AMS 106th Annual Meeting – Room Request Form Instructions
Location: Houston, TX | Dates: January 25–29, 2026.

Please read carefully the information below:

This form is intended for Exhibitors, Universities, Sponsors, and Patrons requesting meeting or event rooms during the AMS 106th Annual Meeting.

If you plan to hold a function or require a side meeting room during the meeting, you must complete and submit this form.
Please submit one form per event and ensure each submission uses a unique event name. If you are requesting a side meeting room on a 24-hour hold for use over multiple days, only one request form is required.


Important Notes:
Room Assignments: Rooms are assigned on a first-come, first-served basis.

Location: All side meetings and receptions will be held at the Hilton Americas-Houston Hotel (HQ)
This hotel is conveniently connected to the convention center via skybridge.



Submission Deadline: Forms must be submitted by October 15, 2025.
Requests after this date may face delayed responses and are not guaranteed priority.

Room Request Fees:
*AMS Exhibitor/Sponsor:
$350 (Non-refundable, per event per day)
After October 15: $500 (Non-refundable, per event per day)
*Universities for University Night (Tuesday, 27 January 2026):
Complimentary for universities. Events must begin after 7:00 PM.
*AMS Patron:
1 room complimentary for the full week.

Room Assignment Notifications:
Confirmation letters will be sent by November 14 2025.

Payment Policy:
Payments must be completed by December 14, 2025 or within 30 days of the confirmation letter being sent.

Terms and Conditions:
By completing this form, you agree to the Affiliate/Side Meetings Rules & Regulations.

Cancellation Policy:
*No refunds will be issued.
No cancellations accepted after December 14, 2025.

The affiliate contact is responsible for all associated costs, including food and beverage, A/V, equipment, and labor.
You must coordinate directly with the assigned hotel for setup and billing arrangements. Hotel contact details will be provided in the room assignment letter.

Form Submission Reminder:
Be sure to complete the form fully. A "Thank You" message will appear at the end once your submission is successful.
If you do not see this message, the form has not been completed.

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* 1. Event Name:
Please indicate the full name of the event as it should appear in all materials. Do not use abbreviations—spell out the complete name.

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* 2. Meeting/Event Date:

Date

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* 3. Multiple-Day Room Request
If you require the room for multiple days, please provide the specific dates you will need the room.

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* 4. Please indicate the start and end time of your Event/Meeting

Time
Time

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* 5. If we’re unable to accommodate this date and time, could you please let us know an alternate date and time that would work for your meeting/event?

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* 6. Scheduling Notes
Are there any other events, time conflicts, or specific considerations you need to avoid when scheduling your meeting? Please provide details.

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* 7. Please provide a brief description of the proposed event:

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* 8. Type of Event

Room Setup
Please indicate your preferred room setup below. While we will do our best to accommodate your selection, adjustments may be necessary based on room size and availability. If your setup must be exactly as requested, please make a note of that below.

Please note: You will need to coordinate directly with the hotel for all room setup requests. We use this information only to ensure that the room assigned meets your needs.

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* 9. Room set up Room Set Up (Please choose how you would like to set up your room)
*Please note that once room request is approved, you will need to communicate with the hotel to coordinate the room set up. We will provide the hotel contact information.

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* 10. Do you require the room to be set up exactly as indicated above, or are you open to a similar or alternative setup if needed?

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* 11. Number of People Expected

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* 12. Will you need F&B
Please note: Food and beverage are not included in the room rental fee. If food or beverages are required, you will need to coordinate and pay directly with the hotel after your room request is approved. Hotel contact details will be provided once the room is confirmed.

All banquet food and beverage arrangements must be made through the hotel.

Only food and beverages purchased from the hotel may be served on hotel property. This policy applies to all items, including water, chips, cookies, etc.

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* 13. If you selected "Yes" for F&B:
What type of meal would you likely be ordering?
Please choose from the following options:

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* 14. If you require Food and Beverage:
What is your approximate budget? Please input $0 if you are not ordering food/beverages for your even

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* 15. Do you require Audiovisuals?
Please note: Audiovisuals are not included in the room rental fee. If audiovisuals are required, you will need to coordinate and pay directly with the hotel after your room request is approved. Hotel contact details will be provided once the room is confirmed.

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* 16. What kind of audiovisual equipment do you need?
Please list them below.
Example: Laptop, projector and screen, microphone, riser, podium.
If you don't need audiovisual equipment, please write N/A.

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* 17. Would you like your event to be listed on the Program, mobile App, and website?

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* 18. Organizer's Information (Please include details on the person organizing this event)

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* 19. Affiliate type:
Please select the correct affiliate type. Price for room rental will change after October 15, 2025

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* 20. Type of Event

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* 21. Organization/Institution/Company Information
(Please include details for the company holding the event)

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* 22. Organizer's Information
(Please include details for the individual directly responsible for planning this event.)

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* 23. Are you an exhibitor?

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* 24. Person Responsible for Room Rental Payment
(Please provide the information of the individual who will be paying or processing the invoice.)

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Please make sure you see the message "Thank you for completing this form" after submitting the survey.
If you do not see this confirmation after clicking "DONE", your responses may not have been submitted. You may need to go back and complete any unanswered questions.

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