The American Meteorological Society (AMS) welcomes affiliated organizations to hold Affiliate events, receptions, business meetings, breakfasts, luncheons, etc. in conjunction with the 105th AMS Annual Meeting. 

In order to request meeting space, you must first complete the side meeting request form. Please complete the Side Meeting Room Request Form by 25 October, 2024.

AMS 105th Annual Meeting External Room Request Form 

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. 

Room Request Fee:

• AMS Exhibitor/Sponsor:  $350 non-refundable administrative fee for each meeting/event, per day per event per day. The non-refundable administrative fee will increase to $500 for requests submitted after October 25, 2024. 
• University Night: (Complimentary for Universities) Tuesday, January 14- Event must start after 7:00PM
• AMS Patron: (1 Room Complimentary for the week)

Rules and Regulations: 

• Please submit one request per event. If your event requires more than one meeting room, you must submit an additional request for each room needed. 
• Failure to pay the balance due by the indicated date in your approval letter will result in the cancellation of your event/meeting space. 
• Any meeting or event that involves AMS meeting attendees hosted by a company or organization is considered an affiliate event and must be approved by the AMS.
• Meeting space is limited and room requests will be considered on a first-come, first-served basis. All Affiliates meetings held during the annual meeting must be approved by AMS.
• Designated hotels in the AMS room block will not reserve meeting rooms/function space for affiliates meetings for any individuals/organizations during the annual meeting without prior approval from AMS. Please do not contact any hotel directly.
• The affiliate contact is responsible for all costs associated with the approved meeting (food/beverage, audio/visual, equipment, labor costs, etc.). It is the main contact’s responsibility to work with the assigned hotel to make room setup arrangements and finalize billing/payment. We will provide the hotel contact information in the room assignment letter.
• 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.
• Hosting Receptions/Hospitality Suites: The term “Hospitality Suites” shall include any announced or advertised, open room with readily available food, drink, and/or entertainment. Receptions and/or Hospitality Suites may not operate during the conference sessions and/or exhibits and may be scheduled to begin at the close of the Conference Sessions or Exhibit Hours (whichever end last). Food, drink and/ or entertainment must cease at 1:00 A.M., when Hospitality Suites are located in sleeping room areas. All are required to inform AMS, in writing, of any planned events including the time and location of the event. Hospitality Suites are not to be used in place of an Exhibit Booth.

Cancellation Policy: No refunds will be issued
No Cancellations are allowed after 15 December, 2024

Room assignment confirmation letter will be sent by 15 November, 2024

Questions/Inquiries

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