This form should be used by AMS Commissioners, Board/Committee chairs and Staff to request space, food and beverage services, and/or audiovisual support for their AMS Commission, Board, Committee, staff meetings and events during the AMS 106th Annual Meeting in Houston, TX | January 25–29, 2026.

If you plan to hold a function during the meeting, you must complete and submit this form. Please submit one form per event, and be sure to use a unique event name for each submission.

Please Note: This form should only be completed if the meeting/event is related to AMS.
For non-AMS-related meetings/events, please use the External Side Meeting Request Form, available here.
Please be aware that there is a cost associated with external side meeting requests. More information can be found at the link above.

Important Notes:

*If your board or committee will have less than 50% of its members attending the Annual Meeting in person, we ask that you plan to hold your meeting remotely, ideally after the Annual Meeting. This not only helps reduce costs for AMS, but more importantly, it ensures that board and committee members who are unable to travel are not excluded from participating meaningfully. Even for boards and committees with more than 50% of members attending in person, we strongly encourage you to consider meeting remotely to make it easier for all members to participate and to continue promoting an inclusive environment for our entire volunteer community.

*Rooms will be assigned on a first-come, first-served basis.

*All internal 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.

*The deadline to submit this form is October 15, 2025.
Requests submitted after this date may experience delayed response times and are not guaranteed priority consideration.

*Survey Completion Reminder
Please ensure that you see the "Thank You" note at the end of the survey. If you do not see this note, it means the survey has not been fully completed.

*Room assignment and confirmation letters will be distributed by November 14, 2025.

***As you prepare for your on-site Committee Meeting while in New Orleans, remember that your AMS Community page is a great spot to have preliminary discussions, post your agenda, and follow-up with minutes from your on-site committee meeting – especially for those that were unable to attend. Keep in mind that your Community Page is only accessible by active board and committee members. Basic directions for posting discussions and documents are available in the AMS Community Quick Start Guide

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

Time
Time

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

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.

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* 6. Room set up Room Set Up (Please choose how you would like to set up your room)

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* 7. 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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* 8. Number of People Expected

Food and Beverage:

Please send the RSVP form, which will be provided to you upon receipt of the confirmation form, to all attendees (both in-person and virtual) as early as possible. We will order food and beverage based on the responses received. This helps us manage costs and supports our green initiatives.

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* 9. Will you need F&B

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* 10. If you selected "Yes" for F&B:
What type of meal would you like to order?
Please choose from the following options:

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* 11. Do you require Audiovisuals?

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* 12. 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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* 13. Zoom Setup
Please let us know if you will be using the provided Zoom account or your own. If you choose to use your own Zoom account, we kindly ask that you arrive before your meeting starts to allow time for setup and testing.

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

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

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* 16. STAC Committee Information:
What is the name of your committee/board or department? Please spell out the complete name- No abbreviations.

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* 17. Type of Event

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* 18. AMS Staff Attendance Requests
Based on the topics to be discussed at your meeting, would you like an AMS staff member to attend? If so, please specify who you would like to have present. For example, if your meeting will include discussions about future scheduling or events, you may wish to request an AMS Meetings Department staff member.

If no staff attendance is needed, please indicate "N/A."

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* 19. Do you have any feedback from last year’s meeting that you’d like to share? For example, what worked well in your side meeting room, and what could be improved?

📢 Survey Completion Reminder

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.

To confirm your survey submission was received, we recommend selecting the option below to “Send me a copy of my responses via email.”
You will have access to your responses for 90 days. For your records, we also suggest saving a copy of your responses to your computer.

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