MEMORANDUM 03-20

 

May 28, 2003

 

To: Deans of Member and Fee-Paid Schools
From: Jane M. La Barbera, Associate Director
Mary E. Cullen, Meeting Manager
Subject: Scheduling Your School's Functions

 

The Association of American Law Schools will hold its Annual Meeting in Atlanta, Georgia on January 2-6, 2004. The AALS Section programs, Plenary Session, House of Representatives meeting, registration and exhibits will be held at the Hilton Atlanta and Atlanta Marriott Marquis, located directly across the street from one another.

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.

Please note that due to a revised schedule for issuing the final program, your request for meeting space must be received by July 15, 2003. This is significantly earlier than the previous years' deadline of late September. We have an earlier publication date of our Annual Meeting program, providing a more detailed program to those interested in attending.

The Committee on Sections and Annual Meeting offers opportunities to law schools, legal organizations and companies to hold programs during certain breakfast and reception/dinner hour slots at the Annual Meeting. You may also hold a program before the Annual Meeting, anytime on Friday, January 2nd, or anytime after 10:45 a.m. on Tuesday, January 6th, once the Annual Meeting has adjourned. The Annual Meeting final program will identify the topic of the school's program but does not list speakers or a program description.

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
Friday, January 2 Anytime since this is the day before the Annual Meeting.
Saturday, January 3 Breakfasts or programs which end by 8:30 a.m.
Receptions, dinners and programs which begin at 6:30 p.m. or later.
Sunday, 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.
Monday, 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.
Tuesday, January 6 Any event may be scheduled after 10:45 a.m. (The AALS Annual Meeting ends at 10:45 a.m. this year.)

To insure inclusion of your function in the AALS Annual Meeting final program, the deadline for receipt of these forms is July 15, 2003. Forms received after July 15th 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 July 15th 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 late summer. 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:    Preliminary Program
                     Event Request Form

cc: Tracie L. Thomas

 


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