Conference Room Rental Form

IMAGE has a limited number of rooms at the George R. Brown Convention Center and nearby hotels (Hilton and Marriott) that are sold on a first-come, first-served basis. Please submit your requested space, date, and time. We will review your request and confirm availability.

TERMS AND CONDITIONS: Invoice for will be emailed to contact upon room assignment and approval. Invoices are due upon receipt. Payment to be made in full prior to start of event.

CANCELLATION: In the event meeting space must be cancelled, notification must be made in writing thirty (30) days before the exhibition begins and a refund of the rental will be made less 50% of the full rental price of the space requested. If meeting space is canceled twenty-nine (29) days or less before the exhibition, no refund will be made.

INCLUDED WITH YOUR RENTAL: One room setup of your choice based on venue options – room changeovers may incur a change fee. Exhibitors will work directly with the assigned venue and are financially responsible for audio visual, utilities, and catering requirements. Note: Room size and room set up are dependent upon venue availability.

PRICING FOR ONE ROOM: Includes set up, tear down and cleaning
$1,500 full day / defined as 7:00 AM – 5:00 PM
$750 half day / defined as 7:00 AM – 11:30 AM, 12:00 PM – 4:30 PM, or 5:00 PM – 9:00 PM

For billing, please make payable to AAPG Attn: Tamra Campbell.

Date(s) requested:

Approximate number of attendees expected:

Preferred Venue - George R. Brown Convention Center or Nearby hotels (Hilton and Marriott)

Function type (Meeting, luncheon, reception or other)

Please indicate room set up preference:

Company Name *

First Name *

Last Name *

Street Address *

Address Line 2

City *

State

Post Code/Zip Code

Country *

Phone Number *

Email Address *

Onsite Coordinator First and Last Name *

Onsite Coordinator Email *

Onsite Coordinator Phone Number *

Please note that meeting space will not be assigned without payment in full.

PAYMENT INFORMATION

Once you have submitted this form with the requested dates and setup, we will send available space. An invoice will be sent for the total rental amount due based on the space selected.

You may then submit a credit card for payment or pay by wire at that time.

Please note that all Space Rentals must be paid in full PRIOR to the event date. We cannot guarantee your space if payment is not received in full prior to the date of use.

Theater	U-Shape
Banquet	Classroom/School Room
Crescent Rounds	Cocktail tables
Other Other