Ancillary Events
The deadline to submit an Ancillary Event Request Form is July 26, 2024. Event space may fill prior to the deadline.
If your company or organization is planning to hold an event/meeting during the 2024 National Conference & Exhibition, please utilize the Ancillary Event Request Form to request space at one of the conference venues. Please note, space is extremely limited at the Headquarters Hotel, Hyatt Regency Orlando.
All meetings and events of any size and nature held adjacent to the National Conference & Exhibition must be approved by the American Academy of Pediatrics. Do not contact venues directly to host your event without prior consent from AAP. Requests will be reviewed on a first come, first-served basis and are subject to availability of space at conference venues.
How to Request Space for an Ancillary Event:
- Review the request form, Rules and Regulations, and FAQ carefully.
- Submit your completed Ancillary Event Request Form to jvargas@aap.org.
- AAP will review the request form and either contact you for additional information or, if approved, provide contact information for your venue.
Questions? Contact Jamie Vargas at jvargas@aap.org.
Ancillary Events FAQ
Only hospitals, universities, alumni groups, and 2024 National Conference exhibitors may request permission to hold an Ancillary Event during the National Conference. This is a benefit of exhibiting at the conference.
Restricted Times were established to allow National Conference attendees to be present at scheduled educational sessions. Except for Exhibitor Internal/Staff meetings, Ancillary Events may not be held during Restricted Times.
All Ancillary Event participants must be registered for the National Conference & Exhibition and adhere to the code of conduct and health & safety guidelines.
Consider our Symposia program which offers the opportunity for organizations to host an accredited educational event during the National Conference. This program takes place at the Headquarters Hotel during evening hours. Visit the Industry Opportunities page on the conference website for more information.
Exhibitor Social Events are limited to a 5-minute welcome/introduction. Exhibitors may not present a branded, promotional, or educational talk during social events. Exhibitors may display a logo or slide during approved social events. If you wish to engage with attendees in a promotional manner outside of your exhibit booth, consider our Product Theater program and Exhibitor Meeting Suites. Both take place on the Exhibit Hall floor and provide greater flexibility for exhibitors to meet with attendees. See more info here: https://aapexperience.org/industry-opps/
You are not required to use our General Contractor for furniture or décor needs for your Ancillary Event. Please be sure to check with your venue contact regarding any additional rules about vendors.
The contract you receive from your venue contact will include a food & beverage minimum. A room rental fee may apply depending on where you are hosting your event. Please work with your venue contact to budget accordingly for your event. AAP is not responsible for any charges associated with hosting your event.
AAP is not able to provide a conference attendee contact list. We recommend promoting your event from internal mailing lists, on your organization’s website/social media, or from your exhibit booth. In addition, AAP will list hospital/university/alumni events on our Conference Platform. Make sure to choose this option on the Ancillary Event Request form if it applies to your organization. Organizations are not permitted to purchase advertising to promote their events.
