Exhibitor Sponsored Event and Function Space Request Form

Exhibitor Sponsored Event and Function Space Request Form

Deadline: March 17, 2017

Please complete all fields on the form to avoid delay in the processing of your request.

If you plan to have more than one function, please complete one form for each function being planned. AUA staff can assist you in obtaining space for your function and provide the approval required to hold your function. Please contact Katelyn Rubright, Convention & Meetings Coordinator at krubright@AUAnet.org should you have any questions.

Please refer to the Exhibitor Function Guidelines which outline the acceptable types of events that are permitted during the Annual Meeting.

Function Contact Information

Due: March 17, 2017

* Required field

Exhibiting Company Name *

Contact Name *

Title *

Exhibiting Company Address 1 *

Exhibiting Company Address 2

Exhibiting Company Country *

Exhibiting Company City *

Exhibiting Company State/Province *

Exhibiting Company ZIP/Postal Code *

Telephone *

Email Address *

On-site Contact Cell Phone *

Function Details


Exhibitors may conduct approved functions ONLY on "Open Industry Nights" during the AUA Annual Meeting.

Open Industry Nights during AUA2017 Boston are: Friday, May 12; Saturday, May 13; Sunday, May 14 and Monday, May 15. Events may begin no earlier than 7:30 p.m., including transportation time, with the exception of Permissible Educational Events.

Name of Function *

Is this function an "Invitation Only?" *

 Yes   No

Date of Function *

Start Time *

End Time *

Anticipated Attendance *

Please enter in a numerical number (1, 2, 3, etc.)

Type of Function *

If Other, please describe

Meeting Purpose * (please be specific, providing more detail than the type of function):

Attendees *

If Other, please describe

Do you require assistance in obtaining meeting space for this function? *

 Yes, hotel meeting space is requested. 

 No, I am choosing a venue on my own and only require AUA's approval for this function.

Hotel Choices

Aloft Boston Seaport, Renaissance Boston Waterfront (co-headquarter), and Westin Boston Waterfront (co-headquarter)
(must rank these hotels 1-3)

Hotels *




Aloft Boston Seaport

Renaissance Boston Seaport (co-headquarter)

Westin Boston Waterfront (co-headquarter)

Set-up Requirements

Room Set-up *

Number of People at Head Table

Catering Requirements *


   Coffee Break





Audiovisual Requirements *


   Hand-Held Microphone

   Audience Microphone

   Table Microphone

   Lavalier Microphone

   Laser Pointer

   Remote Mouse


   LCD Projection & Screen

   Wireless Internet
(Note: Additional costs may apply)

Other Audiovisual Requirements

Events may be subject to food & beverage minimums and/or meeting room rental.

GES is the exclusive A/V provider at The Aloft Boston Seaport, Renaissance Boston Waterfront and Westin Boston Waterfront.

* I have read and understand the AUA Exhibitor Function Guidelines and restrictions. I agree that the space requested in this form is not for an educational event. With the exception of AUA-approved "Permissible Educational Events," the AUA does not permit the development or implementation (in any media form) of symposia, educational activities or special programs supported by commercial firms, organizations, third-party firms or universities that are directed toward meeting attendees at any time during the Annual Meeting. Competing educational functions of any kind will not be allowed during the AUA Annual Meeting (Thursday, May 11 through Tuesday, May 16). The AUA reserves the right to attend all ancillary meetings without notice. Violators of this policy will jeopardize their ability to participate in future AUA annual meetings. This form will be returned if the box is not checked.

* Any and all charges for services levied by the hotels or other venues are the responsibility of the function sponsor. The American Urological Association is not responsible for payment for any services connected with the above event. The American Urological Association has no authority over any service charges, rental fees, food and beverage minimums, set-up fees, labor contracts, etc., that are required by any venue. This form will be returned if the box is not checked.