Business Meetings and Receptions

Departments, organized sections, and related groups are invited to host a business meeting or reception during the 2008 APSA Annual Meeting in Boston, Massachusetts. Individuals from those organizations or institutions wishing to secure space should review the instructions below and complete the appropriate forms. Business meetings and receptions are scheduled on a first-come, first-served basis. If you have questions or would like additional information, please contact Desirée Abeleda.

Please return form(s) to APSA using one of the following options:
     • Email: dabeleda@apsanet.org
     • Fax: (202) 483-2657
     • Mail: American Political Science Association
        Attn: Meetings & Conventions Department
        1527 New Hampshire Avenue, NW
        Washington, DC 20036-1206

Application Forms
Business Meeting Request (PDF) ; Business Meeting Request (Word)
Reception Request (PDF) ; Reception Request (Word)

Deadlines
Forms received by April 11, 2008 will be included in the Preliminary Program, a supplement of the July issue of PS: Political Science & Politics.

Forms received by June 9, 2008 will be included in the Final Program distributed at the Annual Meeting.

Business Meeting Details

Locations
     • Marriott Copley: 110 Huntington Avenue
     • Hynes Convention Center: 900 Boylston Street
     • Sheraton Boston: 39 Dalton Street

Available Days
     • Thursday, August 28
     • Friday, August 29
     • Saturday, August 30

Available Times
     • 12:15 PM - 1:15 PM
     • 6:15 PM - 7:15 PM
     • Please note the 15 minute time changes from the 2007 meeting.

Reception Details

Locations
     • Marriott Copley: 110 Huntington Avenue
     • Hynes Convention Center: 900 Boylston Street
     • Sheraton Boston: 39 Dalton Street

Available Days
     • Thursday, August 28
     • Friday, August 29
     • Saturday, August 30

Available Times
     • 7:30 PM - 9:00 PM
     • 10:00 PM - 11:30 PM
     • Please note the 30 minute time changes from the 2007 meeting.

Room Usage
There is no cost for use of reception or business meeting rooms.

Catering
Reception and business meeting organizers will work directly with the hotel/convention center regarding catering, if applicable. All groups included in the Preliminary Program, will receive notification of the day, time, and location of their event, as well as the name of their venue's catering manager in June 2008. They will then work directly with the catering manager for all food and beverage arrangements. Requests received after the deadline will be scheduled based on space availability.

Catering Fees
(Prices below applied to the 2007 Annual Meeting will be subject to change; service charges and sales tax not included.)

The estimated costs involved in sponsoring a cash bar reception have not yet been determined. The estimated costs for the 2007 meeting were as follows:

Bartender fees $200.00 per bar (additional $35.00 / hr for over 3-hour period)
Cashier fees $100.00 per 2 bars (additional $35.00 / hr for over 3-hour period)
Imported Beer $6.75 -- $7.00 per bottle
Domestic Beer $6.00 per bottle
House Wine $7.00 -- $8.00 per glass
Soft drinks $4. 25 -- $5.25 per bottle

Food estimates are unavailable at this time. Please discuss budget restrictions directly with your venue's catering manager.

Reception/Bar Sharing
Charges for hosting a bar are high, and APSA understands that this may preclude groups from hosting a reception. APSA encourages organizers to coordinate with other universities and/or APSA Organized Sections to co-host receptions. If there is interest and scheduling allows, affiliates will be able to share one bar between 2 rooms.

First Come, First Served
Business meetings and receptions are scheduled on a first-come, first-served basis. APSA recommends immediate reply to this invitation by downloading and faxing the appropriate form above. Please complete all the required information, including at least two choices for day and time, and your expected attendance. Failure to include this information will result in a delay processing your request. Business Meeting and Reception requests will only be accepted via email, fax, or mail.

Scheduling
For groups holding a business meeting and a reception, APSA typically schedules both events in the same location in nearby rooms (as space allows) for convenience. If this is not possible, organizers will be contacted so that APSA can work on other alternatives. Earlier starting times are not available due to the time required to reset rooms once the panel sessions have concluded.

Location
Unfortunately, organizers may not request a specific location. Room assignments are based on size needs, room capacity, and space availability.

Distribution of Promotional Fliers
APSA will designate "Display Tables" and "APSA Event Boards" in both headquarter hotel properties and the convention center in central locations for the purpose of advertising events, and distributing pamphlets or announcements. Posting fliers in public areas of hotels and the convention center not designated for APSA use is strictly prohibited in signed agreements between APSA and hotel and convention facilities. We appreciate your adherence to this policy. The final program will outline the areas where Display Tables and Event Boards are located.