Ancillary Group Function Space Request Guidelines - AUA Annual Meeting


Ancillary Group Function Space Request Guidelines

AUA2024 – Attendee Info

Ancillary Group Function Space Request Guidelines
AUA Annual Meeting 2024
San Antonio, TX

If you plan to hold a function during the AUA 2024 Annual Meeting, you must complete an Ancillary Group Function Space Request Form. DEADLINE: March 29, 2024. The AUA will begin to assign function space in January on a first come, first served basis. You will receive a meeting room assignment/reservation for signature.

"Ancillary Groups" are NOT exhibitors. Ancillary groups include university and hospital affiliates of the AUA who request meeting/function space for the purpose of social events (under 100 guests) and small committee meetings.

  1. Complete the Function Space Request Form with your meeting space requirements and click SUBMIT.
  2. Once you have submitted your request, please do not attempt to make changes by submitting a new form. If you need to make changes to your request, please contact Katie York, Annual Meeting Specialist at
  3. Remember to print a copy of the form for your records.
  4. You will receive a meeting-room reservation sheet before March 29, 2024.

It is the Ancillary Group's responsibility to distribute copies of this information to the appropriate personnel and/or any agents, representatives or contractors involved in planning activities at the AUA Annual Meeting. The Ancillary Groups requesting space are responsible for the actions of their employees and/or agents and will be expected to follow all rules and guidelines outlined below.

  1. The presentation of educational symposia or other scientific program activities are prohibited during the AUA Annual Meeting.
  2. Requests for meeting/function space from Ancillary Groups will be considered for the purpose of social events and small committee meetings.
  3. Groups may order food and beverage directly from the facility where the meeting is assigned. Contact information for the facility's convention service/catering manager will be provided on your meeting reservation sheet. Please do not contact the facility until you have returned your signed space assignment to AUA and confirmed the event. The facility will provide menus and bill you directly for catering.
  4. Audio-Visual requirements and payment may be arranged directly with AUA's official service provider, FREEMAN. Contact information will be provided on the meeting reservation sheet. Please do not contact the service provider until you have returned your signed space assignment to AUA.
  5. Groups occupying space must provide appropriate staff to coordinate all such activities.
  6. The function organizer is responsible for all costs associated with the ancillary meeting, including food and beverage, audio-visual equipment service, music license fees, hotel labor costs, etc. Function organizers must use the AUA-approved audio-visual partner – FREEMAN.
  7. Ancillary Groups holding functions with projected attendance of 100+ guests must conduct their events after 6:30 p.m. Groups with projected attendance under 100 guests may conduct events at any time.
  8. Function space will be assigned by the AUA according to the function's requirements. Neither the facility nor the party requesting space has the authority to re-assign space. Should you determine alternative or additional function space is needed the AUA will make every reasonable attempt to accommodate your needs.
  9. AUA is not responsible for payment of any services connected with the event. AUA has no authority over any service charges, rental fees, set-up fees, labor contracts, etc., that are required by any venue.
  10. Functions found to be in violation of these guidelines will be immediately discontinued. The Ancillary Group waives any rights to claims of damages arising out of the enforcement of these guidelines.
  11. Hotels may require a minimum catering purchase. Room rental fees are not applicable.
  12. The AUA will follow local health and safety requirements in effect at the time of the Annual Meeting. Health and safety protocols are subject to change.

For more information, contact:
Katie York
Annual Meeting Specialist

All matters and questions not covered by the above guidelines are subject to the discretion of AUA. These AUA guidelines may be amended at any time by AUA, and all amendments shall be equally binding on all parties. In the event of any amendment or addition to these guidelines, written notice will be given by AUA to such parties. The Ancillary Group shall protect, indemnify, hold harmless and defend AUA, its officers, directors, agents and employees against all such claims, liabilities, losses, damages and expenses, including reasonable attorneys' fees and costs of litigation; provided that the foregoing shall not apply to injury, loss or damage caused by or resulting from the negligence of AUA, its officers, directors, agents or employees.