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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 Washington Hilton, 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 2014.
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 and Sunday
Monday through Wednesday Schedule only committee type meetings of fewer than 20 people, not sessions that would conflict with TRB programming.
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Events greater than 20 people must be scheduled 5:30pm-7:30pm and 9:30pm-11:00pm
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Do not schedule events involving TRB Executive Committee members from Wednesday morning through Thursday Noon.
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Do not conflict with the Wednesday Chairman’s Luncheon.
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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 5, 2012. 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
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October 5
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Priority processing deadline
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November 16
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Notification of priority space assignments
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December 14
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Organizations finalize logistics
with hotels.
Submit proposed promotional
copy to TRB.
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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 Annual Meeting Patrons, are eligible to reserve guest room suites for hospitality purposes. Sunday - Wednesday suites may be open 6:00am-8:00am and 5:30pm-10:00pm. To become an exhibitor or Annual Meeting Patron visit the Exhibitor and Marketing Opportunities page for more details.
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