Additional Meetings Information

Additional Meetings is the name given to events scheduled separately from the SBL and AAR programs. Examples of Additional Meetings include receptions, editorial board and business meetings, and breakfast and lunch gatherings. Please note that with the exception of AAR RSOs and SBL Affiliates, AAR and SBL do not permit any Additional Meetings sessions of a programmatic nature (i.e., scholarly panel or paper presentations) to occur during regular session times (Saturday through Monday, 9:00 am-11:30 am and 1:00 pm-6:30 pm) without special permission. This policy is to prevent any thematic conflicts between AAR and SBL sessions and Additional Meetings.

Meeting Fees are based on the schedule below, and are non-refundable. We have six locations that we are utilizing for space this year in San Antonio: San Antonio Convention Center, Grand Hyatt, Hyatt Regency Riverwalk, Hilton Palacio del Rio, Marriott Rivercenter, and the Marriott Riverwalk. Events will be scheduled in the location that we feel best suits your needs based on what we have available. You will be notified via email per the dates below when your event has been assigned, and will receive the name of the venue, room name, audiovisual contact, and catering contact and menu so that you may make your arrangements directly with the appropriate people.

Additional Meeting Registration Information

You will need the following information when completing Additional Meeting Registration:

·       Sponsoring Organization

·       Event title and type

·       Date and time, first and second choices

o   In the following format: 8:00 AM or 12:00 PM

·       Estimated attendance

·       Room arrangement

o   Banquet: round tables with 8 to 10 chairs each

o   Conference: table with chairs surrounding the entire table (no more than 20 attendees)

o   Reception: assorted tall and short cocktail tables for reception events

o   Theater: rows of chairs with center aisle facing front for presentation

·       Method of payment for fees per half hour time slot

Additional Meeting Fees

·       Meeting fees are $40 per half hour time slot if received by September 16.

·       Meeting fees are $60 per half hour time slot for contracts received September 17 – October 21.

·       We will not accept contracts after October 21.

·       Room change requests after July 15 will incur a $20–$40 per half hour fee.

Events will be scheduled based on the following dates and deadlines. Events will not be scheduled between these dates.

Additional Meeting Registration Deadlines

Registrations submitted:

By May 13:

·       Event listed in the Program Book, which is mailed to all registrants in October

·       Confirmation of room assignment by July 5

By July 15:

·       Event listed in the Program Book, which is mailed to all registrants in October

·       Confirmation of room assignment by August 15

By September 16:

·       Event listed in the At-A-Glance, which is distributed onsite

·       Confirmation of room assignment by October 10

By October 21:

·       Event will not be listed in printed publications

·       Confirmation of room assignment by November 11

After October 21:

·       Event will not be listed in printed publications

·       Confirmation of room assignment will be handled on an individual basis

Additional Meeting Reservation Requests

To make an additional meeting request, e-mail additionalmeetings@annual-meetings.org for new meeting inquiries.

If you are hosting an event offsite and would like it listed in the Program Book, e-mail additionalmeetings@annual-meetings.org for further instructions. The cost is $85.

Additional Meetings text examples are here. 

If you have any questions, please e-mail additionalmeetings@annual-meetings.org or call 1-404-727-7972.

Additional Meetings Call for Papers are here. To submit an additional meeting Call, contact additionalmeetings@annual-meetings.org with a description, contact information, and deadline. The cost is $30.