Memorandum 01-22

MEMORANDUM 01-22

August 7, 2001

To:	Deans and Planners of Member and Fee-Paid School Functions Held in Conjunction with the Association's 2002 Annual Meeting
From:	Mary E. Cullen, Meeting Manager
Subject:	Scheduling Your School's Functions

The Association of American Law Schools will hold its Annual Meeting in New Orleans on January 2-6, 2002. The AALS Section programs, Plenary Session, House of Representatives meeting, registration and exhibits will be held at the Hilton New Orleans Riverside. Other events will be held at the Hilton, Sheraton New Orleans, Le Meridien and Wyndham New Orleans at Canal Place.

Once again, we are pleased to invite you to plan your school functions in conjunction with this meeting. School functions are scheduled so as not to conflict with AALS program sessions. Meeting space is assigned on a space available basis.

Last year, the Committee on Sections and Annual Meeting decided to allow schools and organizations to hold programs during the breakfast and reception/ dinner time slots noted by an asterisk (*) at the Annual Meeting. The Annual Meeting final program will identify the topic of school’s program but will not provide list of speakers or program description. You may also hold a program before the Annual Meeting, anytime on Wednesday, January 2nd, or starting no earlier than 10:45 a.m. on Sunday, January 6th, when the Annual Meeting adjourns. Please note that events held before or after the Annual Meeting will not appear in the final program.

Priority of assignments will be given to law schools first, followed by not-for-profit organizations and, finally, for-profit organizations.

The time slots available for school functions are listed below.

Date/Time Types of Functions

Wednesday, January 2 Anytime since this is the day before the Annual Meeting. (No events scheduled on this day are listed in AALS materials.)

Thursday, January 3 Breakfasts or programs* which end by 8:30 a.m.
Receptions, dinners or programs* which begin no earlier than 6:30 p.m.

Friday, January 4 Breakfasts or programs* which end by 8:30 a.m.
Receptions, dinners or programs* which begin at 8:00 p.m. after the AALS Gala Reception.

Saturday, January 5 Breakfasts or programs* which end by 8:30 a.m.
Receptions, dinners and programs * which begin at 6:30 p.m. or later. (For your information, the AALS Extravaganza begins at 9:30 p.m.)

Sunday, January 6 Breakfasts or programs* which end by 8:30 a.m.
Any event may be scheduled after 10:45 a.m.; (The AALS Annual Meeting ends at 10:45 a.m. this year.)

To be listed in the AALS Annual Meeting final program which is distributed to all registrants, the event must be scheduled in the time slots shown above and begin no earlier than 7:00 a.m. on Thursday, January 3rd and no later than Sunday, January 6th at 10:45 a.m. The deadline for receipt of these forms is September 21, 2001. Forms received after September 21st will be assigned meeting rooms; depending on the date of its receipt, your function may be listed in the Supplemental Program, which appears in the AALS Convention Newspaper instead of the Annual Meeting final program.

After hotel space has been assigned to your school for its function, you will be notified by confirming letter of the name of the hotel, the name of its contact person, and the exact time and meeting room location of your event. A credit application and a set of menus will be enclosed for the specific hotel assigned. You will then be responsible for making all hotel arrangements with your designated hotel contact for room set-ups, catering selections, audio visual equipment rental, signs and billing (directly to your school). Please note that the hotels will not charge you for room rental.

Enclosed is a form that you are asked to complete in order to schedule your event at the Annual Meeting. This information will assist us in assigning a specific time and meeting room for your function based on the requirements you specify on the form.

Schools whose forms are received by September 21st will be assigned meeting space with priority over organizations also requesting space. After the deadline, requests will be assigned meeting rooms on a space available basis.

Information regarding Annual Meeting registration and hotel reservations will be sent to your attention in October. Should you have any questions regarding the scheduling of your event, please contact me at (202) 296-8851 or email mcullen@aals.org . A copy of the Association's preliminary program is enclosed for your review.

Enclosures: [not available on website]
Preliminary Program
Event Request Form

cc:
Jane M. La Barbera
Tracie L. Thomas

Association of American Law Schools Home Deans' Memos

Date/Time	Types of Functions
Wednesday, January 2	Anytime since this is the day before the Annual Meeting. (No events scheduled on this day are listed in AALS materials.)
Thursday, January 3	Breakfasts or programs* which end by 8:30 a.m. Receptions, dinners or programs* which begin no earlier than 6:30 p.m.
Friday, January 4	Breakfasts or programs* which end by 8:30 a.m. Receptions, dinners or programs* which begin at 8:00 p.m. after the AALS Gala Reception.
Saturday, January 5	Breakfasts or programs* which end by 8:30 a.m. Receptions, dinners and programs * which begin at 6:30 p.m. or later. (For your information, the AALS Extravaganza begins at 9:30 p.m.)
Sunday, January 6	Breakfasts or programs* which end by 8:30 a.m. Any event may be scheduled after 10:45 a.m.; (The AALS Annual Meeting ends at 10:45 a.m. this year.)