Ancillary Events
If your company or organization is planning to hold an event/meeting during the 2025 National Conference & Exhibition, please utilize the Ancillary Event Request Form to request space at one of the conference venues.
All meetings and events of any size and nature held adjacent to the National Conference & Exhibition must be approved by the American Academy of Pediatrics. Do not contact venues directly to host your event without prior consent from AAP. Requests will be reviewed on a first come, first-served basis and are subject to availability of space at conference venues.
Event space at the Headquarters Hotel, Hyatt Regency Denver at Colorado Convention Center, is extremely limited. If AAP is unable to accommodate an approved Ancillary Event at the Headquarters Hotel, approval to host your event at an AAP Official Conference Hotel near the convention center will be provided.
The deadline to submit an Ancillary Event Request for the 2025 National Conference is Friday, July 25. Available event space may be filled prior to the deadline.
Frequently Asked Questions
Our Company is not exhibiting at the National Conference, but we would like to schedule a meeting/event during the conference. Is this possible?
Only hospitals, universities, alumni groups, and 2025 National Conference exhibitors may request permission to hold an Ancillary Event during the National Conference. This is a benefit of being an exhibitor.
Why are there Restricted Times and is it possible to host an Ancillary Event during restricted times?
Restricted Times were established to allow National Conference attendees to be present at scheduled education sessions. Except for Exhibitor Internal/Staff meetings, Ancillary Events may not be held during Restricted Times.
My staff are only traveling to the National Conference to assist in hosting our Ancillary Event. Do they need to be registered for the conference?
All Ancillary Event participants must be registered for the National Conference & Exhibition and adhere to the AAP Meeting Code of Conduct and Health & Safety guidelines.
Can our company/organization hold an educational event at the National Conference?
Consider our Symposia program which offers the opportunity for organizations to host an accredited educational event during the National Conference. This program takes place at the convention center during evening hours. Visit the Industry Opportunities page for more information.
Can I share a short presentation about my company’s newest products and services during an Exhibitor Social Event?
Exhibitor Social Events are limited to a 5-minute welcome/introduction. Exhibitors may not present a branded, promotional, or educational talk during social events. Exhibitors may display a logo or slide during approved social events. if you wish to engage with attendees in a promotional manner outside your exhibit booth, consider our Product Theater program and Exhibitor Meeting Suites. Both take place on the Exhibit Hall floor and provide greater flexibility for exhibitors to meet with attendees. See more information on the Industry Opportunities page.
We want to rent furniture/decorations for our Ancillary Event. Do we have to order through your General Contractor?
You are not required to use our General Contract for furniture or decoration needs for your Ancillary Event. Please be sure to check with your venue contact regarding any additional rules about vendors.
Is there a food & beverage minimum or room rental fee associated with hosting an Ancillary Event?
The contract you receive from your venue contact will include a food & beverage minimum. A room rental fee may apply depending on where you are hosting your event. Please work with your venue contact to budget accordingly. AAP is not responsible for any charges associated with hosting your event.
How can we promote our event? Can we purchase a conference attendee contact list?
AAP is not able to provide or sell an attendee contact list. Any offers from third-party companies to purchase an attendee list for the National Conference should be considered fraudulent, and lists purchased will not contain contact information for registered AAP National Conference attendees.
We recommend promoting your event from internal mailing lists, on your organization’s website/social media platforms, or from your exhibit booth. In addition, AAP will list hospital/university/alumni events on our Conference Platform. Make sure to choose this option on the Ancillary Event Request form if it applies to your organization.
Additional Questions? Contact Jamie Vargas at jvargas@aap.org.