The ORS recognizes that our Annual Meeting attendees seek to maximize their time at the ORS Annual Meeting and fulfill their educational and professional responsibilities while at a location with many of their colleagues. The ORS has made time and space available for these events. Please review the ORS 2018 Annual Meeting Program for a full list of events.
Abstracts submitted and accepted for presentation at the ORS 2018 Annual Meeting are prohibited from presenting during the meeting of a Research Interest Group.
Examples include alumni events, colleague gatherings, board meetings, receptions and dinners.
Ancillary events are NOT sponsored by the ORS.
Hosting your meeting in conjunction with the ORS Annual Meeting will vary in cost, depending on a number of different factors including, but not limited to: the length of the event, the number of attendees, the type and amount of audio visual equipment required, the amount of additional labor necessary, and whether or not catering will be served.
Event organizers are responsible for all costs associated with their event, including administrative fees. A $50 administrative fee will be charged to all ancillary events after the meeting concludes (research interest groups will NOT be charged this fee). Events charging an admission fee to attendees will require an additional $2,000 fee.
Interested in exhibiting at the ORS 2018 Annual Meeting? E-mail Natalie Hinman, ORS Meeting Planner at [email protected].
To request meeting space, please submit your request to Natalie Hinman, ORS Meeting Planner at [email protected].
For a list of available dates and times, please email Natalie Hinman at [email protected].
Due to the increase in ancillary and Research Interest Group (RIG) meetings, the ORS has implemented guidelines to reduce the amount of time that meetings overlap with educational sessions. This process may mean that there is a slight adjustment in your proposed meeting, event time or day, and we appreciate your cooperation in working with us to provide a better experience for our members, your participants and all attendees.
All meetings that are NOT considered part of the official ORS program cannot overlap with educational sessions. We have dedicated time each day to allow for ancillary and RIG meetings.
Journals and publication meetings are not exempt from these guidelines and their meetings/events should be scheduled outside of educational sessions.
Based on space availability, meetings will be held at the Hyatt Regency New Orleans.
Meeting space will be assigned based on group size, meeting type and time. Priority will be given to groups who submit their meeting request by the deadline date. Groups who do not meet the deadline may not receive space. Once space is assigned, the organizer is responsible for finalizing all arrangements with ORS staff and its approved vendors.
All meetings and events will be listed as “Ancillary” or “Research Interest Group” in the ORS Program Book, unless you indicate “No” on the Meeting Space Request Form.
You will be notified of your estimated catering, audio/visual and other applicable charges throughout the planning process. ORS will send you a detailed invoice after the meeting outlining your charges. All payments should be made payable to the Orthopaedic Research Society.
Please note that while ORS provides extremely detailed cost estimates, your final bill will be based on what is used and/or consumed during your meeting and may be higher than your original estimate.
All audio/visual equipment will be ordered through the ORS contracted supplier, PSAV. Further information on the supplier will be provided in your confirmation e-mail.
Any changes to your original order should be made as soon as possible, but no later than Friday, January 12. Requests for changes and/or additions after this date or on-site may not be possible.
The meeting organizer is welcome to provide food and beverage for their meeting attendees at an additional cost. Food and beverage can be selected from the Hyatt Regency New Orleans catering menu. ORS staff will work with you to create a menu that fits your meeting’s needs and budget.
The hotel will provide a formal banquet event order (BEO). The BEO must be carefully reviewed and is not complete until ORS has received approval from the meeting organizer. A final attendee guarantee is due to the hotel 7 business days before the catered event. Once the guarantee is submitted, no reductions will be allowed. However, you are able to increase your guarantee. The meeting host is responsible for all food and beverage costs.
No outside food and beverage will be permitted. Only food and beverage provided by the Hyatt Regency New Orleans will be allowed during the meeting.
If you have additional questions regarding meeting space, please contact Natalie Hinman, ORS Meeting Planner at [email protected].
