American Alliance for Health, Physical Education, Recreation and Dance - AAHPERD

Schedule a Social Event in Boston

The following includes important information for planning social events (breakfasts, luncheons, and receptions) for the 2012 AAHPERD National Convention & Exposition to be held in Boston.

All requests for meeting space must be made to the AAHPERD Convention Office through a Social Event Application (provided below). Space will be assigned on a first come basis, subject to availability. All attempts will be made to accommodate requests until March 1, 2012. Events scheduled after January 15, 2012 will not be listed in the convention program book.

Scheduling

Food and beverage events may not conflict with general sessions and other major programs of the convention. When planning breakfast events, please remember that program sessions begin at 7:30 a.m. Receptions and Dinners cannot begin before 5:30 p.m. Please see the convention Schedule-at-a-Glance to help you in planning.

Guidelines for Planning Social Events

Space Assignment

There is no charge for meeting room space that is assigned at AAHPERD contracted facilities. Upon receiving your Social Event Application, the AAHPERD Convention Office will assign your event to a meeting room. Room assignments are scheduled on a first come basis, subject to availability. If we cannot schedule a room according to your preferences, the convention office will notify you. If possible, alternate space/dates will be secured.

Payment/Billing Arrangements

You are responsible for ordering and paying for your own events.

Confirmation

Once space has been assigned, a confirmation email will be sent to the planner in February 2012. The confirmation will include the specific room assignment, as well as details for making arrangements, and ordering food for your event (Sheraton Boston Menu).

Audio-Visual

If audio-visual equipment is required, these requests can be included when ordering your food/beverage.

Hotel Policies

When planning your event, remember that hotel policies regulate that food and beverages may not be brought into the hotel from outside sources. All food and beverages served in a meeting room or hospitality suite must be ordered from the hotel. The hotel maintains an alcohol license on premise and is subject to the regulations of the Massachusetts Alcoholic Beverages Control Commission. Any violation of these regulations may jeopardize the hotel's license. Your cooperation is expected in honoring the hotel's policy, which prohibits alcoholic beverages from being brought in from outside sources without authorization.

Social Event Application

Please read or print the following instructions prior to opening the social event application.

To enter a social event:

1. Open the Social Event Application.
2. Complete the form in the right frame and click the Submit Information button at the bottom of the right frame.
3. Click the "People" button at the bottom of the right frame to enter the Social Event Planner(s) (be sure you select the correct role).
4. Click the "Confirmation" button at the bottom of the right frame after all Social Event Planners have been entered.
5. Information is collected and saved when you click the Submit Information or Confirmation buttons.
6. To see what you have submitted, click the View Submission link in the left frame.

When you are done, close your browser window. Questions: contact conv@aahperd.org or call 800/213-7193 x475