Congress 26 Meeting Space Request Form

Meeting Space Request

The deadline to submit meeting room requests and changes to approved requests is Friday, October 2. No exceptions.
The AARC will not approve meeting room requests that involve Congress attendees during Congress events/session times. Meeting rooms are approved/assigned on a first come-first served basis.

Exhibitors can offer accredited education with the approval of the AARC. Exhibitor will be charged $3,000* (payable to the AARC) for meetings or events in which accredited education is offered.

The exhibitor will be responsible for all costs associated with the room including but not limited to: planning and execution of food and beverage, room rental fee charged by hotel/convention center, audio/visual, internet, room set up, etc. All these fees will be charged directly to the exhibitor by the hotel/convention center.

The deadline to submit meeting room requests and changes to approved requests is Friday, October 2, 2026.

Exhibitor events should be complimentary for Congress attendees.

If your request is approved, we will connect you with the venue event team. You will coordinate all the details, including payment, for your room(s) directly with them including room set up, catering, AV, etc.

Meeting Room Fees Charged by the AARC:

$750 fee for small to medium sized meeting rooms and/or events with 50 attendees or less (per day/event)

$2,000 for large meeting rooms/ballroom events or receptions with more than 50 attendees (per day/event)

All day or multi-day rentals: please contact Susan Mathis, Director, Exhibits, for a custom price quote.

If you have questions, please reach out to me: susan.mathis@aarc.org or 972-406-4663

Thank you!
Company Name
Contact Name
Contact Phone Number
Please input in format shown.Format: (000) 000-0000.
Booth Number
Contact Email Address
example@example.com
Meeting Name
Meeting Purpose
Meeting Start Date

MonthDayYear
2 digit month, 2 digit day, 4 digit year
Meeting End Date

MonthDayYear
2 digit month, 2 digit day, 4 digit year
Meeting Start Time

:HourMinutesAM/PM Option
Meeting End Time

:HourMinutesAM/PM Option
Meeting Room Set Requested (choose all that apply):

Other
How many people?
Are you inviting Congress Attendees?
Food & Beverage Requested (choose all that apply):

Other
Will you be offering CRCE? (YES = $3,000 AARC Meeting Room Fee Applies)
Please let us know anything else you think we need to know about your event:
Example: set up time needed, is it an internal meeting, how are you promoting the event if applicable?
By submitting this form you acknowledge that you know:
- There is no guarantee the AARC will have meeting room space to fulfill your request.
- The AARC does not approve meeting room requests that involve Congress attendees during Congress session/event times. This includes our Welcome Party and Sputum Bowl Finals.
- If you do not follow these guidelines, you will lose your right to use our meeting space in the future.
- Submissions submitted after the Friday, October 2, 2026 deadline will not be considered.
Digital Signature

First NameLast Name
Please provide your location preference. AARC cannot guarantee a certain location but we will do our best to accommodate your request.
Should be Empty: