Affiliate Event Submissions


The 2024 ADEA Annual Session & Exhibition will be held March 9–12 in New Orleans, LA. ADEA provides complimentary meeting space to affiliated organizations on a space-available basis.


Each group is responsible for all charges incurred by the use of the assigned space. This is includes, but is not limited to, catering orders, audio/visual, power, etc. Meetings or events affiliated with the ADEA Annual Session & Exhibition are identified as such in the conference program.



View the Hilton New Orleans catering menu.PDF



Dates and Times

All affiliate events will be scheduled at the Hilton New Orleans Riverside Hotel or otherwise specified.

Following are the 2023 dates and times for affiliate events:


  • Friday, March 8  |  Anytime
  • Saturday, March 9  |  7:00 a.m. – 2:30 p.m.; 6:30 – 10:00 p.m.
  • Sunday, March 10  |  5:30 p.m. – 10:00 p.m.
  • Monday, March 11  |  6:00 – 8:00 a.m.; 5:00 – 6:00 p.m.
  • Tuesday, March 12  |  6:00 – 8:00 a.m.; 4:30 – 8:00 p.m.

Note: No events will be scheduled during ADEA Exhibit Hall hours on Sunday, March 10 from noon – 5:00 p.m. and Monday, March 13 from 9:45 a.m. – 3:00 p.m.


Submission Approval

Your submission placement is contingent on ADEA staff approval and room availability. You will be notified on a rolling basis starting in December through early January of approval and placement. For submissions received in mid-January, ADEA will send notifications as soon as feasible.


Contact

Upon approval of your affiliate event, ADEA will provide the name of the hotel event manager assigned to the event. Please do not contact the hotel prior to receiving authorization from ADEA.


Charges, Room Set and Audiovisual Requirements

ADEA provides complimentary meeting space for affiliate organizations as a convenience. Each organization is responsible for all charges, including, but not limited to, audiovisual, food and beverage, labor, etc. Service orders made by affiliate groups constitute a contract between the affiliate group and the vendor exclusively, and not ADEA.

View the Hilton New Orleans catering menu.PDF


Changes and Questions

If you require changes to your request or have questions, please contact Donna Casimier, ADEA Meetings Manager, at CasimierD@adea.org or 202-238-3992.


Health and Safety

While we look forward to an in-person conference, there is no higher priority than the safety and well-being of ADEA members and staff. Accordingly, we continue to monitor the status of the COVID-19 variants and their impact on the operational status of our ADEA Member Institutions.

ADEA will implement health and safety protocols appropriate to the public health circumstances existing at the time of the conference. Compliance with some or all the protocols adopted by ADEA will be mandatory for in-person attendance and participation at the conference by members, guests of members, sponsors, staff, etc. Additional information regarding the specific health and safety measures, and any necessary consents by you, will be communicated prior to the first day of the conference.

Failure to adhere to or comply with the safety protocols in place may result in removal from the event and/or event premises. Be sure to check the conference health and safety page periodically for the latest updates.


We look forward to your participation in the 2024 ADEA Annual Session & Exhibition!