Meeting Room Hire

ACH 2027 offers universities, research institutions, scientific societies, conservation organizations, journals, professional networks, companies, and individual organizers an opportunity to host their own workshops, training courses, forums, roundtables, institutional meetings, technical demonstrations, networking sessions, and other approved activities alongside the Congress.

Because ACH 2027 has reserved the wider meeting facilities at The Alana Yogyakarta Hotel & Convention Center, a limited number of additional meeting rooms in a dedicated wing will be available for private hire during the Congress.

This provides organizers with a unique advantage: bring your program to Yogyakarta while your target scientific audience is already there.

Rather than organizing a separate regional meeting and asking participants to travel again, organizations can use ACH 2027 as the meeting point for their own focused activities and engage directly with registered delegates from across Asia and beyond.

Your Meeting. Your Program. An Asia-Wide Audience.

The principal advantage of hosting an activity during ACH 2027 is not simply the meeting room—it is access to the Congress community.

With more than 1,300 participants expected, organizations can potentially engage with researchers, students, universities, museums, conservation organizations, government representatives, healthcare specialists, publishers, technology providers, and scientific institutions already assembled in Yogyakarta.

An independently organized ACH-related meeting could therefore be used relevant to the scientific, educational, conservation, professional, health, technological, or institutional scope of ACH, including scientific workshops and masterclasses; professional training courses; specialist-group meetings; regional or international working-group meetings; research-network meetings; institutional forums and roundtables; journal and publisher forums; editorial-board meetings; conservation planning sessions; technical and product training; scientific demonstrations; stakeholder consultations; student and early-career programs; capacity-building activities; research-project meetings; networking events; and other approved Congress-related programs.

Your participants are already at ACH—reducing additional travel, accommodation, and organizational requirements.

Meeting Room	Approx. Room Size	Theatre Style Seating Capacity	Full-Day Hire
Bisma	8 × 6 sq. m	30 pax	USD 150 / day
Utari	8 × 7 sq. m	30 pax	USD 150 / day
Abiyasa	12 × 7 sq. m	40 pax	USD 200 / day
Palasara	12 × 7 sq. m	40 pax	USD 200 / day
Pergiwa	10 × sq. 8 m	50 pax	USD 250 / day
Pergiwati	10 × sq. 8 m	50 pax	USD 250 / day
Pandu	15 × sq. 8 m	70 pax	USD 300 / day
Parikesit	15 × sq. 8 m	70 pax	USD 300 / day

Included with Full-Day Room Hire

The standard full-day meeting-room package includes a meeting room for the reserved day, Theatre-style seating up to the approved room capacity, Presentation LCD facilities, Microphones and standard audio facilities, a complimentary drinking water station, Standard room setup.

*Additional AV equipment, specialized room configurations, catering, printing, interpretation, recording, technical equipment, or other services may be arranged separately where available and may incur additional charges.

Commercial organizations are welcome where the proposed activity is relevant to the Congress community and complies with ACH policies. Meeting-room hire does not create a separate public event within ACH.

Attendance is restricted to registered ACH 2027 participants.

External attendees who are not registered for the Congress may not be independently invited into the Congress meeting area to participate in a privately organized activity.

Organizers may advertise their activity to eligible ACH delegates and invite registered participants, subject to approval and applicable Congress communication policies.

Any individual wishing to participate must hold valid ACH 2027 registration and Congress credentials.

This restriction protects Congress security, venue access, participant management, and the integrity of the ACH registration system.

All proposed activities must be submitted to ACH for approval before a meeting room is confirmed.

Activities must be relevant to ACH's scientific, educational, conservation, health, technological, or professional objectives; be appropriate for the Congress audience; comply with the ACH Code of Conduct; respect scientific independence; comply with Indonesian law and venue regulations; not conflict with official ACH activities in a manner that materially disrupts the Congress; not misrepresent an independently organized event as an official ACH scientific symposium unless formally approved as such; and not involve inappropriate commercial promotion or activities inconsistent with the purpose of the Congress. ACH reserves the right to decline proposed activities that are unrelated to the Congress or inconsistent with its policies.

Independent Event Status

Unless specifically designated otherwise by ACH, activities organized in rented meeting rooms are considered Independently Organized Activities held alongside ACH 2027. The organizer remains responsible for the content, speakers, materials, participant communication, and conduct of the activity. Room rental does not constitute scientific endorsement of the activity, organization, product, service, or conclusions by ACH.

Promote Your Activity to ACH Delegates

Approved organizers may be permitted to have their satellite activity listed through selected ACH communication channels, subject to Congress policy and available space. Approved full-day meeting-room bookings may receive a complimentary listing in the ACH 2027 digital program under “Satellite Meetings & Partner Activities”. That costs ACH virtually nothing but substantially increases the perceived value of the room rental.

For commercial organizations, additional promotion through Congress digital channels, exhibition booths, signage, delegate materials, or sponsorship packages can be purchased separately.

The available rooms—Pergiwa, Pergiwati, Pandu, Parikesit, Abiyasa, Palasara, Bisma, and Utari—are located within The Alana's additional meeting-room areas, separate from the principal ACH scientific-session rooms.

The supplied venue plan shows these rooms distributed around the hotel's Level 1 meeting wing, allowing satellite activities to operate alongside the Congress while remaining physically connected to the venue.

Meeting rooms are available on a limited, first-confirmed basis, subject to program approval and venue availability.

The booking process should be: Submit Activity Proposal → ACH Review & Approval → Select Available Room → Confirm Date → Complete Payment → Activity Added to Satellite Program

For each application, request:

• organization/organizer name;
• proposed activity title;
• activity type;
• short description;
• proposed date;
• preferred room;
• expected number of participants;
• target audience;
• names/affiliations of principal organizers;
• whether the activity is commercial or non-commercial; and
• any additional technical requirements.

HOST YOUR MEETING AT ACH 2027

Train. Collaborate. Demonstrate. Build Networks.

Bring your workshop, forum, training program, research network, or institutional meeting to Yogyakarta and connect directly with the ACH 2027 community.