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Administrative Policies and Procedures

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Policy number Policy name Policy date Sunset date
AP 23-K Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 9/12/2012 12/31/2017
Policy source
June 19, 2012 EXCOM Meeting Minutes
Policy text
  1. President and Companion – A two bedroom suite is provided by the hotel outside of the normal complimentary room quota. Transportation, meals, and bar set-up paid. Registration complimentary, including social events.

  2. President-Elect – A one-bedroom suite is provided by the hotel outside of the normal complimentary room quota. Transportation and meals paid for President-elect. Registration complimentary for President-Elect and companion.

  3. Chairman of the Board – Hotel room, transportation and meals paid. Registration complimentary.

  4. Secretary – Hotel room, transportation, and meals paid. Registration complimentary.

  5. Treasurer – Hotel room, transportation, and meals paid. Registration complimentary.

  6. Family of Memorialized Party (spouse and immediate family) – Hotel room(s), transportation, and meals paid. Registration complimentary, including social events.

  7. Coolidge Awardee and Companion – Hotel room, transportation, and meals paid. Registration complimentary, including social events.

  8. Marvin M.D. Williams Awardee and Companion - Hotel room, transportation, and meals paid. Registration complimentary, including social events.

  9. Edith H. Quimby Awardee and Companion - Hotel room, transportation, and meals paid. Registration complimentary, including social events.

  10. John S. Laughlin Awardee and Companion - Hotel room, transportation, and meals paid. Registration complimentary, including social events.

  11. Honorary Member Awardee and Companion – Hotel room, transportation, and meals paid. Registration complimentary, including social events.

  12. AAPM Editors (Medical Physics, JACMP, Newsletter, Website) – Hotel room, transportation, and meals paid. Registration complimentary, including social events.

  13. The following individuals are recognized for their efforts on behalf of the Annual Meeting:

    • Meeting Coordination Committee Chair –Registration fees complimentary.
    • Scientific Program Subcommittee Chair – Hotel room paid and registration fees complimentary.
    • Educational Program Subcommittee Chair – Hotel room paid and registration fees complimentary.
    • Scientific Program Directors (2) – Hotel room paid and registration fees complimentary.
    • Scientific Program Co-Directors (2) – Registration fees complimentary.
    • Education Program Directors (2) – Hotel room paid and registration fees complimentary.
    • Education Program Co-Directors (2) – Registration fees complimentary.
    • Professional Program Director (1)– Hotel room paid and registration fees complimentary.
    • Professional Program Co-Directors (1) – Registration fees complimentary.
    • Technical Exhibits Chair - Up to 3 nights and meals paid for early arrival: technical exhibits oversight.

  14. Invited Speakers (AAPM Members) - AAPM Members provided a complimentary registration for the day of their presentation only. May purchase social tickets.

  15. Invited Speakers (AAPM Members with extenuating circumstances) – At the request of the program organizers and with the approval of the MCC Chair, hotel room, transportation, and meals may be paid for up to 4 AAPM Member Invited Speakers who would not normally attend the Annual Meeting and whose participation is critical to the program. Registration complimentary, including social events.

  16. Invited Speakers (non-AAPM members) - Registration complimentary. Hotel room, transportation, and/or honoraria may be paid as determined by the appropriate program director.

  17. Executive Director – A one-bedroom suite is provided by the hotel outside of the normal complimentary room quota. Transportation, social program (with events), and meals paid.

  18. Headquarters Staff – Hotel room, transportation, social program (with events), and meals paid.

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