Ancillary Group Function Space Request Guidelines - AUA Annual Meeting

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Ancillary Group Function Space Request Guidelines

AUA2025 – Attendee Info

Ancillary Group Function Space Request Guidelines
AUA Annual Meeting 2025
Las Vegas, NV

If you plan to hold a function during the AUA 2025 Annual Meeting and require space from AUA at the Venetian Convention and Expo Center you must complete an Ancillary Group Function Space Request Form. DEADLINE: Friday, March 28, 2025.

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.

All ancillary events must be approved by AUA. Requests will be reviewed on a first-come, first-served basis. Please allow 2-3 weeks for receipt of space confirmation. Do not contact The Venetian Convention and Expo Center directly without prior consent from AUA.

The AUA will begin to assign function space in January for Ancillary groups, on a first come, first served basis. Once Payment is received, you will receive a reservation and meeting room confirmation for signature.

New for AUA2025, administrative fees will be assessed for all ancillary events as follows:

$350.00 per event (non-refundable)

The fee will be charged once AUA confirms that there is adequate space for your event available. You will receive a confirmation email that space is available for your event, along with an invoice to be paid within 2-3 business days.

Reservation and room name confirmations will be sent after payment has been received. You will not be charged if event space is not available. The administrative fee to AUA is not a deposit toward convention and expo center costs which may include food and beverage, and/or audio-visual costs. All administrative fees are non-refundable.

New for 2025! In July 2024, the AUA transitioned to a new Association Management System (AMS) to optimize our digital operations. Accessing the Ancillary Meeting Space Request Form now requires AUA login credentials. If this is the first time you have logged into AUA applications since July 8, 2024, you will need to reset your password. If you do not have a AUA username or password, you can create a new user account and your login information will be emailed to you.

Visit www.AUAnet.org/myAUA to get started.

Process for Ancillary Space

  1. Complete the Function Space Request Form with your meeting space requirements and click SUBMIT.
    • You must submit one Function Space Request Form per event.
  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 Jonté Valentine, Annual Meeting Coordinator at jvalentine@AUAnet.org.
  3. Remember to print a copy of the form for your records.
  4. You will receive a confirmation of space available, as well as in invoice for administrative fees.
  5. Please pay the administrative fee within 2-3 business days of receipt of invoice.
  6. Once payment has been made, please allow 2-3 weeks for your reservation and meeting room confirmation from AUA.

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 reservation 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 AV. Contact information will be provided on the reservation and meeting room confirmation. 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 event, including administrative fee, 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 AV.
  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, 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. The Convention and Expo Center may require a minimum catering purchase.
  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.
  13. Administrative fees are non-refundable.

Administrative Fee Payment

The confirmation email will include a link to a secure, online payment portal.

The preferred payment method is credit card. If you pay by check (drawn on a U.S. bank and in USD), please mail the signed application form and check to:
American Urological Association
Attn: Wendy Williams, Accounts Receivable Coordinator
P.O. BOX 791080
Baltimore, MD 21279-1080

Additional payment instructions will be included in the confirmation email.

Payment is required within 2-3 business days of receipt of the confirmation email. If payment is not made, the meeting space may be withdrawn and offered to another group.

For more information, contact:
Jonté Valentine
Annual Meeting Coordinator
jvalentine@AUAnet.org
410-689-3883

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.

Proceed to Ancillary Group Function Space Request Form