River Walk Image San Antonio River Walk Image San Antonio

Ancillary Meeting Request Form

DEADLINE: January 4, 2018 (Requests received after deadline will not be published in the Program)

Ancillary Meetings may not take place during blackout periods, as designated by SOT. Please consult the list of blackout times before making your request for meeting space.

  • Please submit one form for EACH function that you would like to hold (only one day/time per form, please). You will receive an automated confirmation that your form was received.
  • Space will be assigned on a first-come, first-served basis after the SOT Committee and Specialty Section Meetings have been assigned. Diamond Supporters will receive priority in the space assignment process. SOT has the right to change space assignments at any time due to unforeseen schedule alterations.
  • Upon SOT's approval of your request, you will receive an email listing your confirmed meeting room assignment and hotel. You will also be given the name of the person at the hotel to work with so that you can order your food and beverage. Please note that SOT will not begin sending confirmations until October.
  • No space is guaranteed until billing arrangements have been made with the hotel directly. The applying organization is responsible for payment of any charges for catering, audio visual, etc. No meeting room rental is charged.
  • Please notify SOT of any cancellations or changes to your meeting up until the time of your event. Any changes made after January 4, 2018 will not be reflected in the Program.

Contact Information

* = Required

First Name:*    
Last Name:*    
Zip/Postal Code:*    

Function Information

* = Required

Function Name: (as printed in the Program if applicable) (max 150 characters)*

150 chars remaining

Function to be listed in the SOT Program and Mobile App:* Deadline for listing in Program has passed.   Function to be listed on the Hotel Bulletin Board:*

Number of People:*   

Please select the day for the event, then enter start and end times for this function:*
Remember to consult the blackout periods before making your request.

Day: Start time: :
End time: :

Function Type (select one)*

If other, please specify:

Room Set Up (select one)*
Please note this information is used for space assignment purposes only, please make all set-up arrangements directly with the hotel.

If other, please specify:

AV Needs:

Other comments (max 250 characters):

250 chars remaining

Hotel Preference

* = Required

SOT has the right to change space assignments at any time due to unforeseen schedule alterations.

1st Preference:*
2nd Preference:*
3rd Preference:*

Please wait a minute after selecting continue. Selecting continue multiple times may result in multiple submissions of the same event.