Meetings-in-Conjunction

Reserve Space for Business Meetings

Requests to reserve space to host a Business Meeting during the PNS 2022 Annual Meeting in Miami, Florida, are now being accepted. Complimentary space will be provided at the InterContinental Miami, depending on availability.

All requests will be handled on a first-come-first-served basis, and the space will be released only to current PNS Members reserving meeting space. Please note, complimentary meeting space is not available for industry members (please reference the sponsorship prospectus for individual meeting room opportunities).


Event Types Allowed

The PNS allows groups to hold a business meeting only.

We do not allow groups of any type to hold independent panel sessions or social receptions. We will only assign a meeting space to groups planning a business meeting on Saturday or over one of the scheduled breaks Sunday – Tuesday.


Available Meeting Dates & Times

The availability to reserve a time within the PNS’ schedule that does not conflict with the official schedule is as follows:

Saturday, 14 May: 07.00 – 19.30

Sunday, 15 May: 10.00 – 10.30

Sunday, 15 May: 15.30 – 16.00

Monday, 16 May: 10.00 – 10.30

Monday, 16 May: 15.30 – 16.00

Tuesday, 17 May: 10.00 – 10.30

Tuesday, 17 May: 16.00 – 16.30


Typically, meetings are assigned a 1-hour time slot.

The dates and times available for groups to reserve meeting space change yearly based on the contracted space in the meeting facility for any given year. Returning groups should not expect the same time frames and space to be available from year to year.



All meeting room assignments will be confirmed 4-6 weeks prior to the meeting start date.  Confirmation letters will include the venue catering and A/V contacts.

All groups planning meetings-in-conjunction to be held during the 2022 Annual Meeting in Miami, Florida at the InterContinental Miami between Saturday, 14 May – Tuesday, 17 May 2022, must submit a request form for approval prior to securing space/planning the event (see button below). 


Room Fees

The PNS does not currently charge groups a fee for the use of meeting space. Additionally, you will not be charged a fee from the hotel to use the meeting space. However, you will be accessed fees should you order audio/visual equipment or catering during your meeting. See the catering and A/V section below for more details.


Room Sets

All spaces will adhere to the COVID-19 safety protocol in place at the time of the conference.

Due to the limited amount of time available for room turnovers, room sets available for in conjunction with meetings are limited to boardroom (U-shape) style or classroom for meetings over 50 people.


Catering

Upon approval of your request form, the PNS will assign and confirm a meeting space with your group. Once approved, the group contact will be put in direct contact with a hotel representative to finalize all function details and any food & beverage billing arrangements. 

The InterContinental Miami does not allow outside catering at your function. Any food and beverages catered by an outside vendor will be confiscated by the venue, and/or groups will be charged prevailing hotel catering charges. Failure to adhere to the hotel catering rules will result in possibly not being approved for space at future meetings. 

Please feel free to inquire with the hotel regarding any special dietary or cultural/themed menu options that may not appear on the provided menus. The chefs are always very accommodating with such requests. 

 

Please note: Menu may be referenced for planning purposes; prices may change for 2022.


Audio/Visual

Groups needing audio-visual equipment should order equipment directly from Encore (located within the InterContinental Miami).  The group contact will be put in direct contact with Encore for any A/V needs.

Note: Groups will order and pay for the equipment independently. The PNS will not handle the ordering of equipment for ANY groups.

To ensure a good experience in the running of your event, please be sure to communicate with the hotel your additional needs and confirm all details prior to your meeting.


Deadlines & Promotions

We will continue to accept meeting space request forms until all space is full. However, if you would like your meeting listed in the formal printed program, please return the request form by 30 March 2022.  We WILL continue to accept request forms after 30 March 2022 (if space is available) but your meeting may not be included in any PNS print publications.  All requests received after this deadline will appear in the Online Program and the Mobile App.

All confirmed PNS requests are independent events from the PNS. The PNS may include and share in conference promotional emails to members or registered attendees the general PNS schedule listing but will not send specific emails on behalf of groups promoting specific events. The PNS, at its discretion, may re-tweet or share an existing social media post related to the #PNS2022 but cannot commit or promise all posts will be re-tweeted or shared based on our own posting policies, including internal posting calendar and frequency. Groups are responsible for promoting their own independent events to the desired attendee base.

 

PNS Executive Office:
1935 County Road B2 W · Suite 165 | Roseville, MN 55113 USA | +1.952.545.6284 | info@PNSociety.com
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