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Event Space Request

Join us in Vancouver, British Columbia, Canada for the 2014 GSA Annual Meeting. We will start with the 2014 Vancouver Icebreaker on Saturday, 18 October, from 5-7 p.m.  See Key Events.

NEW FOR VANCOUVER: We are saving paper and using only the electronic signage provided by the Vancouver Convention Center and the Hyatt Regency!  All event listings will be listed on the venue event boards and on the electronic signs outside of each room. 

Event Space Request Form

Due to the proximity of the meeting we are no longer accepting online event space requests.  

If you have any questions please direct all inquiries to the GSA Annual Meeting Office at +1 778 331 7621 or stop by room 111/112 at the Vancouver Convention Center-West Building. 

Event Space Request Dos and Don’ts

  • DO submit your Event Space Request by the Deadline of 5 June
  • DO complete the form for EACH event (i.e. if you have 3 events you will need to complete 3 submissions)
  • DO complete the form to hold your event at one of the Official GSA Event Locations
  • DO complete the form to have an “off site” event listed in the GSA Program Book (an “off site” event is one that is being held at a location other than an Official GSA Event Location)
  • DO complete all FIVE steps in the submission process
  • DO save your email confirmation – this is your way to review your submission and make changes if needed
  • DO allow emails from gsa@confex.com and spacerequest@geosociety.org – these are from GSA
  • DO relax once your submission is complete – there is nothing you need to do until July
  • DO NOT complete the event space request form for GSA Official Technical Sessions
  • DO NOT contact the Official GSA Event Locations directly to reserve meeting space

Official GSA Event Locations

Vancouver Convention Centre - West Building
1055 Canada Place | Vancouver, British Columbia, Canada V6C OC3
GSA Contact for this location: Nicole Dillon | ndillon@geosociety.org
Services Manager: Nicole Dillon | ndillon@geosociety.org
[ floor plans ]

Hyatt Regency Vancouver
655 Burrard Street | Vancouver, British Columbia, Canada V6C 2R7
GSA Contact for this location: Becky Sundeen | bsundeen@geosociety.org
Services Manager: Assigned in July and contact information will be included in your Room Assignment Notification
[ floor plans ]

Fairmont Hotel Vancouver
900 West Georgia Street | Vancouver, British Columbia, Canada V6C 2W6
GSA Contact for this location: Becky Sundeen | bsundeen@geosociety.org
Services Manager: Assigned in July and contact information will be included in your Room Assignment Notification
[ floor plans ]

Registration, technical programs, poster sessions, and exhibits will be held at the Vancouver Convention Centre. GSA Field Trips will also depart from the Vancouver Convention Centre. The Hyatt Regency Vancouver and Fairmont Hotel Vancouver are co-headquarter hotels and where the majority of non-technical events will be held.

​Simon Fraser University Vancouver Campus
Unless stated otherwise, GSA Short Courses will all meet at the Simon Fraser University Vancouver campus. The buildings we will use there are the SFU Harbour Centre, the Segal Graduate School of Business, and the Wosk Centre for Dialogue. These buildings are within a 5-10 minute walking distance from the Vancouver Convention Center and are located in downtown Vancouver.

Timeline

5 June Deadline to submit Event Space Request Form; after this date all new Event Space Request Submissions:
  • Will have an increase in the event space request fees
  • Will receive a Room Assignment Notification around the end of July or first of August
Early July Room Assignment Notifications will be sent via email for all submissions received prior to 5 June. The notification will be sent from spacerequest@geosociety.org and will include:
  • The Event Location and Room Name for your event*
  • Name, phone and email of your Services Manager (person you will work with from the Vancouver Convention Centre, Hyatt Regency Vancouver or Fairmont Hotel Vancouver to finalize all the arrangements for your event)
  • Instructions on how to submit your food/beverage, audio visual, room set up, etc.
*If your event is being held in a technical session room the room will be assigned in late August when the Technical Session is finalized.

14 August

Deadline to submit orders for food/beverage, audio visual, etc. Refer to your Room Assignment Notification that was sent in July for instructions on submitting this information.

 

End of August Technical program is finalized and room assignments will be made for events held in Technical Session rooms.
September All non-technical events will be listed on GSA web site; personal scheduler will be available
30 September New Event Space Request submissions received after this date will have an additional increase in the space request fees 
13 October Final Guarantees Due for food/beverage to your assigned Services Manager. If no guarantee is provided you will be charged for the number of people listed on your Event Space Request Submission or actual attendance, whichever is higher.

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