American College Of Surgeons - Inspiring Quality: Highest Standards, Better Outcomes

Exhibitor Sleeping Rooms and Function Space

All housing arrangements must be coordinated through the ACS Housing Bureau, onPeak, and all meeting space requests must be coordinated through the ACS Convention Office. All requests for blocks of sleeping rooms, suites, and meeting space must be requested on official Clinical Congress Housing and Function Space Request forms, and these forms are considered part of the Exhibitor Policies and Procedures. Exhibitors who choose to circumvent the ACS housing system by not utilizing the proper procedures will be assessed 10 priority points and may jeopardize their opportunity to exhibit at future meetings.

Individual Sleeping Rooms

To ensure availability of quality accommodations for surgeons, other attendees, and exhibitor personnel, sleeping rooms are apportioned between groups at all participating hotels.

To verify that all hotel rooms within the ACS block are properly allocated, ACS will actively monitor the housing process.

Exhibitors who require the use of fewer than 10 rooms on peak nights must use the online Exhibitor Individual Housing link, which will be available in the Exhibitor Portal. Reservations will require a credit card guarantee at the time of booking. The individual reservation cut-off date is October 7, 2019. Further instructions regarding the housing process will be provided on the housing site.

For groups who need nine or more rooms, hotel assignments will be based on the date and time the form is submitted, block size, hotel availability, meeting space needs, and exhibitor’s priority preference. A Group Booking Agreement confirming your hotel assignment and providing additional housing details will be e-mailed to you once your block has been confirmed. Should you have any questions regarding your room block, please contact Rachel Agustin, ACS Housing Coordinator, at ragustin@facs.org.

Deposits and rooming lists are due on all reservations no later than August 9, 2019. Exhibitors will be responsible for any attrition fees due for guest rooms held and not utilized as outlined in the Group Booking Agreement.

Function Space

Clinical Congress 2019 commences on Sunday, October 27, 2019, at 8:00 am and adjourns on Thursday, October 31, 2019, at 1:00 pm. Within this period, neither exhibitors nor their agents may conduct, participate in, or support any educational or marketing activities directed toward Clinical Congress participants, other than as part of an approved exhibit.

Function space may be requested for the following type of activities: staff/company meetings, social functions, and advisory board meetings. Any focus group activity must take place in the company’s exhibit booth or business suite during normal exhibit hours.

All Function Space Request forms must be submitted via the Function Space Request website and to the ACS Convention Office. Requests cannot be made directly with the venues. If you require substantial meeting space, please submit your requests with your block housing requests. If you are planning a function at locations other than the official Clinical Congress hotels or convention center, written approval must be granted by ACS prior to finalizing your arrangements.

Exhibitors who contract third parties to plan functions are required to submit a letter of authorization on the exhibitor’s letterhead stating the name of the third party and designating them as their agent. This letter must accompany the space request form.

Requests regarding an Exhibitor Event or Satellite Symposium  (marketing or education related) must be submitted to ACS on the Exhibitor Event form. Information regarding Exhibitor Events will be available in the ACS Exhibitor Portal.

After space assignment is made by the ACS Convention Office, the organizer is responsible for finalizing all arrangements with the assigned hotel or convention center. Further instructions regarding space requests and Exhibitor Events will be provided on the website.

Please direct any questions regarding Function Space Requests to Carrie Ryan, Meetings Coordinator, Convention and Meetings, at 312-202-5677 or cryan@facs.org.

Entertainment and Social Functions

No entertainment or social functions may be scheduled to conflict with the official ACS program or exhibit hours. Functions supported by exhibitors in hotels, restaurants, private clubs, or other facilities are limited to predetermined guest lists.


All exhibit matters and questions not covered by these Policies and Procedures are subject to the decision of ACS. These Policies and Procedures may be amended at any time by ACS, and all amendments shall be equally binding on all parties. In the event of any amendment or addition to these Policies and Procedures, written notice will be given by ACS to exhibitors who may be affected.