We hold extra function space during the ASHA Convention to support affiliated or related professional organizations that would like to host meetings or receptions in conjunction with the event.
We do our best to accommodate all requests as they are submitted, however, your flexibility is appreciated. Be aware that prior-year approval for an event does not automatically guarantee approval for a similar request at the 2026 ASHA Convention.
Locations, Menus and Pricing
Most space requests will be scheduled in either the JW Marriott Indianapolis, the Westin Indianapolis, the Indianapolis Marriott Downtown, or the Indiana Convention Center. There is no cost for the use of ASHA's contracted space. Each location has different catering menus and pricing, which we can provide upon request. Assignments are based upon the space that is available for your requested date and time and you may not request a particular venue.
Location Assignments and Next Steps
We will send notifications with your assigned location via email in early September. Your notification will include contact information to arrange for catering and audiovisual equipment, if needed. Your contact information will be provided to your assigned venue for billing purposes (if you choose to order catering or audiovisual equipment). Once you receive your assignment notification, please work directly with the catering and audiovisual representatives to order items for your meeting or event.
Deadline
The deadline to submit a space request is August 14, 2026. Late requests will be scheduled as space allows and we cannot guarantee that they will be published on the event list in our mobile app.
Questions?
Please contact us at convention@asha.org if you have any questions about function space at the ASHA Convention.
Guidelines and Policies
Please read these important guidelines before completing the in-person space request form:
Event organizers must be an ASHA Convention attendee, or an exhibiting company, university/college, or non-profit organization participating in the ASHA Convention. All requests are reviewed to confirm eligibility.
Space will be assigned on a first-come, first-served basis as it is available. We are usually able to schedule all space requests and types of events; however, the number of requests we receive increases each year. If we are unable to accommodate a request, we will help to facilitate alternate arrangements with one of our partner properties.
There is no rental fee for ASHA-contracted function space; however, organizers are responsible for all event-related costs, including food and beverage, audiovisual equipment, room set changes, signage, additional venue requirements, and any damages or other charges resulting from the event.
Please complete a unique event space request form for each date and/or non-contiguous time block. Do not submit multiple events or activities with multiple recurrences on a single form.
Activities scheduled during education sessions and the mid-day break will be limited to groups of 25 people or fewer. We encourage you to consult the Schedule at a Glance and plan your events before and after educational programming, generally before 8:00 a.m. and after 7:00 p.m. from Thursday through Saturday.
Events that compete with ASHA continuing education activities, or that do not comply with these guidelines, may be denied, modified, removed from the mobile app and event list, or subject to other corrective action.
All ICW events must be approved in advance through the space request process. ASHA may approve, modify, relocate, reschedule, or decline requests based on availability, timing, event details, and alignment with ASHA Convention policies.
Space approval does not authorize use of the ASHA name, ASHA Convention name, logos, trademarks, or branding. Organizers may not imply ASHA sponsorship, endorsement, or affiliation without prior written approval.
Signage and branding must remain within the assigned event space and comply with ASHA and venue requirements. Materials may not be placed in hotel, Convention Center, or public areas without prior approval.
Event recognition and marketing must accurately identify the independent organizer and may not imply ASHA endorsement. Promotional materials may not use ASHA branding or be distributed at the Convention without approval.
Organizers are responsible for the conduct of their event staff, sponsors, vendors, and attendees. Noncompliance may result in removal of materials, modification or cancellation of the event, removal from Convention listings, and loss of eligibility for future space requests.
Organizers must comply with all applicable ASHA, venue, fire, safety, accessibility, and local policies or regulations.
Food, beverage, and alcohol service must be arranged and approved through the assigned venue and comply with applicable venue policies.
Organizers should make reasonable efforts to ensure their events and communications are accessible to attendees and must coordinate accessibility-related venue needs in advance.
ASHA is not responsible for the content, operation, expenses, conduct, or cancellation of independently organized events.