December 2011 Issue • Volume 39 • Issue 9

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2012 Annual Meeting Space for Other Activities

The ASA provides two services for individuals or groups desiring to use meeting space at the Annual Meeting. ASA Council policies on the use of such space are outlined below. Because ASA Sections have been allotted program time, they are excluded from these provisions.

Meeting Space

Groups wishing to meet in conjunction with the 2012 Annual Meeting may request space by sending a formal letter of request with signature (e-mail messages or files are not acceptable) to ASA Meeting Services by February 24, 2012. Rooms are allocated on a first-come, first-served basis, one meeting per group. In the event that space exceeds demand, requests for a second meeting will be considered. 

Space requests are categorized as follows:

Those groups or organizations wishing to hold receptions, dinners, or other social gatherings should also submit requests for space by the February 24 deadline. Space availability is normally limited to 6:30-8:15 pm on August 17 or 19, and to 8:00-10:00 pm on August 18.

An announcement of each meeting will be included in the “Activities of Other Groups” listing and in the body of the program schedule. These listings will include the name of the group or title/topic of the session, name of organizer/sponsor if appropriate, and date and time of the meeting. Room assignments are printed in the Final Program only.

Table Space

ASA members may apply for table space to display literature about related non-profit organizations or sociologically pertinent projects. Available space is assigned without charge on a first-come, first-served basis. ASA Sections are excluded from these provisions because two general display tables are provided for sections in the ASA registration area; requests from individual sections for tables cannot be considered.

Due to the number of requests and the limited space available for displays, two parties are usually assigned to each table. There are no general storage facilities beyond the space beneath each table, so each party is solely responsible for the security of its display materials. Policies on use of table space are that (1) nothing may be sold and (2) nothing of an offensive nature may be displayed.

Deadline

Formal letters of request—not e-mail messages—for meeting space and/or table space must be postmarked no later than February 24, 2012. Letters should be printed on the official stationery of the sponsoring organization or member’s institution and must include sender’s signature.

All letters requesting meeting space should identify the nature of the meeting, the number of people expected to attend, desired room setup or other physical space needs, and the scheduling preference of the group within the parameters given above.

Send space requests to: Kareem D. Jenkins, ASA Meeting Services, 1430 K St. NW, Suite 600, Washington, DC 20005, Fax: (202) 638-0882

Confirmation of Meeting Space:

Groups requesting meeting space will receive notification regarding the request no earlier than April 20, 2012.

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