Meetings and Receptions

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Receptions

A much-anticipated part of each annual conference is the opportunity to network with colleagues, graduate students, alumni, and friends during evening receptions. Receptions serve as an opportunity for conference attendees to socialize with other members of the higher education community and expand their ASHE network. This is a great opportunity to showcase the successes of your group, recruit for open positions, and welcome back alumni.

There are multiple rooms available for meetings in the Convention Center:

• 125 expected attendees, including 6 round tables with seating for 8 at each.
• 100 expected attendees, including 5 round tables with seating for 8 at each.
• 50 attendees, including 4 round tables with seating for 8 at each.
• 25 attendees, including 3 round tables with seating for 8 at each.

Note: The number is an estimate only to match your group with the appropriate room size.

The rooms will include 1 wireless microphone, a laptop, a projector, and a podium.

If you prefer a different setup for your meeting, please add a note and we will follow up with you with estimated. For example, the costs for each high-boy/cabaret table is $25 and the set up fee is about $100 per room.

Please note that all receptions will be held on Thursday, November 5, between 8:00pm-10:00pm, with the option for you to select the length of the reception.

Meetings

Meetings serve as an in-person gathering point for groups such as editorial boards, research groups, and others. 

There are two rooms available for meetings in the Convention Center:

• Room 103A will be set up for 40, including 5 round tables and 8 chairs each. 
• Room 207 will be set up for 20 in a hollow square. 

The rooms will include 1 wireless microphone, a laptop, a projector, and a podium.

All other rooms will be used for conference breakout sessions. If you prefer a different set up for your meeting, please add a note and the Convention Center staff will follow up with a quote for you.

Meeting space is available during the following times:

• Wed, Nov 4:
  • 7:30am-8:30am
  • 10:35am-11:50am
  • 11:50am-1:05pm
  • 1:05pm-2:20pm
  • 2:40pm-3:55pm
  • 4:15pm-5:30pm
• Thurs, Nov 5:
  • 7:30am-8:30am
  • 10:20am-11:35am
  • 11:35am-1:00pm
  • 1:00pm-2:15pm
  • 2:35pm-3:50pm
  • 4:10pm-5:25pm
• Fri, Nov 6:
  • 7:30am-8:30am
  • 10:15am-11:30am
  • 11:30am-12:30pm
  • 12:30pm-1:45pm
  • 2:00pm-3:15pm

Hosting an Meeting or Reception

Here are some notes about hosting an event:

• In order to meet our obligations with the conference facilities, all space requests must be submitted through the ASHE Staff.
• ASHE will give priority room assignment to ASHE conference sessions and ASHE committees and editorial boards conducting ASHE business.
• From there, space will be assigned on a first-come, first-served basis.
• Groups will be responsible for their own AV (if applicable) and food and beverage costs.
• Meeting and reception reservation requests are due by August 31, 2026.
• Meeting room reservations will be announced on a first-come, first-served and rolling basis, with final notices sent out no later than mid-September.

Food & Beverage

The catering menu for the Puerto Rico Convention Center can be found here. The ASHE Staff will send you a separate email to connect you with our Convention Center Events Manager; you can expect this e-mail within two weeks of submitting your form.

No outside food and beverage may be brought in without prior written approval from ASHE. If a group brings in outside food and beverages, ASHE and/or the Convention Center may charge the group a comparable fee.

Audio/Visual

Most spaces are equipped with a podium with a microphone, screen, projector, and laptop computer. Additional requirements can be provided for a fee.

No outside A/V equipment may be brought in without prior written approval from ASHE. If a group brings in outside food and beverage and/or A/V equipment, ASHE and/or the Convention Center may charge the group a comparable fee.

Room Request Form

To complete the request form you will need:

• Group Name
• Event Coordinator Name, Email Address, and Phone Number
• Name of event as it will appear in the conference program and on signage
• A 50 word description of the event for the conference program
• Is the event Invitation Only or Open to All Attendees
• Expected Attendance
• Requested Date & Time 
• Additional requests and important information for ASHE Staff