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ACVP remains committed to serving the educational and networking needs of anatomic pathology and clinical pathology members and non-members at its Annual Meeting.

Meetings and Events Planning

As the ACVP Annual Meeting Committee works to finalize the educational and networking offerings for the October 25-28, 2025, Annual Meeting in New Orleans, any individuals, affiliated organizations, or groups within the veterinary pathology community, veterinary pathology program alumni groups, or commercial supporters interested in hosting a meeting or event at that meeting may request space by providing all relevant information via the form below by the deadlines noted.

All approved activities will be listed in the appropriate ACVP website pages, online program, meeting mobile app, and onsite signage according to the information provided in the submitted space request form. All other promotion or notification of approved activities is the responsibility of the organizers. ACVP will not promote any activities held in conjunction with the meeting that are not part of the official, approved Annual Meeting schedule. Offsite events (except alumni receptions) will not be promoted. ACVP does not provide lists of contact information for registered Annual Meeting attendees, members, or training program alumni.  

Upon confirmation of space availability, organizers wishing to offer food and beverages to attendees at their events will be connected (by ACVP staff) with the hotel affiliate function coordinator. Organizers will be responsible for any catering and staffing charges related to their event. Per facility policy, no outside food and beverage is allowed at any meeting function. 

See notes within form about room and AV setup.

All function space request forms submitted by noted deadlines will be considered collectively. Forms submitted after the deadlines will be considered on a first-come, first-served basis, space permitting.

  • ACVP-planned activities (such as Student Breakfast, Veterinary Student and Resident Forum, Speed Networking)
    Submit by March 15. ACVP staff will allot standard event setup and budgeted food and beverage offerings, unless otherwise requested and approved.
  • Affiliated organization large events (more than 25 attendees)
    Submit by March 15. ACVP will offer space as available. Any extraordinary (see information in form) room or AV setup costs or food and beverages offered during the approved event will be at the expense of the organizers.
  • ACVP committee and working group meetings
    Submit by June 15. ACVP staff will allot standard event setup and budgeted food and beverage offerings, unless otherwise requested and approved.
  • Affiliated organization meetings (25 or fewer attendees)
    Submit by July 15. ACVP will offer space as available. Any extraordinary (see information in form) room or AV setup costs or food and beverages offered during the approved event will be at the expense of the organizers.
  • Alumni group gatherings
    Submit by July 15. Alumni receptions may be planned to occur between 7 and 10pm on Saturday, Sunday, or Monday, or between 6:30 and 8am on Monday or Tuesday. ACVP will offer space as available. Any extraordinary (see information in form) room or AV setup costs or food and beverages offered during the approved event will be at the expense of the organizers.

Requests received by March 15
It is recommended that any requests for large event or meeting space be submitted by March 15. All space requests submitted by March 15 will be considered collectively, at the Annual Meeting Committee’s April meeting, to ensure a balance of educational content and networking opportunities and best use of available resources (including meeting space, scheduling demands, staff support, and budgeted expenditures). Scheduling determinations for these requests will be sent in May.

Any requests by ACVP committees or scientific interest groups for financial support for an event, beyond the standard levels noted within the form, will be forwarded to the ACVP Board for budget consideration and may cause determinations to be finalized at a later date. External groups will be responsible for any extraordinary costs associated with their own activities. 

Please review the form in its entirety before beginning so that all required information can be entered at the time of submission, in one sitting. The submitter will be considered the primary point of contact for the activity. The form will cover the proposed activity, budget requests, space requirements, and promotion. 

Thank you for your cooperation as we work to build another successful, content-packed ACVP Annual Meeting!

Questions: Contact [email protected].

Annual Meeting Meetings and Events Space Request

Please review event guidelines above before completing and submitting the form below to request space for an event at the ACVP Annual Meeting. 

The individual submitting this form and will serve as the primary point of contact regarding the session. Additional contacts may be listed in the program as co-chairs.

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Please provide names and credentials for up to 4 activity organizers, including yourself, as they should be listed in the program.
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Activity Details

Please enter event title as you wish it to be listed on any signage or program.
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Type of Function Space Is Being Requested For
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Event/Meeting Length
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Requested Event Date
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Preferred Timing
Select all times that would work for this meeting or event.
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Please provide any additional scheduling input, including any Annual Meeting programming with which you wish this activity to NOT occur concurrently. While the committee will take this note into consideration, certain conflicts may prove unavoidable.
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Is Event Open to All Meeting Registrants?
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Please provide a best-guess estimated number of participants for this activity.
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Please provide activity description to be listed in online program.
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Please provide reason this activity should be part of the Annual Meeting program.
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Activity Logistics

Meeting space at the Annual Meeting venue is used for multiple events over the course of the Meeting. Rooms will be set to accommodate various uses. Large events may be allocated to a room with already existing education AV setup. Otherwise, meeting rooms do not include any AV equipment. Morning and afternoon coffee breaks are provided for all meeting attendees. No other food or beverages are provided for ACVP-planned meetings or events unless specifically budgeted for by the ACVP Board of Directors. Affiliated organizations wishing to offer food or beverages for their event or meeting may do at their own expense after being connected with hotel catering contact by the ACVP staff.

Understanding that all meeting rooms are used for multiple events and that setup will be determined by ACVP, please note any special requests, for consideration.
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Understanding that unless this activity is allocated to a room with pre-existing AV setup, no ACVP-funded AV will be provided, please note any AV requests for consideration.
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Food and Beverage Request
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If requesting ACVP-funded F&B for this ACVP-planned activity, please note specific request and justification for the expenditure.
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Commercial Sponsor

All financial support for the Annual Meeting and any activities taking place at the Annual Meeting from external sources (commercial support) must be coordinated through ACVP leadership and staff. Leads on commercial entities interested in supporting the meeting are greatly appreciated and should be noted here.

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Before Submitting

Thank you for your detailed information. Before hitting submit below, please review all entries. Questions: Contact [email protected].