Costs for Room Space

Charges apply only for sessions and events scheduled in the following time slots:

  • Friday: 1:30–3:00 p.m. and 3:30–5:00 p.m.
  • Saturday: 8:30–10:00 a.m., 10:30 a.m.–12:00 p.m., 1:30–3:00 p.m., and 3:30–5:00 p.m.
  • Sunday: 8:30–10:00 a.m., 10:30 a.m.–12:00 p.m., 1:30–3:00 p.m., and 3:30–5:00 p.m.
  • Monday: 9:00–10:30 a.m. and 11:00 a.m.–12:30 p.m.

Charges for the 2025 meeting will be:

  • 1 or 2 sessions, $128
  • 3 to 5 sessions, $332
  • 6 to 9 sessions, $434
  • 10 or more sessions: $77 per session

Each affiliate with fewer than 13 sessions may have only one session in each time slot within the normal price structure. There will be an additional fee of $77 per session for simultaneous sessions.

Affiliates are welcome to contact for a cost estimate before submitting their sessions. Invoices will be sent shortly after the meeting.

Costs for AV

Affiliates are responsible for AV equipment charges when event(s) or session(s) are solely sponsored by the organization.

We understand that AV costs are high, so the AHA offers affiliates use of one LCD projector for one day at 50% the cost to the AHA for equipment and labor (the AHA will absorb the other half). Affiliates can schedule up to four sessions in one room on one day to minimize costs.

Affiliates will be responsible for the cost of any additional equipment at the discounted rate negotiated by the AHA. To maximize savings, the Association will order all equipment directly and bill affiliates after the meeting. Final pricing is posted each spring.

Prices for the 2025 meeting in New York will be announced when we complete negotiations with an AV provider. We anticipate that prices will be dramatically higher than in 2024. For comparison, prices for the 2024 meeting in San Francisco are listed below:

  • One LCD projector for one room, for one day, at 50% discount: $375
  • Additional LCD projectors: $750
  • Audio connection (for playing audio from a laptop): $120
  • One Microphone and Mixer: $290
  • Additional Microphones: $120 each

Costs for Catering

Detailed catering information will be posted here as soon as we receive winter catering prices from the venue. If the AHA negotiates a discount on list prices, we pass the discount on to our affiliates.

Contact for the current menu pricing and, if available, the name and email address of the hotel catering manager.

Free Hourly Display in the Exhibit Hall

Affiliates can reserve one-hour slots at a table in the exhibit hall, near the AHA booth, at no cost. Affiliates can use these slots to meet with members and potential members during regular exhibit hall hours.

Cost for Dedicated Affiliate Info Table

Affiliates with a multiple sessions may staff an information table, intended as a centralized location for communicating with members, for a flat fee of $300.