American Sociological Association

ASA Footnotes

A publication of the American Sociological AssociationASA News & Events
December 2016

Space for Affiliates and Other Group 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 2017 Annual Meeting may request space by sending a formal letter of request with signature (While scanned letters are fine, e-mail messages alone are not acceptable) to ASA Meeting Services by March 1, 2017. 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. Please Note: Space is very limited in Montrèal; submit your meeting space request as early as possible.

Space requests are categorized as follows:

  • Small groups sponsored by ASA members requesting space for the purpose of conducting sessions focused on a special aspect of sociology will be allocated one time slot from 6:30-8:15 p.m. on the first or third evening (August 12 or August 14). The topic to be discussed should be clearly stated in the request, along with an estimate of the size of the group expected to attend the session.
  • Groups or organizations wishing to gather for other meetings such as those of a religious, political, or special interest nature are required to submit a petition containing the signatures of 10 ASA members who support the request. These groups will be assigned one meeting room from 8:00-10:00 p.m. on the second night of the meeting (August 13). If the number of requests exceeds the available space, groups will be assigned to the 6:30 p.m. time slot on August 12 or 14.
  • Those groups or organizations wishing to hold receptions, dinners, or other social gatherings should also submit requests for space by the February 26 deadline. Space availability is normally limited to 6:30-8:15 p.m. on August 12 or 14, and to 8:00-10:00 p.m. on August 13.

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 and Notification

Formal letters of request—not e-mail messages—for meeting space and/or table space must be postmarked no later than March 1, 2017. 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 following: the nature of the meeting; the number of people expected to attend; desired room setup or other physical space needs; the scheduling preference of the group within the parameters given above.

Send space requests to: ASA Meeting Services, 1430 K Street, NW Suite 600, Washington, DC 20005, Fax: (202) 638-0882 or

Confirmation of Meeting Space

Groups requesting meeting space will receive notification regarding the request no earlier than May 1, 2017. You may also confirm your request was received and approved by searching for the name of your event in the online preliminary program schedule.