Hosting an Event

ASTC Meeting Room/Events Request Policy

ASTC is strongly committed to providing valuable networking and educational opportunities for its members and conference attendees.  In the interest of better serving member needs, we have implemented a policy regarding requests for  meeting/event space during the ASTC Annual Conference.  Please see below for meeting locations, permitted dates/times/groups, and overall policies.

Meeting room location:

Raleigh Marriott City Center Hotel (Headquarters Hotel)

Permitted meeting times:

Thursday, October 16 (Preconference)

4:00-9:00 p.m. (Space is limited; first come, first serve)

Friday, October 17 (Preconference)

8:00 a.m.-9:00 p.m. (Space is limited; first come, first serve)

Saturday, October 18

6:30-7:30 p.m. (After the last set of concurrent educational sessions and prior to the Evening Event at the host museum)

Sunday, October 19

6:00-8:00 p.m. (After the Networking Receptions in the Exhibit Hall)

Monday, October 20

7:30-8:30 a.m. (Prior to the first sessions at 9:00 a.m.)

6:00-7:00 p.m. (After the last set of concurrent sessions)

Tuesday, October 21

8:00-10:00 a.m. (Prior to the official start of Museum Open House Day)


Groups eligible to request meeting space:

  • Current or exploratory ASTC Communities of Practice (CoPs)
    • For requirements and a list of current CoPs, please visit  
    • Please note the CoP Meet-ups have already been scheduled.  For more information, please email Wendy Hancock at 
  • ASTC Partners: Those entities which have a partnership agreement or grant with ASTC, or a past partner.
    • Examples include CAISE, NISE Net,  NSF, AAAS, AAM, NSTA, Noyce Leadership Institute, SMEC, Learning Labs, NWP, etc.
  • ASTC-member institutions

Please note that only ASTC, its committees, and Communities of Practice can hold ticketed events.  The ticket price only covers the food and beverage for the event, as well as a podium and microphone.  Any additional costs are borne by the organizer.  Fundraising for the event is handled by ASTC only.

All requests are subject to availability and do not include food and beverage, audiovisual equipment, internet, room rental fees (if applicable), and any other expenses associated with having a meeting at the headquarters hotel.  Once ASTC receives your event request form, an acceptance/rejection notice will be sent within 3-5 business days.Please fill out the event request form and contact Nina Humes with questions at (202) 783-7200 x133 or email

Product Demonstration Sessions

Those companies that wish to demonstrate a product, service, or program are not eligible to request meeting space under this policy, but rather conduct Product Demonstration Sessions.  There is a fee for these. 

These sessions will be held Saturday, October 18 and Sunday, October 19, at the same time as other concurrent educational sessions.

Please contact the ASTC Conference Team at for pricing and scheduling information.