Meetings-in-Conjunction 2023

Reserve space for Business Meetings and Receptions

Requests to reserve space to host a Business Meeting or Reception during the AAS 2023 Annual Conference in Boston are now being accepted. Space will be provided in the Sheraton Boston or Hynes Convention Center depending on availability.

All requests will be handled on a first-come-first-served basis, and the space will be released only to qualified affiliates reserving meeting/reception space. 


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.

Pre-Conference Meetings

The AAS considers any meetings held on Wednesday, March 15 & Thursday, March 16 before 5:00pm as pre-conference meetings. Affiliate groups with prior approval to hold sessions may continue to hold sessions or mini-conference on Wednesday and in the morning/afternoon on Thursday. These groups have been ‘grandfathered’ in to hold separate sessions prior to the conference beginning.  We are unable to accept new groups requesting space for mini-conferences or independent sessions.

Virtual-Only Events

Affiliate groups and organizations interested in hosting a virtual event in connection with the virtual portion of the AAS 2023 Annual Conference held February 18-19, 2023, may submit a request to add their event to the AAS Conference online schedule. Adding your event to our schedule is complimentary and serves as a convenience for AAS Conference attendees to include your event on their personal itineraries.

To add your event to the virtual schedule, complete this form.


Available Meeting Dates & Times

The availability to reserve a time within the AAS’ schedule that does not conflict with the official schedule is as follows:

Wednesday, March 15: 9am – 10pm

Thursday, March 16: 8:30am – 5:30pm; 9:45pm-11pm

Friday, March 17: 7:30pm – 11:30pm

Saturday, March 18: 12:15pm – 1:45pm; 7:30pm – 11:30pm

Typically meetings/events are assigned 2-hour time slots.

The dates and times available for groups to reserve meeting space change 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 Assignment

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 5, 2022.  Confirmation letters will include the venue catering and A/V contacts.

Any/all affiliates planning meetings-in-conjunction/receptions to be held during the 2023 Annual Conference in Boston at the Sheraton Boston or Hynes Convention Center between Wednesday, March 15-Saturday, March 18, 2023, 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 or convention center 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 the catering and A/V section below for more details.


Room Sets

All spaces will adhere to COVID-19 safety protocol in place at the time of the conference.

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/convention center 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. Menus will be provided when a meeting space request has been approved.


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 scheduled in the Saturday, March 18 afternoon slot of 12:15 pm1:45 pm. 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 independently. We will not handle the 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 1, 2022.  We WILL continue to accept request forms after December 1, 2022 (if space is available) but your meeting/reception will not be included in any AAS print publications.  All requests received after this deadline will appear in the Online Program and the Mobile App.

All confirmed MIC requests are independent events from the AAS. The AAS may include and share in conference promotional emails to members or registered attendees the general MIC schedule listing but will not send specific emails on behalf of groups promoting specific events. The AAS, at its discretion, may re-tweet or share an existing social media post related to the #AAS2023 but cannot commit or promise all posts will be re-tweeted or shared based on our own posting policies, including internal posting calendar and frequency. Groups are responsible for promoting their own independent events to the desired attendee base.

If you are interested in promoting your event directly to AAS members or AAS Conference Attendees, please contact our advertising manager.

As a reminder, the AAS does accept event submissions to be posted to our Asian studies calendar. For more information, click here.

AAS 2023 Registration is Now Open! Early Bird Prices Available until October 7. Read More