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Policy number Policy name Policy date Sunset date
AP 92-D Policy for a Specialty Meeting 9/28/2022 12/31/2024
Policy source
September 9, 2014 EXCOM Minutes
Policy text
  1. The meeting will be a benefit to medical physics and related professions. Application for specialty meetings will be submitted to Specialty Meeting Oversight Subcommittee, using a form available on the AAPM website.

  2. The meeting will involve relevant and timely topics:
    1. that do not significantly duplicate those offered at the annual meeting, summer school, spring meeting, other AAPM meetings/forums, or those of affiliated organizations, unless there is a specific need for such duplication or repetition.
  3. The meeting should be scheduled:
    1. to best utilize staff resources
    2. to avoid conflict with other AAPM meetings
    3. to have specialty meetings distributed throughout the calendar year.
  4. The meeting will have a justifiable cost with consideration of the mission of the AAPM.
    1. The financial goal of the meeting will be a minimum 10% revenue return to the AAPM.
    2. Registration fees should be appropriate to match expenses.
    3. The goal of a 10% return should be achieved without seeking financial support from AAPM councils and committees.
    4. Approval by EXCOM must be obtained for a meeting that does not intend to meet the 10% revenue return goal.
  5. The proposal for the meeting should be submitted at a minimum of 4 months and preferably 6 months or more prior to the desired meeting date.

  6. Components of a specialty meeting that differentiate it from other meetings may include but are not limited to:
    1. registration process
    2. exhibit displays
    3. abstract submission
    4. website development
    5. use of other significant AAPM resources.
  7. The application approval is a multiple-step process:
    1. first, approval of the meeting concept by a Council, EXCOM, or the Board of Directors,
    2. second, submission of the application to the SMOSC which upon preliminary approval initiates involvement of AAPM staff, and
    3. third, approval by SMOSC of the application including the budget,
    4. fourth, subsequent approvals by the Meeting Coordination Committee and Administrative Council.
Policy version history
Policy number Policy name Policy date Sunset date Active?
AP 92-A Policy for a Specialty Meeting 9/10/2014 12/31/2019 Inactive
AP 92-B Policy for a Specialty Meeting 12/1/2019 12/31/2024 Inactive
AP 92-C Policy for a Specialty Meeting 7/21/2020 12/31/2024 Inactive
AP 92-D Policy for a Specialty Meeting 9/28/2022 12/31/2024 Active

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