Allied Groups

Meeting instructions

Beginning June 19, 2015, if your group or company would like to obtain meeting space, please review these rules and regulations and contact Lisa Walker at apaallied@psych.org to obtain a request form. Space is limited and assigned on a first-come, first-served basis, so submit your request early. Deadline for requests is July 13, 2015. APA will accept forms after July 13, 2015; however, space will be assigned based on availability.


Definitions of activities

  • Business meeting: These are small meetings that require meeting space at the Sheraton New York Times Square Hotel.
  • Special event: These events are strictly social in nature and are held prior to and/or during IPS: The Mental Health Services Conference. They may be held at the hotel. Such activities may not be held during the Institutes' official functions (see schedule below).
  • Educational event: These are not part of the IPS: The Mental Health Services Conference scientific program, may not offer CME, a presentation or a meal, and may not be held in competition with APA’s scientific sessions from Thursday, October 8, 2015 and Saturday, October 10, 2015, 8:00 a.m. – 10:00 p.m., Friday, October 9, 2015, 8:00 a.m. – 5:00 p.m. and Sunday, October 11, 2015, 8:00 a.m. – 12:00 p.m. If you are interested in a Sponsored Educational Event that offers our attendees a presentation and meal, please contact Lindsey Fox at lfox@psych.org for information on educational opportunities that APA offers, such as Product Theaters (250-300 ppl) and Product Updates (less than 100 people).

Promotion

If requested, we will publicize events of Allied/Association/Medical Groups in the Program Book, which is available to all meeting registrants. Be sure to mark the appropriate box on the form to indicate whether or not you want your event included. Please note Allied Pharmaceutical groups are not listed.

Distribution of Promotional Materials at the Institute
APA prohibits the distribution of any meeting announcements or promotional information by a company, organization, public or private, within the hotel. Companies/organizations who have secured booth space in the exhibit hall – associated with the IPS: The Mental Health Services Conference – may distribute material within the confines of their exhibit space.

APA's name or logo may not be used on signage or promotional materials for your events unless authorized by APA.

APA will designate a literature display area at the Sheraton New York Times Square Hotel. Allied/Association/Medical Group organizations meeting in conjunction with IPS: The Mental Health Services Conference but do not have an exhibit booth may display promotional information in this area. APA will assess a fee of $50 per 500 copies for Allied/Association Medical groups not attending IPS: The Mental Health Services Conference meeting. Pharmaceutical Companies may display literature for a fee of $200 per 500 pieces. APA reserves the right to deny inclusion of any material in this area. Please contact Lisa Walker at (703) 907-7377 or email apaallied@psych.org for approval and additional information. Materials not placed in the literature area by APA staff will be removed.


Schedule

No meetings or events are permitted Thursday, 12:00 p.m. – 1:30 p.m., during APA’s Opening Session.

Please do not schedule the start time for evening events prior to 6:00 p.m. in order for the hotel to have enough time to reset the room following the daily scientific program.

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.


Fees

There is no charge for meeting space. However, any and all charges for services levied by the hotel and/or other venues are solely the responsibility of the function sponsor. APA has no responsibility or authority over any such charges, including but not limited to: food and beverage, room rental, microphones/sound, A/V, computers, electrical, telephones, internet, etc.


Confirmations

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


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.


Contact us

Please contact us at apaallied@psych.org if you have questions about the meeting, if you would like to receive a Meeting Request form, or for changes to a previously submitted form.