Ancillary Meeting Form

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.

Deadline: January 4, 2019

  • Submit one application per function request (only one day/time per application). You will receive email confirmation per space request.
  • In early October, you will receive email confirmation with your room assignment and hotel contact information. All coordination, including food and beverage and audio-visual equipment requests, should be arranged directly with the hotel contact. The applicant is responsible for any fees or charges assessed by the hotel.
  • Space will be assigned on a first-come, first-served basis after all SOT functions have been placed. 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.
  • SOT reserves the right to deny any Ancillary Meeting request from any organization whose goals or past actions are deemed counterproductive to those of the Society.
  • Please notify SOT of any cancellations or changes to your meeting up until the time of your event.
Step 1 of 2
* = Required
Contact Information
* Organization:  
* First Name:  
* Last Name:  
* Address:  
* City:  
* State/Province:  
* Zip/Postal Code:  
* Country:  
* Phone:  
* Email:  

Function Information

Function Name: (as printed in the Program) (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

Due to any possible unforeseen schedule changes, SOT has the right to change space assignments if necessary.

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.