Hosting an Affiliated Event at the Annual Meeting

We welcome the wider legal education community to hold events in conjunction with the AALS Annual Meeting. All affiliate events must be submitted and approved, whether hosted at an AALS hotel or elsewhere.

Affiliate events are defined as an official gathering that requires its own space outside of an exhibit booth. You are required to submit an application for approval if your affiliate function includes any of the following elements:

• an invitation
• registration
• a presentation
• celebration
• advisory meeting
• filming and interview rooms
• substantive content/educational or informative components
• includes a request for space at an AALS hotel

If the attendees at your event are also attending the Annual Meeting, then you must complete and submit the Affiliate Event Request form. Affiliate events will be listed in the mobile app and website schedules, and in the printed meeting program if submitted by the 11/22 deadline.

Guidelines

1. If your event is offsite, you must submit a request and event fee but will not be required to pay a space fee.
2. You may not contract meeting space directly with AALS hotels.
3. All space assignments are subject to availability, and requests are handled on a first-come, first-served basis.
4. Events submitted after the 11/22 deadline are not guaranteed a listing in the printed meeting program.
5. AALS is not responsible for coordinating food and beverage, room setup, transportation to offsite events, or other arrangements. These arrangements must be coordinated directly with the hotel or other vendors. AALS will provide contact information for the appropriate hotel representative after space is assigned.
6. Audio/visual will not be available in affiliate event meeting rooms.
7. If you are using a third party to coordinate your event (offsite or at the hotels), you are required to include their contact information in the online application.
8. AALS does not guarantee marketing support, email, or social media advertising for affiliate events.

Available Times

Each event may run up to 4 hours long, and must not be held during blackout hours. For events lasting more than 4 hours, submit a separate request for each day, time block, and room you are requesting. Please note: in recognition of our longstanding relationships with the American Constitution Society, Federalist Society, and Society of American Law Teachers, those organizations receive a legacy exemption from the scheduling blackout periods.

Blackout times: 

• Tues, January 5 | 1 – 5:30pm
• Wed, January 6 | 8 – 11am and 1 – 6pm
• Thurs, January 7 | 8 – 11am and 1 – 5:30pm
• Fri, January 8 | 8am – 1pm

Available times:

• Before first block of sessions
• After last block of sessions
• Midday hours

Event Fees

Event pricing varies by the size and location of your event, and the time of your request. The fee will be charged once the room has been assigned. You will not be charged if meeting space is not available. This fee includes the cost of the room rental and/or program listing but does not apply to other hotel costs which may include food and beverage and/or audio visual costs.

Gold, Platinum, and Presenting Sponsors may request complimentary space assignments.