Affiliate Meeting Rooms

Any meeting or event that involves SSO2025 Annual Meeting attendees hosted by a company or organization, regardless of exhibiting status, is considered an affiliate event and must be approved by the SSO. A request form per event is required. If your event requires more than one meeting room, you must submit a separate request for each room.

 

Meeting Rooms are rooms secured for use at the Convention Center and/or one of the affiliated SSO hotels in a standard meeting room format. Meeting Rooms are available to exhibiting and non-exhibiting companies and an administrative fee is applied based on 3-hour meeting increments.

 

Expo Rooms are built out rooms at the Convention Center in the SSO HUB and range in size from 10’x10’ to 20’x20’. Expo Rooms provide exhibitors with the ability to host staff meetings during exhibit hours and are a great opportunity to create a unique, area for hosting clients and prospects. Space is limited for both meeting and expo rooms, so secure space early.

 

Administrative/Application Fees. A non-refundable per event, per day administrative fee will be invoiced and is due prior to SSO identifying meeting space. In addition to the fee, the company or organization is responsible for working directly with the facility for any meeting room sets, food & beverage, audio-visual equipment and their associated costs. Upon completion of the application, an invoice will be sent through PayPal and must be paid prior to identifying an appropriate meeting space. Refer to the attached fee schedule. SSO will make every effort to notify each applicant of the status of their application via email within three (3) business days of receiving full payment of the request.

 

Terms and Conditions. By completing the application, you agree to the Terms and Conditions. The Affiliate Group waives any right to claims of damages arising out of the enforcement of these guidelines. All matters and questions not covered by the guidelines are subject to the discretion of SSO and may be amended at any time which will be equally binding on all parties. The Affiliate Group shall protect, indemnify, hold harmless and defend SSO, its officer’s directors, agents and employees against all such claims, liabilities, losses, damages and expenses, including reasonable attorney fees and costs of litigation; provided that the foregoing shall not apply to injury, loss or damage caused by or resulting from the negligence of SSO, its officers, directors, agents or employees.

 

Fee Schedule. Rooms are assigned on a first-come, first-served basis and there is limited availability. All fees are based on 3-hour increments. (i.e. if a 6-hour time slot is required, indicate this on the form and the fee for the application will be the rate multiplied by two). The deadline for submissions is March 1, 2025.

 

	On or before January 31, 2025	On or after February 1, 2025
Exhibitors	$350	$450
Non-Exhibitors	$1,000	$1,200
Non-Profit, Affiliates or Universitires	$250	$350

 

Third Parties. The affiliate will be held responsible for the activities of any third-party agency representing on their behalf.

 

Application Process.

For any questions, please contact Kalin Shinebarger with Meeting Management Associates, Inc. at 607-674-2666 or via email at Kalin@mma-inc.com.