Associate Group Function Request Form

Transcription

1 Associate Group Function Request Form We are happy to invite you to apply for meeting space at the 77 th SID Annual Meeting that will be held at the Hilton Chicago on May 8-11, If your group is interested in holding a meeting or event during SID 2019 please submit your function request through the Associate Group Function Request Form on the SID Annual Meeting Website or by filling out the form below. PLEASE TAKE A MOMENT TO REVIEW THE INFORMATION PROVIDED BELOW BEFORE SUBMITTING YOUR GROUP S REQUEST MEETING/FUNCTION SPACE Associate Groups that request meeting space (if approved) will be assigned space at: Hilton Chicago, 720 South Michigan Avenue, Chicago, IL DATES AND TIMES Meeting and/or Functions will not be scheduled during the SID S educational and exhibit programs. Meeting times will be allotted in either 1 hour, 1 ½ hours, 2-4 hours or 4 or more hours during the below time periods. Tuesday, May 7th Wednesday, May 8th Thursday, May 9th Friday, May 10th Saturday, May 11th 2:00 pm 6:00 pm 8:00 am 2:00 pm 7:00 am - 8:30 am 7:00 am - 8:30 am 7:00 am - 8:00 am 5:30 pm - 6:30 pm 7:00 pm - 10:00 pm MEETING/FUNCTION SPACE ROOM RENTAL RATES Meeting Space with STANDARD Audio Visual Equipment Set-Up 1 hour $2, minutes $2, hours $3,000 4 or more hours $5,000 Meeting Space WITHOUT Audio Visual Equipment (table and chairs only) 1 hour $1, minutes $1, hours $2,000 4 or more hours $4,000 AUDIO VISUAL Any audiovisual equipment requested beyond the Standard Set will be charged to your organization directly through the SID s A/V provider (Clarity Experiences); Standard Audio Visual Set Includes: Screen, Projector, 24" Confidence Monitor, Podium Lecture with Wired Microphone, One (1) Wireless Microphone (handheld or lavalier), Wireless Power Point Presenter/Slide Advancer, Laser Pointer, AV Technician in Room, Speakers for Sound, Laptop, Head Table with Two (2) Table Microphones; Contact information for Clarity Experiences will be included in your assignment notification.

2 CATERING Groups are responsible for arranging their own food and beverage requests; Groups will be billed directly through the on-site catering department; Contact information for the on-site caterer will be included in your assignment notification. DEADLINE Please submit your request no later than Sunday, March 31, 2019 Space will be assigned on a first-come, first-serve basis; All requests will be accommodated based on availability; Requests for space submitted after Sunday, March 31, 2019 may not be able to be accommodated; Written confirmation of your meeting space will be sent via once assigned; Invoices will be forwarded once confirmation is made. Payment is due 30 days after confirmation. For additional information or questions, please contact Kim Koteff Telephone: koteff@sidnet.org/kkoteff@kcimeetings.com

3 Associate Group Function Request Form Associate Group Name Full Group Name: List As (in Meeting Program): Associate Group Contact Individual who is Responsible to Secure Requested Arrangements Name: Title: Address: City, State, Zip: Country: Phone: Associate Group Onsite Contact If different than group contact listed above Name: Intended Invitees Mobile Phone Number: All SID Meeting attendees will be invited to this event Invited guests of associate group only Purpose of Requested Event Lecture/Presentation Panel Discussion Board/Committee Meeting Networking Other (please specify)

4 Preferred Room Set/Seating Arrangements Theater (Seats or chairs in rows, no tables for writing space) Classroom (Rows of tables with chairs which provides a writing space for each person) Combination Classroom/Theater (Half of room with tables and chairs and half of room with rows of chairs) Conference/Boardroom (A rectangular or oval table set with chairs around all sides and ends) U-Shape/Hollow Square (Conference tables set with chairs around the outside of U or square) Rounds/Crescent (Round tables set for 8-10 people, spaced around full or half table) Reception (High cocktail tables and/or combination of rounds) Preferred Date/Time Slot Tuesday, May 7 th : Between 2:00 pm 6:00 pm Afternoon between 2:00 pm 6:00 pm Wednesday, May 8 th : Between 8:00 am 2:00 pm Morning between 8:00 am 12:00 pm Afternoon between 12:00 pm 2:00 pm Thursday, May 9 th : 7:00 am 8:30 am; 5:30 pm 6:30 pm Morning 7:00 am 8:30 am Afternoon 5:30 pm 6:30 pm Friday, May 10 th : 7:00 am 8:30 am; 7:00 pm 10:00 pm Morning 7:00 am 8:30 am Afternoon 7:00 pm 10:00 pm Saturday, May 11 th : 7:00 am 8:00 am Morning 7:00 am 8:00 am Anticipated Attendance of Event Under Over 200

5 Acceptance of Function Space Room Rental Rates $2,000 I AGREE TO THE ROOM RATE FOR 1 HOUR WHICH INCLUDES STANDARD AUDIO VISUAL $2,500 I AGREE TO THE ROOM RATE FOR 90 MINUTES WHICH INCLUDES STANDARD AUDIO VISUAL $3,000 I AGREE TO THE ROOM RATE FOR 2-4 HOURS WHICH INCLUDES STANDARD AUDIO VISUAL $5,000 I AGREE TO THE ROOM RATE FOR 4 OR MORE HOURS WHICH INCLUDES STANDARD AUDIO VISUAL $1,000 I AGREE TO THE ROOM RATE FOR 1 HOUR WHICH DOES NOT INCLUDE ANY AUDIO VISUAL $1,500 I AGREE TO THE ROOM RATE FOR 90 MINUUTES WHICH DOES NOT INCLUDE ANY AUDIO VISUAL $2,000 I AGREE TO THE ROOM RATE FOR 2-4 HOURS WHICH DOES NOT INCLUDE ANY AUDIO VISUAL $4,000 I AGREE TO THE ROOM RATE FOR 4 OR MORE HOURS WHICH DOES NOT INCLUDE ANY AUDIO VISUAL Groups will be invoiced for room rental with written confirmation Audio Visual Equipment YES: Our Associate Group Event will need audio visual equipment A request of microphones, speakers, laptops, projection all falls under AV Equipment Any audiovisual equipment requested beyond the Standard Set will be charged to your organization directly through the SID s A/V provider (Clarity Experiences); Standard Audio Visual Set Includes: Screen, Projector, 24" Confidence Monitor, Podium Lecture with Wired Microphone, One (1) Wireless Microphone (handheld or lavalier), Wireless Power Point Presenter/Slide Advancer, Laser Pointer, AV Technician in Room, Speakers for Sound, Laptop, Head Table with Two (2) Table Microphones; Contact information for Clarity Experiences will be included in your assignment notification. NO: Our Associate Group Event will not need audio visual equipment You will be assigned to a meeting room that will NOT include AV equipment. Catering/Food and Beverage YES: We would like to order food and/or beverages for our event Any and all catering orders are at your group s expense Your request will be directed to the onsite caterer. They will work with you directly on your catering needs All catering orders will be billed directly by the Hilton Chicago NO: We will not need any catering for our event Thank you for submitting your associate group function space request form for SID 2019 For additional information or questions, please contact Kim Koteff Telephone: koteff@sidnet.org/kkoteff@kcimeetings.com