Function Space Requests

Instructions for Completing the Request for Function Space Form

Discount Deadline: Monday, June 29, 2020

Education sessions will be held at the Kay Bailey Hutchinson Convention Center Dallas (KBHCCD). If you wish to secure function space at one of the official ACEP hotels or the KBHCCD, please read the following information carefully. 

All affiliate requests must be submitted through the online forms. Function space is offered primarily at the following properties: Kay Bailey Hutchinson Convention Center Dallas and Omni Dallas. If you prefer a different location, please contact Holly Ayres.

Meeting room space is assigned on a rolling first-come, first-served basis, and is subject to fees for Exhibitors, Alumni Residency Groups, and Physician Groups. Space will not be assigned without a check or credit card information; however, your payment will not be processed until you have been assigned space.

Space assignments will be confirmed in July, once payment has been received. The written confirmation will include the contact information for your conference service manager (CSM) at the hotel or convention center, and other helpful planning contacts. Once you receive the confirmation, you can begin working with them immediately in planning your function.

All room reset fees, food and beverage, A/V and signage are the responsibility of the affiliate. Late fees may be applied to all requests submitted after the deadline, and cancellation fees may apply to meetings either unpaid or cancelled within 30 days of the annual meeting.

Meetings are allowed Day 1 – Day 4 (October 26-29):

  • Before 8:00 am
  • Between 11:00 am and 2:00 pm
  • After 5:30 pm

No meetings or receptions may be hosted during ACEP evening activities, including but not limited to the Kickoff Party. These blackout times are observed in consideration of our attendees and exhibitors.

No meetings may be scheduled during the following ACEP-sponsored events and during exhibit hours:

Sunday, October 25

6:30 pm – 8:30 pm President's Awards Reception

Monday, October 26

8:00 am – 5:30 pm Education Program

9:30 am – 3:30 pm Exhibits Open

7:00 pm – Midnight ACEP20 Kickoff Party

Tuesday, October 27

8:00 am – 5:30 pm Education Program

9:30 am – 3:30 pm Exhibits Open

Wednesday, October 28

8:00 am – 5:30 pm Education Program

9:30 am – 3:30 pm Exhibits Open

Thursday, October 29

8:00 am – 1:00 pm Education Program


Meeting Fees*

Payment will not be processed until space is assigned.

Room for 1 to 20 People                                                                                    $450.00

Room for 21 to 50 People                                                                                 $550.00

Room for 51 to 200 People                                                                               $800.00

Room for More Than 200 People                                                                     $1,050.00

*Fees are for the use of meeting space only and does not include food and beverage.

Questions? Contact Holly Ayres.