Discount deadline is March 1, 2023

Please submit one request per event, per day. If your event requires more than one meeting room, you must submit a separate request for each room needed. 
Please see the Affiliate Guide for more information about affiliate meetings

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* 1. Organizer's Information

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* 2. Organizer's Information (continued)

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* 3. Please list your preferred hotels.

Priority in Headquarter Hotel* will go to all AACR events. Please indicate first, second, third, and fourth choice of preferred hotels. Non-Exhibitors are not permitted to hold meetings at the Headquarter Hotels. A list of Non-HQ Hotels is at the bottom of this form.

HQ HOTELS ARE BOOKING QUICKLY. PLEASE INCLUDE NON-HQ HOTELS IN YOUR LIST AS WE CAN NO LONGER GUARANTEE HQ HOTELS WILL BE AVAILABLE FOR YOUR MEETING.

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* 4. Please enter your Start Date

Date

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* 5. Please enter your End Date

Date

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* 6. Please list your Start and End Times

Time
Time
*Headquarter Hotels: Hyatt Regency Orlando and Rosen Centre Hotel are assigned on first-come, first-serve basis. Non-Exhibitors will not be permitted in any AACR Headquarter Hotel.

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* 7. Please provide a brief description of the proposed events

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* 8. Type of Group

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* 9. Type of Event

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* 10. Room Set-Up

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* 11. Will you need Audio Visual?

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* 12. Will you need Food and Beverage?

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* 13. Expected Number of Attendees*

*Any meeting request over 125 is subject to special review.

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* 14. Please specify if your attendees are employees, AACR Meeting attendees, or both.

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* 15. Are you an exhibitor?

Administrative/Application Fees (per event per day)
Exhibitors/Supporters
Before March 1, 2023 - $100.00 per event, per day
After March 1, 2023 - $200.00 per event, per day
$500 24-hour hold fee - Any event/function over 6 hours

Non-Exhibitors
Before March 1, 2023 - $1,700.00 per event, per day
After March 1, 2023 - $2,000.00 per event, per day
24-hour holds not permitted

Tax-Exempt (Non-Profit)
$100 per event/function 6 hours or less
24-hour holds not permitted

Hospitality Suites:
Exhibitors - $500.00 per event, per day
Non-Exhibitors: Before March 1, 2023 - $1,700.00 per event, per day
After March 1, 2023 - $2,000 per event/per day
Cancellation Policy: No refunds will be issued

Terms and Conditions
Functions found to be in violation of these guidelines shall be immediately terminated. The Affiliate Group waives any rights to claims of damages arising out of the enforcement of these guidelines.
All matters and questions not covered by the guidelines are subject to the discretion of AACR. These AACR guidelines may be amended at any time by AACR, and all amendments shall be equally binding on all parties. In the event of any amendment or addition to these guidelines, written notice will be given by AACR to such parties. The Affiliate Group shall protect, indemnify, hold harmless and defend AACR, its officers, directors, agents and employees against all such claims, liabilities, losses, damages and expenses, including reasonable attorney fees and costs of litigation; provided that the foregoing shall not apply to injury, loss or damage caused by or resulting from the negligence of AACR, its officers, directors, agents or employees.

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* 16. Payment Method

AACR will make every effort to notify each applicant of the status of their application via email within seven (7) business days of receiving the Affiliate Event Request.

If you have any questions, please contact Caroline Sylvia at caroline.sylvia@aacr.org.

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List of Non-HQ Hotels

List of Non-HQ Hotels

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