Meetings in Conjunction

The Association for Asian Studies 2020 Annual Conference will hold official events in the Boston Sheraton and the Hynes Convention Center.  The two venues are adjacent to one another and the AAS has meeting blocks in both venues.

Groups or organizations interested in reserving meeting space at the AAS 2020 Annual Conference, must submit the MIC request form posted on this page.  Groups contacting the hotel or convention center directly to reserve space will be directed by the hotel/convention center to contact the AAS.  


Event Types Allowed

The AAS allows groups to hold either a business meeting or a reception/social event only.

We do not allow groups of any type (affiliate, non-affiliate, exhibitors) to hold independent panel sessions. All groups interested in hosting a panel session in the future should submit those requests during the formal call for panel proposals. We will only assign a meeting space to groups planning a business meeting or a reception on Wednesday, Thursday, Friday evening or Saturday evening.

Pre-conference Meetings

The AAS considers any meetings held on Tuesday, March 17, Wednesday, March 18 & Thursday, March 19 before 5:00pm as pre-conference meetings. Affiliate groups with prior approval to hold sessions may continue to hold sessions or mini-conference on Tuesday, Wednesday and in the morning/afternoon on Thursday. These groups have been ‘grandfathered’ in to hold separate sessions prior to the conference beginning.  Until further notice, we are unable to accept new group requesting space for mini-conferences or independent sessions.


Available Meeting Dates & Times

Meetings/receptions may not be held in conflict with formal sessions or select AAS programming. Please note the days/times available for meeting/reception space at the Sheraton/Hynes below. We are unable to accept request for spaces outside of these time blocks. 

Wednesday, March 18   8:00am – 11:00pm (limited space)

Thursday, March 19      8:00am – 5:30pm and 9:30pm – 12:00am

Friday, March 20          7:30am-8:30am; 7:30pm – 11:30pm (ex. 7:30pm-9:30pm or 9-11pm)

Saturday, March 21     7:30am – 8:30am; 1:15pm – 2:45pm and 7:30pm – 11:30pm (ex. 7:30pm-9:30pm or 9-11pm) 

NOTE: For evening event, the AAS will first begin assigning meeting space in the Sheraton Hotel. If all hotel space become booked, we will then begin to assign meeting space at the Convention Center for evening events.

Typically meetings/event are assigned 2 hour time slots.

The dates and times available for groups to reserve meeting space changes from year to year based on the contracted space in the meeting facility for any given year. Returning groups should not expect that the same time frames and space will be available from year to year.


Priority of Assignments

Meeting space is assigned on a first-come, first-served basis within the priority groups listed below.   

Priority Group 1: AAS Councils, AAS Committees, Affiliates & Institutional Members

Priority Group 2: Returning groups/organizations/Exhibitors

Priority Group 3: New Groups/Organizations

All assignments will be confirmed the week of December 2, 2019.  Confirmation letters will include the venue catering and A/V contacts.

Any/all affiliates planning meetings-in-conjunction/receptions to be held during the 2020 Annual Conference in Boston, MA at the Sheraton Boston hotel between Wednesday, March 18-Saturday, March 21, 2020 must submit a request form for approval prior to securing space/planning the event (see button below). 

Submission of this form constitutes agreement to the AAS affiliates event policy.


Room Fees

The AAS does not currently charge affiliate groups a fee for the use of meeting space. Additionally, you will not be charged a fee from the hotel for the use of the meeting space. However, please note that you will only be accessed fees should you order audio/visual equipment or catering during the meeting or event. See catering and A/V section below for more details.


Room Sets

Due to the limited amount of time available for room turnovers, room sets available for meetings are limited to theatre style (same as panel sessions); or open room space for receptions. There are a very, very limited number of rooms available for conference style setting (table with chairs) and can mostly only be accommodated on Wednesday or Thursday and possibly with very limited seating.  Groups may incur a charge for last minute room set changes.

Reception space will be set in reception style unless otherwise noted (i.e., cocktail tables).


Catering

Upon approval of your request form, the AAS will assign and confirm a meeting space with your group. Once confirmed, the group contact will be put in direct contact with a hotel representative to finalize all function/event details and any food & beverage billing arrangements. 

The Hotel/Convention Center does not allow outside catering at your function. Any food and beverages catered by an outside vendor will be confiscated by the venue and/or groups will be charged prevailing hotel catering charges. Failure to adhere to the hotel catering rules will result in possibly not being approved for space at future conferences. 

Please feel free to inquire with the hotel regarding any special dietary or cultural/themed menu options that may not appear on the provided menus. The chefs are always very accommodating with such requests.

LINK TO SHERATON MENUS

*Additionally, due to the short breaks in between sessions, groups are not allowed or extremely limited in regards to catering orders for the Saturday afternoon time slot. Please be aware there are panel sessions immediately before and after the Saturday 1:15pm affiliate meeting time slot, which limits the hotel from setting or clearing catering orders in the 15 minute break between sessions. We strongly discourage ordering catering during this time and if needed should be limited only to coffee/beverage service. This also applies to the early morning time slot on Friday and Saturday.


Audio/Visual

Groups in need of audio visual equipment should order equipment directly from the recommended audio visual provider.  Once an official provider has been confirmed the AAS, will forward the contact information to the group.

The AAS will provide complimentary use of audio-visual equipment for meetings schedule in the Saturday, March 21 afternoon slot of 1:15pm-2:45pm. Groups scheduled to meet in any other time slot, are responsible for handling/ordering/paying for their own Audio/Visual needs.

Note: Affiliate groups approved to charge their equipment to the AAS account, MUST STILL ORDER the equipment independetely. We will not handle ordering of equipment for ANY groups.

The AAS is working to negotiate the best rates for group A/V packages. You should budget approximately $350-$450 for the following equipment package: 

One (1) LCD projector & screen, & one (1) podium microphone

Single Microphone orders are typically about $100.

This is only an estimate based on previous years.  Final prices have not been confirmed.

To ensure a good experience in the running of your event, please be sure to communicate with the hotel your additional needs and confirm all details prior to your meeting.


Deadlines & Promotion

We will continue to accept meeting space request forms until all space is full. However, if you would like your meeting listed in the formal printed program, please return the request form by December 2, 2019.  We WILL continue to accept request forms after December 2, 2019 (if space is available) but your meeting/reception will not be included in any AAS print publications.  All requests received by February 29, 2020 will appear in the Online Program and the Mobile App.

All confirmed MIC requests are independent events from the AAS and will not be promoted by the AAS outside of the official conference publication and the general listing of MIC events (alpha order and by date). We will not promote events via the following mediums: AAS social media accounts, special blog posts, hosting announcements on the website, special email blasts to members or any other means of communication. Groups are responsible for promoting their own independent events to the desired attendee base.