Non-ACTRIMS Meetings

ACTRIMS must review and approve any meeting involving Forum attendees held in conjunction (prior, during, or post) with the ACTRIMS Forum 2024. Organizers are required to submit a Non-ACTRIMS Meeting Room Request Form or Disclosure Form and receive approval prior to promotion or implementation of the meeting. Only closed meetings (e.g. “internal” or “by invitation only”) are allowed. Meeting space is available at the Palm Beach County Convention Center and the Hilton West Palm Beach.

Meetings held in conjunction with the ACTRIMS Forum may not be held during ACTRIMS programming. Meetings can only be arranged during the following time slots:

• Thursday, February 29: 7:00-9:00 am, 12:05-1:30 pm, 5:35-6:00 pm, 7:30-10:00 pm

• Friday, March 1: 7:00-9:00 am, 12:05-1:30 pm, 5:30-6:00 pm, 7:30-10:00 pm

• Saturday, March 2: 7:00-8:00 am, 3:15-10:00 pm

Meeting room requests received by Tuesday, October 31, 2023, will be prioritized according to the submission date, support commitment level, and ACTRIMS’ ability to accommodate the request.

Meeting room assignments will be confirmed via email with a formal agreement outlining terms and conditions and meeting room cancellation by Thursday, November 30, 2023.

Meeting Room Fees

*Any room rental required beyond 5:00 pm will be considered a 24-hour hold.

Guidelines for Non-ACTRIMS Meetings

The Program Committee has final approval for any third-party meeting related to or affecting Forum attendees. Organizers are required to submit a request form and any related materials to ACTRIMS before any promotion or implementation of the meeting can take place.

• Non-ACTRIMS Meetings, include, but are not limited to: Board and Committee Meetings, Staff Meetings, Education/Scientific Programs, Sales Presentations/Demonstrations, Advisory Meetings, Focus Group/Roundtable Discussions, Alumni Reunions, Social/Networking Events, Awards Presentations.

• Companies or organizations wishing to hold a meeting at the official ACTRIMS venue must request approval in advance through the request form.

• Meeting organizers requesting to hold a meeting at an off-site venue (other than the West Palm Beach Convention Center and Hilton West Palm Beach) must disclose the details of their meeting and complete a disclosure form.

• A limited amount of meeting space is available to commercial organizations. Sponsorship and/or purchase of a Business Suite or Business Pod from commercial organizations is required to reserve meeting space at the official ACTRIMS venue.

• Meeting room rental fees will apply according to the fee structure outlined above.

• Any direct costs associated with Non-ACTRIMS Meetings (e.g., food and beverage, audiovisual equipment, and labor) are the responsibility of the organizer.

• ACTRIMS designated vendors must be used for Non-ACTRIMS Meetings held at the official ACTRIMS venue.

• Meeting organizers may produce one easel sign at their expense to place outside the assigned meeting room listing the name of the function. Only corporate logos are permitted; no product logos.

• Announcements, promotions, invitations, and other related materials must comply with the Rules & Regulations and Industry Participation & Promotion policies, outlined in the ACTRIMS Sponsorship Prospectus, as well as all supporting documentation including, but not limited to, the Business Suite & Business Pod Manual, Industry Supported Satellite Symposium Manual, and the Industry Showcase Manual.

• Information, registration, or welcome desks are not permitted in public spaces, including hallways and lobbies. All activities related to the meeting must be contained within the meeting room. 

• Non-ACTRIMS Meetings may not be identified as part of the official program or endorsed by ACTRIMS.

To request meeting space at the ACTRIMS Forum 2024, please complete the request form below.

Disclose a Meeting

All meetings held in conjunction (prior, during, or post) with the ACTRIMS Forum 2024 must be disclosed. To disclose a meeting at a venue other than the Palm Beach County Convention Center and the Hilton West Palm Beach, please complete the disclosure form below by Tuesday, February 6, 2024. Offsite activities cannot compete with the Forum 2024 programming.

Guidelines/policies and fees are subject to change without prior notice. Failure to adhere to these guidelines may result in sanctions from ACTRIMS.