ACTRIMS must review and approve any meeting involving attendees during the dates of MSWashingtonDC2020. Organizers are required to submit a Non-ACTRIMS-ECTRIMS Meeting Room Request Form or Disclosure Form and receive approval prior to promotion or implementation of the meeting. Only closed meetings (e.g. “internal” or “by invitation only”) are allowed.
Non-ACTRIMS-ECTRIMS Meetings include but are not limited to: Board and Committee Meetings, Staff Meetings, Education/Scientific Programs, Sales Presentations/Demonstrations, Advisory Meetings, Focus Group/Roundtable Discussions, Alumni Reunions, Social/Networking Events, Awards Presentations.
Monday, February 3, 2020 Non-ACTRIMS-ECTRIMS Meeting room requests open
Wednesday, July 1, 2020 Deadline for receipt of Non-ACTRIMS-ECTRIMS Meeting room requests
Friday, August 21, 2020 Deadline for receipt of disclosure of offsite Non-ACTRIMS-ECTRIMS Meetings
Non-ACTRIMS-ECTRIMS Meetings are restricted to a maximum of 50 people during congress hours. Meetings with more than 50 people are only allowed outside of the official program between the following hours:
Monday, September 7 Entire Day
Tuesday, September 8 Entire Day
Wednesday, September 9 07:00 - 08:00
Thursday, September 10 06:00 - 07:15 & 19:30 - 22:00
Friday, September 11 06:00 - 07:00 & 19:00 - 22:00
Saturday, September 12 06:00 - 07:15 & 13:30 - 22:00
Meeting Room Request
All organizations seeking meeting space at an MSWashingtonDC2020-contracted venue must submit an online request form by Wednesday, July 1, 2020. Meeting rooms are available on a first-come, first-served basis at the following contracted venues:
Walter E. Washington Convention Center
Meeting room rental fees (see table below) will apply at MSWashingtonDC2020-contracted venues. Meeting room assignments will be confirmed via email with a formal contract outlining terms and conditions and meeting room cancellation.
A limited amount of meeting space is available to commercial organizations at MSWashingtonDC2020-contracted venues. Sponsorship and/or exhibit commitment from commercial organizations is required to reserve meeting rooms.
Any direct costs associated with Non-ACTRIMS-ECTRIMS Meetings (e.g., food and beverage, audiovisual equipment and labor) are the responsibility of the organization. MSWashingtonDC2020-designated vendors must be used for Non-ACTRIMS-ECTRIMS Meetings held at MSWashingtonDC2020-contracted venues.
Meeting organizers may produce one easel sign at their expense to place outside the assigned meeting room listing the name of the function. Only corporate logos are permitted; no product logos.
To request a meeting room at a MSWashingtonDC2020-contracted venue, click the Request a Room button below and complete the online application.
*Please note that all meeting room rentals have a 4-hour minimum fee. Any room rental required beyond 17:00 will be considered a 24-hour hold and charged the 24-hour rate.
*A limited number of meeting rooms are available to Non-Profit Organizations (NPOs) and Non-Governmental Organizations (NGOs) at a reduced fee. For more information, please contact Sarah Soldat at email@example.com.
Non-ACTRIMS-ECTRIMS Meetings may not be identified as part of the official program or endorsed by ACTRIMS and/or ECTRIMS.
Organizations seeking to hold a meeting at an offsite venue must disclose the details of their meeting by completing the online disclosure form by Friday, August 21, 2020. Offsite activities cannot compete with MSWashingtonDC2020 programming (see restricted meeting times above).
To disclose a meeting at a venue other than the Walter E. Washington Convention Center, Marriott Marquis or Renaissance Hotel, click the Disclose a Meeting button below and complete the disclosure form.