RIG Business Meeting Request

RIG Information

RIG Name

RIG Leader/Primary Contact First Name

RIG Leader/Primary Contact Last Name

RIG Business Meeting Information

Indicate the location of your Business Meeting

Onsite

Offsite

Date

Time

How many attendees do you expect at your business meeting

Under 15

15-25

26-50

51+

Meeting Time Preference - 1

Meetings being held onsite will be scheduled based on first come, first served, size of RIG, and room availability

Do you plan to have food/snacks at your meeting

Yes

Please note:

Any food and beverage expenses must be paid from your RIG's allocated budget.
All food and beverage orders must be placed through the conference hotel. Outside food and beverages are not permitted.
After meeting schedules are confirmed, the RSS Business Office will provide you with the hotel's catering menu and available food and beverage options.
Once you have selected your preferred menu items, RSS staff will coordinate the order with the hotel on your behalf.

Important Information About Offsite Meetings

RSS strongly prefers that RIG business meetings be held at the conference hotel in RSS-assigned meeting space whenever possible. Holding meetings onsite allows RSS to include the meeting as an official conference activity and provide scheduling support within the overall conference program.

If your RIG wishes to meet offsite (e.g., at a local restaurant, coffee shop, or other venue), you may do so under the following conditions:

RSS will publish the meeting title, date, and time in the conference program but will not publish or advertise the location.
The conference program will direct interested attendees to contact the RIG Chairs directly for location details.
The gathering will be considered an informal, unofficial attendee gathering and not an RSS-sponsored conference meeting.
RSS will not negotiate contracts, sign agreements, make reservations, pay invoices, or assume responsibility for expenses related to the offsite gathering.
Any arrangements with the venue must be made directly by the RIG organizers.

This distinction is important because an officially sponsored offsite event may require additional contractual obligations and liability insurance coverage. To avoid these requirements, RSS recommends that offsite gatherings be informal meetups, such as a group lunch, coffee, or networking gathering at a local restaurant.

If your RIG would like the offsite event to be considered an official RSS-sponsored function, the meeting must either:

Be held within RSS-contracted space at the conference hotel; or
Obtain any required event insurance and cover all associated costs from the RIG budget.

Aknowledgement

I understand that if our RIG chooses to meet offsite, the gathering will be considered an informal, unofficial activity. RSS will not advertise the location, sign contracts, make venue arrangements, pay related expenses, or provide insurance coverage for the event. Interested attendees will be directed to contact the RIG Chairs for additional details. The RIG Chairs are responsible for communicating all offsite meeting details directly to interested RIG members and attendees, including the location, reservation information, and any related costs or arrangements. This acknowledgment reflects our understanding that the offsite gathering is independent of RSS and will not be treated as an official conference event.

Aknowledgement

I understand that our RIG business meeting will be held in RSS-assigned meeting space at the conference hotel and will be included as an official conference activity. As RIG Chair, I am responsible for communicating directly with RIG members regarding the meeting, including the agenda, meeting purpose, announcements, and any updates or changes to the meeting schedule or format. I understand that RSS will provide the meeting date, time, and location in the conference program, but ongoing communication with RIG members remains the responsibility of the RIG leadership.

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