Allied Health Organization Guidelines
Overview
The 161st Annual Meeting of the American Psychiatric Association (APA) will bring together over 18,000 people to the Washington, DC area in May 2008. To compliment the overall program, APA encourages organizations to host allied meetings and/or special events in conjunction with the meeting. This presents a unique opportunity to conduct your business meeting with social events and networking with your colleagues.
Definition of Activities Business Meeting - These are small meetings that require meeting space at one or more APA-contracted hotels. Meeting space is confirmed on a "space-available" basis. A listing of your business meeting may be included in the "Component and Allied Group Meetings" schedule.
Special Event - These events are strictly social in nature and are held prior to and/or during the Annual Meeting. They may be held at the various hotels or other venues. If another venue is requested, please include all pertinent information with your request. Such activities may not be held during the Annual Meeting's official functions (see schedule below).
Educational Event - These events are not part of the APA Annual Meeting Scientific Program and may not be held at anytime Saturday, May 3, 2008 through Thursday, May 8, 2008.
Promotion
A promotional listing of your event will be included in the Component and Allied Group Meetings schedule. It is distributed to all meeting registrants. Be sure to mark the appropriate box on the form to indicate whether or not you want your event included. APA's name or logo may not be used on signage or promotional materials for your events unless authorized by APA.
Distribution of Promotional Materials at the Annual Meeting - The APA prohibits the distribution of any meeting announcements or promotional information by a company, organization, public or private, within the convention center, and/or designated meeting hotels. This applies to all public space at the convention center and meeting hotels. Distribution of promotional material solicitations of business, meeting announcements, or any other items is prohibited, except by companies/organizations who have secured booth space in the exhibit hall associated with the Annual Meeting. Only exhibitors are allowed to distribute material within the confines of their exhibit space. The APA will designate a literature display area at the Convention Center. Allied/Association/Medical Group organizations meeting in conjunction with the APA Annual Meeting who do not have an exhibit booth may display promotional information in this area. APA reserves the right to deny inclusion of any material in this area. Please call Joan Hoy of the APA Meeting and Conventions Department @ 703-907-7376 or email jhoy@psych.org for approval or additional information. All materials must be placed in the literature area by APA staff.
Schedule
APA policy does not permit the scheduling of non-APA functions in conflict with our official program. The official program includes the Opening Session and Convocation. For a schedule of these events, please refer to the following sessions:
| Activity |
Day, Date, Time |
Location |
|
Opening Session |
Sunday, May 4
5:00 pm - 6:30 pm |
Washington, DC Convention Center |
| Convocation |
Monday, May 5
5:30 pm - 6:30 pm |
Washington, DC Convention Center |
Financial Responsibility
Due to the ever-changing hotel market, hotels no longer provide free meeting space. Most will require a meeting room rental fee and a minimum in food and beverage. Please be aware that you may be charged a meeting room rental even if you have not been charged in the past. Also, if additional expenses are incurred as a result of room preparation (e.g., setting up or tearing down of seating arrangements), the organizer of the event, not APA, will be held responsible and will be billed for these expenses by the facility, including all expenses for food, beverage service, audio visual and equipment you may request.
If a third party will be responsible for logistical management of the program, the company name, contact person, address, phone number, and fax number must be provided in writing.
Charges & Cancellation Fees
If additional expenses are incurred as a result of room preparation (e.g., setting up or tearing down of seating arrangements), the organizer of the event, not APA, will be held responsible and will be billed for these expenses by the facility.
A cancellation fee of $200.00 will be imposed for all meetings cancelled after March 17, 2008.
Liability
For all activities, the organizer of the event or meeting will take full responsibility for the event or meeting and hold harmless the APA, its officers, agents, and employees from any and all liability associated with the event or meeting.
Questions
If you have questions, please send them to Joan Hoy, jhoy@psych.org.
All changes, deletions, and additions to the form must be made via e-mail to:
Joan Hoy, Meetings & Conventions Department, at jhoy@psych.org.
If you experience problems with completing or submitting this form, please contact Joan Hoy at jhoy@psych.org or call (703) 907-7376.