Limited meeting space is available on Wednesday – Friday during the week of the Fall Meeting. Meeting space is no longer available on Saturday – Tuesday. Contact the Meetings Team to determine if your preferred time, date, and location to host your event is still available on Wednesday – Friday.

Note: letters of notification regarding space requests submitted by the deadline of 15 September will be distributed in mid-November.

Important Note: AGU policy outlines that requests from commercial institutions will not be accepted. Space will be available to for-profit companies only if they are an official Fall Meeting sponsor.

Scheduling Policy

Event space cannot be confirmed for groups that expect to exceed more than 50 attendees during the following times/events:

  • Scientific Sessions: 15-19 December; 8:00 a.m. – 12:20 p.m. and 1:40 p.m. – 6:00 p.m.
  • Union Frontiers of Geophysics Lecture: 15 December, 12:30 p.m. – 1:30 p.m.
  • AGU Presidential Forum: 16 December; 12:30 p.m. – 1:30 p.m.
  • Honors Ceremony and Banquet: 17 December; 6:00 p.m. – 11:00 p.m.

Additionally, please note that the highly attended Section/Focus Group Business Meetings/Social Events will be held 16 December, 12:30 p.m. – 1:30 p.m. and 6:30 p.m. – 8:00 p.m.

Payment and Confirmation Process

There is a $100 room rental fee, per day, per room. Once the event is scheduled, organizers will receive notification by mid-November confirming meeting space and payment instruction. To guarantee the event space, payment must be received by 14 November 2014; otherwise, the event request will be cancelled. Due to AGU’s contractual obligations to its vendors, no refunds will be issued after that date. AGU will put the organizers in contact with the appropriate catering and audiovisual representatives; the organizers will then work directly with those service providers and be responsible for all expenses associated with the event.