Vision Sciences Society

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VSS Satellite and Social Event Request Form

"*" indicates required fields

Use this form to submit your request for a satellite or social event at the 2025 VSS Annual Meeting, to be held in person on May 16 – 20, 2025 at the TradeWinds Island Resorts, St. Pete Beach, Florida. Please make sure you have reviewed the Satellite and Social Events Guidelines prior to completing your request.

Contact Information

Name*

First Last

Affiliation*

Address

Street Address Address Line 2 City State / Province / Region ZIP / Postal Code Country

Cell Phone Onsite*

Email*

Co-Organizer (if applicable)

First Last

Affiliation

Cell Phone Onsite

Event Information

Full Title of Event*

Abbreviated Title of Event*

If the event is accepted, a shortened title (maximum of 56 characters) will be used on the VSS website.

Brief Description of Event*

Names of speakers and/or participants

This Event Is…*

Open to All

By Invitation-Only

Estimated Attendance*

Length of Event*

1 – 2 hours

1/2 day

1 full day

2+ days

What type of function are you planning?*

Scientific Event (user’s group/workshop)

Board Meeting

Exhibitor Function

Social Event

Other

Preferred Room Set*

Banquet

Classroom

Conference

Hollow Square

Theatre

U-Shape

Reception

Show me examples of the room sets above

Meeting Room Preference (if familiar with meeting space)

Will you require any audio-visual equipment?*

Yes, I will need to rent from the hotel

Yes, I am bringing my own A/V equipment

Will you be ordering food & beverage? If yes, what type?*

Breakfast

Lunch

Coffee Breaks

Reception

Other

No, I do not wish to order food & beverage for this event

If you chose the Other option from the above question, please specify

Has this event been held at a previous VSS meeting?*

Yes

Please add any additional information about your satellite you'd like us to know.

Schedule Preference

Events may not overlap with official VSS events. Approved satellite and social events will be scheduled in January and organizers of accepted events will be notified thereafter. Please indicate three preferred times in order of preference as your top choice may not necessarily be available. Scheduling is at the discretion of the VSS Board of Directors.

First Preference*

Please indicate your first choice for a time slot:

Second Preference*

Please indicate your second choice for a time slot:

Third Preference*

Please indicate your third choice for a time slot:

Notes about schedule preference

Organizer Responsibilities*

I understand that, as the organizer or sponsoring organization for this event, I assume full responsibility for any expenses including food & beverage, audio-visual, special room setups and room rental fees, if applicable.

Website

Please enter the website address where you intend to promote this event