Requesting Function Space

• Submission

  Requests will be accepted only via the online Request for Function Space form, which will be available on this web page beginning in August. 

  Questions? Contact Bruce Millar at BMillar@NAS.edu.
  Changes and cancellations must be made in writing.

• Policies and Procedures

  Application

  Function space requests for meetings and food/beverage events at the Marriott Marquis and Walter E. Washington Convention Center must be submitted through TRB. Assignment of meeting space is at the sole discretion of TRB, which reserves the right to reject any meeting-space application for any reason and without explanation.

  • TRB will provide function space to nonprofit organizations and government agencies only.

  • Exhibit displays are not allowed in the function space.

  • TRB does not charge a fee for providing this meeting space.

  Meeting rooms are setup to accommodate TRB meeting needs. Every effort will be made to match your request to available space. TRB reserves the right to change space assignments.

  Deadlines

  • October 15: Submission date for priority space requests.

  • November 15: Notification of priority space assignments.

  • December 15: Final deadline to submit requests for meeting space.

  Scheduling

  Events with more than 20 people may NOT be scheduled during the TRB programming hours below:     

  • Sunday: 9:00 AM – 4:30 PM

  • Monday: 8:00 AM – 6:00 PM

  • Tuesday: 8:00 AM – 6:00 PM

  • Wednesday: 8:00 AM – 6:00 PM

  Do not schedule events involving TRB Executive Committee members from Wednesday morning through Thursday Noon.
  Do not conflict with the Wednesday Chair’s Plenary Session.
  Check the TRB Annual Meeting website before scheduling events to avoid conflicts with TRB programming.
  

  Hospitality Suites

  • Only organizations with space contracted in the exhibit hall or Annual Meeting Patrons are eligible to reserve guest room suites for hospitality purposes.                        

  • To become an exhibitor or Annual Meeting Patron, visit the Exhibitor and Marketing Opportunities page for more details.

  Processing Priority

  Function space is assigned in the following order:

  1. TRB events

  2. TRB year-round sponsors

  3. Associated organizations, processed on a first come, first served basis while space is available

  Submitting a Request for Function Space does not guarantee assignment; function space is extremely limited. If your choices are not available, you may be asked to select another time, location, and/or setup. If we cannot find an acceptable alternative when we contact you, we will need to immediately move on to other requests for space.    

  Distribution of Printed Materials

  • Use of the TRB logo is prohibited.

  • Announcements and invitations should clearly indicate the associated organization name and should not imply that the event is a part of the TRB Annual Meeting.

  • Submit proposed copy to TRB prior to printing to prevent misunderstandings.

  • Distribution of printed material and signs is limited to the function space assigned. Staff will remove and discard materials from all public areas.

  Indemnification

  Associated Group assumes entire responsibility for its own acts and those of its employees, agents, officers, and guests and hereby agrees to indemnify and hold harmless the National Academy of Sciences, its subsidiaries, affiliates, employees, agents, officers, and directors against all liabilities, claims, causes of action, losses, and/or damages to persons or property (including expenses and reasonable attorney fees) caused by the willful misconduct or gross negligence of the Associated Group or its employees, agents, officers, or guests.

  Organizations that do not follow the policies and procedures may not be assigned space in 2028.