2027 ASCRS/ASOA ICW/Affiliate Function Request Form

ICW/Affiliate Meeting Space Function Request Form
All meetings and events hosted by industry, attendees, or non-attendees at one of the official ASCRS and ASOA Annual Meeting hotels must be submitted to ASCRS through the online application process and must be approved by ASCRS.

Affiliate functions are defined as meetings, events, dinners, a private room, and any off-site function that requires its own space outside of your exhibit booth and outside of the Convention Center.

You are required to submit an application for approval if your affiliate function includes any of the following elements:
- an invitation
- registration
- a presentation
- celebration
- advisory meeting
- filming and interview rooms
- has educational or informative components
If you are not sure if your function qualifies as an affiliate function, please contact Kyle Bixby, kbixby@ascrs.org, to confirm before submitting an application.

Please note: ASCRS does not permit affiliate functions to take place at the Convention Center.
2027 ASCRS ASOA Affiliate/ICW Meeting Space Function Guide
Affiliate Function Event Hours
The time periods listed reflect when any aspect of the event may begin, including on-site registration and/or a reception.

An attendee may be an ophthalmologist, optometrist, practice administrator, technician, nurse, another exhibitor, and/or anyone considered to be a health professional.

Affiliate meetings and functions may be held beginning Thursday, April 1–Monday, April 5 within the following time periods (please note, there is limited availability):
- Thursday, April 1: No restrictions; affiliate functions can be held at any time.
- Friday, April 2*: Prior to 8:00 a.m. & after 5:30 p.m.
- Saturday, April 3: Prior to 8:00 a.m. & after 5:30 p.m.
- Sunday, April 4**: Prior to 8:00 a.m. & after 5:30 p.m.
- Monday, April 5: Prior to 8:00 a.m. & after 3:30 p.m.
*The ASCRS ASOA Party For a Purpose takes place on Friday, April 2, from 8:00–11:00 p.m.

**The ASCRS Annual Film Festival Reception and Ceremony takes place on Sunday, April 4, from 5:15–7:00 p.m.

Company Name
Event/Function Title
Event Date
Event Time

Hour Minutes

AM/PM Option

Until

Hour Minutes

AM/PM Option
Total 0.0
Event Type
If "Other" Event Type:
Will you require AudioVisual (AV)?
Please select AV Type
Will you require Food & Beverage (F&B)?
Please Select F&B Type
Room Set
Estimated Number of Attendees
Type of Audience
Physicians Attending

1st Preferred Hotel Location
2nd Preferred Hotel Location
3rd Preferred Hotel Location
If "Other" location:
Special Requests

Main Contact Information
Main Contact Name

First NameLast Name
Email
example@example.com
Phone Number
Please enter a valid phone number.Format: (000) 000-0000.
Company Address

Street Address

Street Address Line 2

CityState

Zip CodeCountry
Will you be utilizing a Third-Party to plan this function?

Third-Party Contact Information*

*If you will be utilizing a Third-Party to assist with the planning of this ICW/Affiliate Function, please share their contact information below.
Main Contact Name

First NameLast Name
Third-Party Company Name
Email
example@example.com
Phone Number
Please enter a valid phone number.Format: (000) 000-0000.
Company Address

Street Address

Street Address Line 2

CityState

Zip CodeCountry

Payment & Application Type
Confirmed Exhibitors
A non-refundable administrative fee will be required at the time of the application per function, per day. The pricing tiers for submitting your affiliate requests are
as follows:
- August 24–December 31: $500
- January 1–March 19: $650
- On/after March 20: Final/last minute requests will vary depending on hotel availability. If space is available, the administrative fee will be $850.
Non-Exhibiting Companies

A non-refundable administrative fee will be required at the time of the application per function, per day. The pricing tiers for submitting your affiliate requests are
as follows:
- August 24–December 31: $4,000 per event, per day
- January 1–March 19: $5,000 per event, per day
- On/after March 20: $6,000 per event, per day
Non-exhibiting companies are not permitted to have meeting space at the following hotels:
- Marriott Marquis San Diego Marina
- Hilton San Diego Bayfront
- Manchester Grand Hyatt San Diego
- Omni San Diego at the Ballpark

Application Fee

Exhibitor - Non-Refundable Administrative Fee

August 24-December 31: $500

$500.00 Number of Meeting Rooms/Spaces Needed

Non-Exhibitor - Non-Refundable Administrative Fee

August 24-December 31: $4,000

$4,000.00

Total

Payment Methods
First Name	Last Name
Credit Card Number	Security Code
Expiration Month	Expiration Year

Should be Empty:

ICW/Affiliate Meeting Space Function Request Form

Affiliate Function Event Hours

Main Contact Information

Third-Party Contact Information*

Payment & Application Type

Application Fee*

Application Fee