Reserve a Meeting Room

PNS offers a limited number of complimentary meeting room slots for member business meetings during the 2027 PNS Annual Meeting. Availability is extremely limited, and requests are assigned on a first-come, first-served basis. Only current PNS members (Active, Junior, and Senior member categories) may submit a request.

Please review the information below before submitting your request.

Before Requesting Space

• Only two meeting rooms are available for advance reservation and member use during the Annual Meeting (Saturday-Tuesday).
• Meetings are limited to designated time periods.
• Meeting rooms are assigned as-is and cannot be reconfigured.
• Business meetings only.
• Requests are processed on a first-come, first-served basis.
• Submission of a request does not guarantee space.

Permitted Meeting Types

The PNS meeting rooms may be used for business meetings only.

The following activities are not permitted:

• Independent scientific or educational sessions
• Panel discussions open to Annual Meeting attendees
• Social functions or receptions
• Commercial or promotional events

Requests should directly support the business activities of a PNS-affiliated committee, workgroup, special interest group, or member-led initiative.

Available Dates & Times

Because meeting rooms are shared with Annual Meeting programming, space is only available during the designated periods listed below.

Saturday, 8 May 2027

• Please specify preferred timing if on Saturday

Sunday, 9 May 2027

• 11:15-11:45 (Coffee Break)
• 13:15-13:45
• 17:25-17:55 (Coffee Break)

Monday, 10 May 2027

• 17:10-17:40 (Coffee Break)

Tuesday, 11 May 2027

• 11:00-11:30 (Coffee Break)
• 15:55-16:25 (Coffee Break)

Requests outside of these published time periods cannot be accommodated.

Room Assignments

PNS has only two meeting rooms available for member requests.

Meeting rooms will be assigned based on availability and confirmed approximately 4-6 weeks before the Annual Meeting. Specific room requests cannot be guaranteed.

Most meetings scheduled during Sunday-Tuesday conference breaks will be assigned a 30-minute time slot. Saturday meetings may be assigned up to 60 minutes, depending on availability.

Room Fees

PNS does not charge a fee for use of the meeting room space, and there is no room rental charge from the venue.

Room Setups

Meeting rooms are provided as-is.

Due to the limited time available between conference activities:

• Existing room layouts will remain in place.
• Seating configurations cannot be changed.
• Additional furniture cannot be provided.
• Room resets are not available.

Meeting organizers should plan their meeting around the assigned setup. Typical room configurations will be either theatre-style or U-shape.

Included Equipment

The following are included with your room assignment:

• Existing room setup
• Projector
• Screen

No additional equipment is included.

Catering

PNS-affiliated meetings will receive a standard coffee and water station during the scheduled meeting period. PNS-affiliated meetings include meetings organized by PNS committees, workgroups, special interest groups, and other groups specifically authorized by PNS.

Non-PNS-affiliated meetings will receive water service only. Any additional catering must be arranged directly with the venue at the requesting group’s expense.

Included Equipment/Audio-Visual

The following are included with your room assignment:

• Existing room setup
• Projector
• Screen
• Microphone(s)

Additional audio/visual services or specialty equipment may be ordered directly through the venue at the requesting group’s expense.

Deadlines & Promotion

Meeting space requests will be accepted until all available space has been assigned.

To be included in the printed Annual Meeting program, request forms must be submitted by 19 March 2027. Requests received after this date may still be considered if space remains available, but listings may only appear in the mobile app and other digital meeting materials.

Important Note

All approved meeting room reservations are considered independent events and are not official PNS programming. While PNS may include approved meetings in general event listings, groups are responsible for promoting their own meetings and communicating directly with prospective attendees.

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