Meeting Space Request

Affiliate Event Guidelines & Application

Application Deadline: October 14, 2022

50th Annual Meeting | November 18-22, 2022 | Sheraton Phoenix Downtown | Phoenix, Arizona (U.S.)

Organizations wishing to hold meetings or events at the host hotel in conjunction with the 50th Annual Meeting between Friday, November 18 and Tuesday, November 22, 2022, must submit the Affiliate Meeting/Event Space Request Form online. Please review the following guidelines carefully before completing the online form.

The meeting/event approval process can take up to 21 business days from the submission date. Once your meeting/event has been reviewed, you will receive an email notification on behalf of NAPCRG confirming your meeting/event. The Sheraton Phoenix Downtown will not reserve meeting rooms/function space for ancillary meetings for any individuals/organizations during the Annual Meeting without prior approval from NAPCRG. NAPCRG reserves the right to decline approval of any ancillary meeting or event request.

The space application deadline is October 14, 2022. After this date, you are still able to submit requests and staff will accommodate, if possible. Available space is assigned on a first come, first serve basis.

To maximize attendance during the Annual Meeting, NAPCRG encourages meetings/events to be held during the following times:

  • Friday, November 18:
    • Between 8 a.m. and 5 p.m.
    • Between 6:30 and 8 p.m.
  • Saturday, November 19:
    • Before 8 a.m.
    • Between 12:15 - 1:30 p.m.
    • Between 6 and 8 p.m.
  • Sunday, November 20:
    • Before 8 a.m.
    • Between 1 and 8 p.m.
  • Monday, November 21:
    • Before 8 a.m.
    • Between 12:15 p.m. 1:30 p.m.
    • Between 6 and 8 p.m.
  • Tuesday, November 22:
    • Before 8 a.m.

Cost
There is no fee for meeting space at the hotel, but NAPCRG does collect administrative/event coordination fee of $100 for meetings up to four hours and $250 for meetings over four hours. This fee includes NAPCRG coordinating the logistics of your room set and basic audiovisual.

NAPCRG committees, special interest groups and partner/sponsor events are excluded from this fee. Learn more about becoming a NAPCRG partner and/or sponsor.

NAPCRG Responsibilities

  • Event and Space Confirmation: A NAPCRG staff member will contact you to confirm your event space and connect you with the Sheraton Event Manager.
  • Audiovisual: In most cases, NAPCRG will provide basic audiovisual equipment to include, meeting space Wi-Fi, video data projector, screen, laptop, easel and flipchart, not to exceed NAPCRG inventory.
  • Event Promotion: Your event will be included in mobile application schedule.

Affiliate (Host) Responsibilities

  • Submit Event Details and Administrative Fee: An Affiliate Meeting/Event Space Request form and non-refundable administrative/event coordination fee must be submitted for the event you plan to host during the Annual Meeting.
  • Hotel Coordination and Payment: The Sheraton Phoenix Downtown does not require a separate contract for your event space. You will work with a Sheraton Event Manager to order your catering and any additional audiovisual needs you may have. Billing arrangements will be made between you and the hotel per the hotel’s policies.
  • Joint Events: You may host a joint event with another organization, but one person/organization must serve as the primary host and the other(s) co-hosts. The primary host will receive all event correspondence and will be responsible for disseminating to co-hosts.

Menu and Event Planning Resources
Please review the Sheraton Phoenix Downtown Menus. When estimating your event costs, be sure to add the noted service charge and sales tax to your base costs.

Questions/Inquiries
Please contact NAPCRG staff at napcrgoffice@napcrg.org with any questions or for more information.

Social Media

Address

NAPCRG
11400 Tomahawk Creek Parkway
Leawood, KS 66211
800.274.7928
Email: napcrgoffice@napcrg.org