Guidelines for Requesting Function Space
TRB 88th Annual Meeting
January 11-15, 2009

Please read the guidelines and acknowledge acceptance at the bottom of the page before requesting function space.

APPLICATION TRB will provide function space to nonprofit organizations and government agencies only. Commercially sponsored events and exhibit displays are not allowed in the hotel function space. Function space requests for meetings and food/beverage events at the Hilton Washington, Marriott Wardman Park, and Omni Shoreham should be directed to TRB. Only requests submitted via this form will be accepted. The above hotels accept meeting space requests only if submitted through TRB. Submitting a Request for Function Space does not guarantee assignment because function space is extremely limited. Groups will be notified of assigned meeting space in writing. After space is assigned, function organizers will work directly with the hotel to finalize arrangements including food and beverage, audiovisual, special setups, and to establish credit/billing status. Deposits may be required and the hotel may charge cancellation fees. Meeting rooms are setup to accommodate TRB meeting needs. Every effort will be made to match your request to available space. TRB reserves the right to change space assignments. Organizations that do not follow the guidelines may not be assigned space in 2010. SCHEDULING Please check the TRB Annual Meeting website before scheduling events to avoid conflict with TRB programming. Preferably, hold events prior to or following the Annual Meeting. Saturday, January 10 - Sunday, January 11 No restrictions, except 8:30am-5:30pm conflicts with workshop subjects. Monday, January 12, 8:00am - Thursday, January 15, Noon Schedule only committee type meetings of fewer than 20 people, not sessions that would conflict with TRB programming. Events greater than 20 people must be scheduled 5:30pm-7:30pm and 9:30pm-11:00pm Do not schedule events involving TRB Executive Committee members from Wednesday morning through Thursday Noon. Do not conflict with the Wednesday Chairman’s Luncheon.

PROCESSING PRIORITY Function space is first given to TRB events. TRB year-round sponsors receive next priority, then associated organizations will be processed on a first come, first served basis while meeting space is available. To receive priority processing, Requests for Function Space must be received by Friday, October 10, 2008. The best available space will be assigned giving hotel preference top priority unless noted otherwise. We may call if your choices are not available to ask you to select another time, location, and/or setup. If we cannot find an acceptable alternative at the time of our call, we will need to immediately move on to other requests for space. DEADLINES October 10 Priority processing deadline November 17 Notification of priority space assignments December 12 Organizations finalize logistics with hotels. Submit proposed promotional copy to TRB. PRINTED MATERIALS Announcements and invitations for associated organization events should clearly indicate the sponsor name and should not imply that the event is a part of the TRB Annual Meeting. Use of the TRB logo is prohibited. Submit proposed copy for materials to TRB prior to printing to prevent misunderstandings and so TRB can refer or answer questions about your event. DISTRIBUTION OF PRINTED MATERIALS Distribution of printed material by associated (nonprofit) organizations is limited to the function space assigned. This restriction applies to material distribution and the placement of signs. Staff is instructed to remove and discard materials from hotel public areas (meeting and registration areas lobbies, restrooms, and guest room floors). Associated organizations may place upcoming meeting information on the shared-use tables designated "Nonprofit Associated Group Upcoming Meeting Information". HOSPITALITY SUITES Only organizations with space contracted in the exhibit hall, or those who are Platinum or Gold sponsors, are eligible to reserve guest room suites for hospitality purposes. Suites may only be open 6am-8am and 5:30pm-10pm except Sunday after 5pm. Plan to send attendees’ personal invitations since signs may be placed outside the hospitality suite on guestroom floors only. The suite may be listed on the hotel “reader board”. Exhibitors are not permitted to display equipment or products or to conduct product demonstrations in suites or guest room during the TRB Annual Meeting.

QUESTIONS? Contact Bruce Millar (email preferred BMillar@NAS.edu or 202-334-2824). Changes and cancellations must be made in writing.

GUIDELINES ACCEPTANCE: We agree to follow the above TRB Request for Function Space Guidelines. We understand that TRB will provide space assignments beginning November 17, 2008 to nonprofit organizations and government agencies only. Commercially sponsored events and exhibit displays are not allowed. After receiving room assignments, and before December 12, 2008 we will contact the hotel to finalize arrangements including food and beverage, audiovisual, special setups, and to establish credit/billing status, if applicable.