Allied Health Organizations

Meeting Instructions & Fees

Overview

Beginning November 15, 2011, if your group or company would like to obtain meeting space, please review these rules and regulations and then complete the online request form. Space is limited and assigned on a first-come, first-served basis, so submit your request early. Deadline for requests is January 31, 2012.

Definitions of Activities 

Special Events - 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 a particular 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, may not offer CME, and may not be held in competition with APA’s scientific sessions from Saturday, May 5, 2012 through Wednesday, May 9, 2012, 9:00 a.m. – 5:00 p.m., unless approved by APA in advance.

Meeting space for allied pharmaceutical companies which are not exhibiting at the 2012 Annual Meeting will incur an additional application fee (see fee table below).

Promotion

 
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 contact Mark Myers at 703-907-7373 or email mmyers@psych.org for approval, fees, and additional information. Materials not placed in the literature area by APA staff will be removed.

Schedule

Anyone involved in planning an event must observe the guidelines above. All exhibitors are responsible for ensuring that their company representatives and/or agents adhere to all rules and guidelines for APA’s Meeting. Violation of these rules may jeopardize future exhibiting status and the ability to hold events at future APA meetings. Any event found in violation of these guidelines shall be discontinued immediately. If a third party is responsible for logistical management of the event, the company name, contact person, address, phone number, and fax number must be provided in writing.

Facility Charges and Application and Cancellation Fees

APA will provide facility contact information in our confirmation letter. All communication from that point forward is between the group and the facility.

Application Fees for Meeting Space

Universities/Medical Associations

Pharmaceuticals/Industry - Exhibiting

Pharmaceuticals/Industry – Non-Exhibitor

All application fees are due at the time the space request is received. All payments must be made by credit card and must be included with your online meeting space request form.

Space will not be assigned or confirmed until payment is received.

Any events cancelled on or before April 14 will receive a refund of fees paid, less a $100 APA administrative fee. No refund of the APA fee will be given for events cancelled after April 15. All cancellations must be submitted in writing to Jacqueline Buckley by April 14, 2012.

Signage

 APA does not provide signs for allied events. If you desire a sign for your meeting room, you must have the sign made and placed outside of the room.

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

Please contact Jacqueline Buckley via email at jbuckley@psych.org:

1. If you have questions concerning the meeting;
2. For all changes, deletions, and additions to the form; and
3. If you experience problems with completing or submitting the form.

Allied Group Form