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Administrative Policies and Procedures

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Policy number Policy name Policy date Sunset date
AP 23-L Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 3/18/2014 12/31/2019
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, including social events.

  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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