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 mwelch@ametsoc.org, 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 mwelch@ametsoc.org, AMS Meetings Coordinator if you miss the submission deadline. She will be able to let you know if and when space is available.