Annual Meeting Special Event/Space Request

The 2024 ETS Annual Meeting will take place Wednesday, November 20 to Friday, November 22 at the Marriott Marquis San Diego Marina.

By submitting this space request you are agreeing to the following Terms and Conditions:

General Conditions

Special Event space is assigned on a first come first serve basis.   ETS reserves the right to decline requests for special event space that it deems to be out of harmony with the purpose of the Annual Meeting.  

Organizations sponsoring a special event are required to conform to all union rules as they pertain to the use of the venue.  ETS is not responsible for lost, stolen, or damaged property.  It is the obligation of the organization sponsoring the event to ensure they are properly insured at all times.  

Space Assignment

ETS Staff will schedule the event into an appropriate room at the venue.  If for any reason the room assigned to the event is not adequate, a change of room request must be submitted to the ETS staff.  Only ETS staff may reassign the event to another room in the venue.

Catering Services

All catering for the event must be arranged through the venue caterer.  No outside food of any kind may be brought in for an event.  ETS Staff will inform the venue of the event specifics and assign a catering contact for the event.  Once the catering contact is established, the sponsoring organization will make all catering arrangements directly with the catering staff including: the room set up and meal selection.  All changes to the food order and/or room set up will be made directly with the assigned catering contact.  A signed BEO must be sent to ETS Staff at least 2 weeks prior to the event.

Audio Visual Services

All audio visual services must be arranged through ETS using the official ETS AV provider.  (Note:  The official ETS AV provider is not always the venue’s in-house provider.)  Initial AV service requests should be submitted to ETS by October 15th  Changes to the AV service request must be submitted to ETS at least 2 weeks prior to the event.  Failure to abide by this policy will result in a $100 service fee.

Deposits, Payments, Cancellations, and Refunds

All food, beverage,  AV,  and  other event fees will be charged to the ETS Master Account.  All services will be invoiced to the sponsoring organization after conference and must be paid in full within 60 days.  

Notice of Cancellation must be emailed to  The sponsoring organization is responsible for any non-refundable charges submitted by the venue, caterer, or AV provider incurred due to the scheduled special event.

Event Advertising

There is a $250 fee for listing your event in the print program, program app and on-site signage. Space must be reserved by July 1st. for guaranteed inclusion in the print program.

Program Ad Space
Full page greyscale ads are $950 each.
Full page color ads are $1100 each.

Final ad copy is due by July 15th.

Tote Bag Inserts
Tote bag inserts are priced per ounce. The base rate of $350 covers up to one ounce. For each additional ounce (up to a maximum weight of 16 oz.) an additional rate of $100 per ounce applies. Inserts shouldn’t be larger that 8.5″ x 11”, but can be in the form of a postcard, a single or double sided slick, a trifold pamphlet, or a small bound booklet.

Email Advertisement to Conference Registrants

Target your conference related advertisements to pre-conference registrants for $400.

Available Special Event Times

Event Information

Special Event Space Request
Event Coordinator
Event Coordinator
Event Begin Time
Event End Time
Please check all that apply to your event: