Ancillary Meeting Request Form

Welcome

The Association for Diagnostics & Laboratory Medicine (ADLM formerly AACC) encourages exhibiting companies to take advantage of hosting ancillary meetings during ADLM 2025. All ancillary meetings held in conjunction with ADLM 2025 from Sunday, July 27 to Thursday, July 31, 2025, must abide by the guidelines below.

Please click Start to submit a request for an ancillary meeting space. If you have any trouble with starting or completing this form, please reach out to the ADLM Meetings Team.

NOTE: This form MUST be completed and submitted by Thursday, July 10, 2025 at 11:59 p.m. ET. Requests after this date must be coordinated directly with the hotel and will be accepted based on availability of space.

Ancillary Meeting Request Guidelines:

If you are submitting requests for multiple meetings, you must submit a separate form for each individual meeting. Do not combine meeting requests.
While we will do our best to honor your requested hotel meeting space, rooms are assigned on a first-come, first-served basis. Hotel and room assignments will depend on the space available at the time of your request. If your requested hotel is not available, we will let you know and ask for an alternate location.
A $100 daily non-refundable administrative fee is assessed for each ancillary meeting request submitted for ADLM Headquarter Hotels. For example, if office space is requested for three days in one room, the total amount due will be $300. Events held at non-ADLM Headquarters Hotels will not be charged the $100 administrative fee by ADLM, but are subject to other hotel fees, as determined by the venue.
Groups holding ancillary meetings at the ADLM Headquarter hotels will be required to meet the hotels' Food and Beverage minimum.
You will receive an event approval or rejection notification within 10 - 14 business days upon completion of your submission.
Fees apply for cancellation. If you need to cancel your meeting once it has been approved, please reach out to your hotel contact.

Please note that ADLM Headquarter Hotels are the Hyatt Regency McCormick Place and Marriott Marquis Chicago.

Types of Ancillary Meeting or Event
Other than the pre-approved Industry Workshops, which are industry-sponsored meetings, the below Ancillary Meeting/Event Types are approved.

• Advisory Board Meetings
• Focus Groups
• Hospitality Suites
• Hospitality Desks
• Internal Business Meetings (sales, business, pre-conference)
• Investigator Meetings / Industry Updates
• Investor Meetings
• Offices
• Press Events
• Social Events

Blackout Dates and Times of Ancillary Meetings
Ancillary meetings or events are not permitted during the below blackout dates and times, including during exhibit hours on Sunday, July 27, 2025 to Thursday, July 31st, 2025. Once approved, any proposed changes in date and/or time of the ancillary meeting requires prior approval by ADLM. The only exception to the blackout times are internal business meetings and offices.

Meetings must not be held within the times listed below.

Date	Blackout Time(s)
Saturday, July 26, 2025	No time restrictions
Sunday, July 27, 2025	5:00 p.m. - 6:30 p.m.
Monday, July 28, 2025	8:30 a.m. - 4:00 p.m.
Tuesday, July 29, 2025	8:30 a.m. - 12:00 p.m. and 2:30 p.m. - 5:00 p.m.
Wednesday, July 30, 2025	8:30 a.m. – 12:00 p.m. and 2:30 p.m. – 5:00 p.m.
Thursday, July 31, 2025	8:30 a.m. - 12:00 p.m.
Friday, August 1, 2025	No time restrictions

Promotion of Ancillary Meetings/Events Marketing
All pre and onsite promotional materials (including signage) for ancillary meetings/events must include the following statement: “This meeting/event is NOT an official program of ADLM 2025”. The use of any ADLM logos or trademarks is strictly prohibited.

Release and Indemnification
By submitting an Ancillary Meeting Request, the organizer agrees to:
• Be solely responsible for the conduct and content of the ancillary meeting/event and ADLM has no such responsibility.
• Be solely responsible for any costs associated with their specific meeting/event. This includes, but is not limited to food and beverage, audio visual, meeting room rental, and internet.

Signage
No signage is permitted on the lobby level of the Hyatt Regency McCormick Place.

If you have any questions, please contact the ADLM Meetings Team.