Event Planning Guide

Space Request Form - Timeline

5 June

Deadline to submit Space Request Form; After this date all new Space Request Submissions:

  • Will have an increase in the space request fees
  • Will require a credit card payment to complete the form
  • 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 spacerequestatgeosociety.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 Convention Center, Westin or Hilton 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.

24 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.


All non-technical events will be listed on GSA web site; personal scheduler will be available

6 October

New Space Request submissions received after this date will have an additional increase in the space request fees (link to fees and guidelines)

25 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 Space Request Submission or actual attendance, whichever is higher.