staff, or another internal group please fill out this link with your request(s). Please note that space is limited and assigned on a first come, first serve basis.  We encourage you to fill out the form as soon as possible. https://forms.gle/vtAuHpgYcRyV5KbT8  

    2. External Requests- If you are an Exhibitors, Sponsors, Patrons, Universities, or another External Group please fill out this link with your request(s).  Please note that space is limited and assigned on a first come, first serve basis.  We encourage you to fill out the form as soon as possible. https://forms.gle/ZHjTEJVUBWdeLxEcA

  2. What is the deadline for submitting a side meeting room?

    1. The Deadlines for side meeting rooms are as follows:

                              Deadline for Requests: 1 October

                              Confirmation of Room Assignment: Mid October

                              Menus and Final Counts: 20 December

  1. Who should I contact if I have any questions on booking a side meeting?

    1. Please contact Marissa Welch [email protected], AMS Meetings Coordinator with any questions.  

  2. How do I order F&B for my meeting/event?

    1. If you are an Internal request, AMS will take care of order F&B for you. Please note any F&B needs when filling out the request form.

    2. If you are an External request,  AMS will assign your room and then put you in contact with the appropriate hotel staff person.  Please note any F&B needs when filling out the request form.

  3. How do I order A/V?

    1. If you are an Internal request, AMS will take care of your AV needs. Please note any needed A/V when filling out your request.  If you require Zoom or other AV, AMS will do their best to put you in one of the three rooms at your requested time slot. Due to high demand, you may be given your second choice in order to meet this request(s).

    2. If you are an External request, AMS will out you in contact with the appropriate hotel staff person. Please note any A/V needs when filling out your request(s).

  4. What should I do if I miss the request deadline?

    1. Please contact Marissa Welch [email protected], AMS Meetings Coordinator if you miss the submission deadline. She will be able to let you know if and when space is available.  

 

Professional and Respectful Conduct at AMS Meetings

Need to report unprofessional or disrespectful conduct? Email [email protected] or call 617-226-3965.

  • AMS is committed to safe and inclusive meetings for all attendees.
  • Harassment, intimidation, or discrimination of any kind will not be tolerated at any meeting or event associated with the meeting.
  • All communication should be appropriate for a professional audience including people of many different backgrounds. Be inclusive and respectful
  • Those who violate the standards of professional and respectful conduct may be asked to leave the meeting immediately and without refund, may not be considered for service on AMS boards and committees, and may be subject to additional legal action.
  • Harassment, intimidation, or discrimination includes offensive comments and actions related to age, gender and gender identity, sexual orientation, disability, physical appearance, body size, race, religion; sexual images in public spaces; deliberate intimidation, stalking, or following; harassing photography or recording; sustained disruption of talks or other events; inappropriate physical contact; and unwelcome sexual attention.
  • If you are the subject of unacceptable behavior or have witnessed any such behavior, please immediately:
  • If you witness or experience behavior that constitutes an immediate and serious threat, please call 911.
  • Members of the response team: 
    • Keith Seitter, Executive Director
    • Stephanie Armstrong, Associate Executive Director
    • Brian Papa, Associate Executive Director
    • Jen Ives,  Senior Meetings Manager
    • Claudia Gorski, Director of Meetings
    • Wendy Abshire, Education Program Director

Inclusivity at AMS

 AMS is committed to creating an environment for meetings that “embraces diversity through the inclusion of individuals across age, gender, race, sex, nationality, ethnicity, physical ability, marital status, sexual orientation, body shape or size, gender identity and expression, socioeconomic status, and other facets of social diversity” (see: Diversity and Inclusion at AMS).  

Inclusivity at the 100th Annual Meeting

 

The American Meteorological Society (AMS) is committed to, and benefits from the full and equitable participation of a diverse community in its membership, in its activities, and in the audiences that it serves.

