The American Academy of Religion (AAR) and the Society of Biblical Literature (SBL) welcome affiliated organizations to meet and host functions in conjunction with the 2023 AAR & SBL Annual Meeting in San Antonio, Texas. All meetings offered during the Annual Meeting are considered Other Events and must be submitted online for AAR & SBL approval. Other Events include, but are not limited to:

• Alumni reunions
• Committee and board meetings
• Industry/Exhibitor pre-conference and post-conference meetings
• Social events (receptions, dinners, breakfasts, etc.)
• Book launches and reviews
• Films

Except for AAR RSOs and SBL Affiliates, AAR and SBL do not permit Other Event sessions of a programmatic nature (i.e., scholarly panel or paper presentations) to occur during regular session times (Saturday - Monday, 9:00 am-11:30 am and 1:00 pm-6:30 pm, and Tuesday 9:00 am – 11:30 am) without special permission. This policy is to prevent thematic conflicts with AAR and SBL sessions.

How do Other Events work?

AAR & SBL schedulers assign meeting space at the convention center or nearby contracted hotels based on the date (November 16-22), time, number of anticipated attendees, room set, and whether the Other Event requires catering and audio-visual needs. The fee is based on the length of time requested in 30-minute time slots. Organizers are confirmed with the date, time and location depending on when the Other Event information is submitted.

Deadlines and fees are as follows:

1. Online form and payment received by July 10:

              •            Fee is $50 per 30-minute time slot

              •            Event will be listed in the Program Book, Online Program and Mobile App*

              •            Confirmation of venue and room assignment will be emailed by August 4

2. Online form and payment received by August 15:

                           •            Fee is $75 per 30-minute time slot

                            •            Event will be listed in the Online Program and Mobile App*

                           •            Confirmation of venue and room assignment will be emailed by September 1

3. Online form and payment received by September 15:

                           •            Fee is $100 per 30-minute time slot

•            Event will be listed on the Online Program and Mobile App*

                           •            Confirmation of venue and room assignment will be emailed by October 1

4. Online form and payment received by October 5:

• Fee is $125 per 30-minute time slot

•            Event will be listed on the Online Program and Mobile App*

                           •            Confirmation of venue and room assignment will be emailed by October 20

 

Cancellations must be made in writing to otherevents@annual-meetings.org

• By August 15, 2023: Fully refunded 

• August 16-October 1, 2023: Refunded less $40 cancellation fee
• After October 1, 2023: No refunds or space changes permitted 

You will need the following information when completing the Other Events registration:

• Organization name
• Event title EXACTLY how it should be listed in the publications*
• Description of Other Event (150 words max)
• Date and time
• Estimated attendance
• Room arrangement:
  • Banquet: round tables with 8 to 10 chairs each
  • Conference: conference table with chairs surrounding the entire table, no more than 14 attendees
  • Reception: assorted tall and short cocktail tables for reception events
  • Theater: rows of chairs with center aisle facing front for presentation

*You have the option to NOT have your Other Event listed in the publications.

Submit your Other Event request here.

For any questions related to Other Events please contact otherevents@annual-meetings.org.