The Annual Meeting serves as a key component in the Society's mission to promote the communication of scientific research in psychology and allied sciences.  Scientists hear about the latest discoveries, trends, and challenges in the field, and develop collaborations that can enhance your career. As part of our commitment to the field, we also allow a variety of events that encourage engagement amongst PS attendees in conjunction with (ICW) the Annual Meeting.

Groups wishing to host a meeting or event during the Annual Meeting (November 21 - 24) should comply with the Psychonomic Society’s guidelines and submit their proposal for approval. This opportunity is conducted on a first-come, first-served basis. 

What is an ICW?

An ICW is a gathering related to cognitive psychology or cognitive science in which the organizers would like to hold at the New York Marriott Marquis Times Square, outside of the official 2024 Annual Meeting. Examples of ICW meetings include Alumni Reunions, Festschrifts, Advisory Board Meetings, Lab Meetings, Social Events, Exhibitor Meetings, and more. We consider Affiliate Meetings to not be ICWs. 

ICW Approval

Your ICW request approval will be at PS’s discretion and must have distinct qualifications such as exclusive invitee selection, attendee limit, and adherence to PS guidelines.

• Attendee limit for each event should not exceed 100, including organization representatives.

• Multiple entities combining their limit may reach up to 200 attendees under specific conditions.

ICW Rejection Criteria

Without limited to, the following types of ICW requests will not be approved:

• Meetings outside the approved times for groups exceeding 20+ people.

• Meetings involving any training or scientific education.

• Presentations of product information or scientific materials.

Upon ICW Approval

Follow-ups will only be made for fulfillment of additional information or room assignment issues. The requesting entity is required to coordinate with the hotel for any details, including payments, food and beverage arrangements, audio-visual arrangements, and post-approval. Hotel contact information will be provided by PS staff. Finalized room assignments will be provided by the hotel around late October/early November.

ICW's should be held at the New York Marriott Marquis during the 2024 Annual Meeting and within the schedule set forth in the ICW Information and FAQs.   

All events must follow the established PS ICW guidelines.

Promotion and Signage
PS must not be implicated as the official or endorsed event host in any promotional material. All materials must be presented to PS for approval before distribution.

Additional ICW information, obligations of the requesting entity, and important ICW policies can be found in the information provided in the document.

Remember: Apply early! Space is allocated on a first-come, first-served basis.

ICW Information and guidelines

Administrative Fee
A non-refundable $100 administrative fee will apply to each room reserved, applicable at the time of application for applications received by August 16. Applications received between August 17 and September 30 will be charged a $300 administrative fee. Applications received between October 1 and October 31 will be charged a $500 administrative fee. PS will not accept applications after October 31.

Room Rental Waiver
The facility will most likely waive meeting room rental fees. However, additional space comes with charges from PS (see Administrative Fee above).

Organizer's Responsibility
Meeting organizers must pay for charges including, but not limited to food and beverage, audio-visual equipment, labor, internet service, etc. as required by the hotel. The hotel must provide all food and beverages for your meeting. Outside food and drinks are prohibited.

ICW Space Request
The administrative fee for an ICW space request is non-refundable, provided PS accommodates the ICW request within reason. Payments are due upon submitting the application form.

Promotion and Signage
Announcements, invitations, on-site materials, and other materials related to an ICW must not imply that the event is part of official PS Annual Meeting activities or endorsed by PS.

ICW Scheduling and Availability
ICW meetings and events may be scheduled during the following times:

Questions

Contact Member Services or +1 847-375-3696 for any questions. Operating hours: Monday - Friday, from 8:00 a.m. - 6:00 p.m., U.S. Central Time.