Plans for making the 100th Annual Meeting inclusive for all include:

  • Badge stickers denoting languages spoken as well as preferred gender pronouns are available at the registration desk
  • The Quiet Room (Commonwealth C) in the Westin Waterfront is available to any attendees who need a break from the hustle and bustle of the Annual Meeting
  • Accessible seating is available in each session room and in the poster hall
  • Caretakers are welcome to attend the Annual Meeting on a complimentary basis
  • Family restrooms are available to all meeting attendees throughout the BCEC
  • Nursing mothers are welcome to use the Mamava Pod in the southeast side of level 1 in the BCEC or the AMS Mother’s Room (Marina Ballroom Coatroom) in the Westin Waterfront
  • AMS has provided childcare grants to help offset costs for six parents to attend the Annual Meeting
  • Staff has arranged many accessibility accommodations by request according to the ADA
  • AMS has developed and continually enforces its policy Professional and Respectful Conduct at AMS Meetings

We invite all attendees to the following events:  

Colour of Weather Reception
Sunday, 12 January 2020, 7:30pm –9:30pm, Westin Waterfront – Marina Ballroom I

Coriolis Reception
Monday, 13 January 2020, 8:00pm –10:00pm, Westin Waterfront – Marina Ballroom III

Earth Science Women's Network (ESWN) Reception
Monday, 13 January 2020, 6:30pm –8:30pm, Rosa Mexicano Restaurant

Film: "Can We Talk? Difficult Conversations with Underrepresented People of Color"
Monday, 13 January 2020, 12:15pm –1:45pm, BCEC - 255

Women in the Atmospheric Sciences Luncheon
Tuesday, 14 January 2020, 12:00pm –1:30pm, BCEC - 205C

Presidential Town Hall: "Confronting Bullying, Discrimination, and Harassment in the Geosciences"
Wednesday, 15 January 2020, 12:15-1:15pm, BCEC - Room 210AB

Bystander Training Workshop: "Work climate: Responding to Sexual Harassment"
Wednesday, 15 January 2020, 1:30-4:30pm, BCEC - 205C

Joint Sessions organized by the Diversity, Equity and Inclusion Symposium including:

Joint Session 24: Women in the Tropics. Part I
Tuesday, January 14, 2020, 1:30 PM - 2:30 PM, BCEC - Room 205B

Joint Session 27: Women in the Tropics. Part II
Tuesday, January 14, 2020, 3:00 PM - 4:00 PM, BCEC - Room 151A

Joint Session 62: Women in the Tropics. Part III
Thursday, January 16, 2020,10:00 AM - 11:00 AM, BCEC - Room 252A

Diversity, Equity, Belongingness, and Inclusion—Where Has the AMS Been and Where Should It Be Going
Thursday, January 16, 2020,10:30 AM - 12:00 PM, BCEC - Room 254A

Sessions organized by BWM including:

Translating Weather into the Spanish Language. Part I
Monday, January 13, 2020, 8:30 AM - 10:00 AM, BCEC - Room 252B

Translating Weather into the Spanish Language. Part II
Monday, January 13, 2020, 2:00 PM - 4:00 PM, BCEC - Room 252B

AMS Board on Women and Minorities Annual Meeting
Tuesday, January 14, 2020, 1:30 PM - 3:30 PM, Westin Waterfront – Executive Boardroom

A complete schedule of events organized by the Diversity, Equity and Inclusion Symposium can be found here.

The AMS has recently formed a Presidential Task Force on Diversity, Equity and Inclusion (DEI) that is being co-chaired by Susan Avery and Melissa Burt. The goals of the task force are to

1)  Assess the effectiveness of the AMS’s broadening participation efforts and to determine if the current activities provide an integrated and coherent plan moving forward.

2)  Provide a strategic vision for D&I that could be integrated into the planning for the Centennial meeting that is currently underway.

3)  Suggest changes, including bold ones if needed, that would enhance D&I across the Society: AMS Diversity and Inclusion Task Force

For more information about Diversity and Inclusion at AMS, please visit: Diversity and Inclusion at AMS