AAPM Position Statements, Policies and Procedures - Details


Policy number	Policy name	Policy date	Sunset date
AP 93-I	Guidelines for Complimentary Rooms and Expenses for Spring Clinical Meeting	1/1/2027	12/31/2030
Section
Policy source
March 5, 2026 EXCOM Meeting Minutes, February 15, 2026 Administrative Council e-Vote, and January 2026 MCC Retreat
Policy text
Implementation Note: This version of the policy was approved by the Executive Committee, Administrative Council, and Meeting Coordination Committee in Q1 2026. Due to budget constraints, these updates will take effect beginning with the 2027 AAPM Spring Clinical Meeting. AP 93-H remains in effect for the 2026 Spring Clinical Meeting and can be viewed here. Unless otherwise indicated, complimentary registration for the AAPM member includes the ability to earn MPCEC, access to on-demand content from the meeting and social events; partners and family will receive guest registration. All attendees are responsible for registering themselves for the meeting. Hotel accommodations paid for by AAPM must be at an official AAPM hotel. President – Hotel room, transportation, meals, and meeting registration, with expenses budgeted under EXCOM. President-Elect – Hotel room, transportation, meals, and meeting registration, with expenses budgeted under EXCOM. Chair of the Board – Hotel room, transportation, meals, and meeting registration, with expenses budgeted under EXCOM. Secretary - Hotel room, transportation, meals, and meeting registration, with expenses budgeted under EXCOM. Treasurer - Hotel room, transportation, meals, and meeting registration, with expenses budgeted under EXCOM. Meeting support is provided to the following volunteers because their participation is critical to the successful execution of the Spring Clinical Meeting. Hotel accommodations are up to four (4) nights maximum as needed for meeting support. Hotel accommodations must be at an official AAPM hotel. The below expenses are budgeted under the Spring Clinical Meeting Subcommittee. Meeting Coordination Committee Chair and Vice Chair – Hotel room and registration paid. Spring Clinical Meeting Subcommittee Chair and Vice Chair- Hotel room and registration paid. Spring Clinical Meeting Track Organizers (4)- Hotel room and registration paid. Spring Clinical Meeting Track Co-Organizers (4)- Registration paid. Technical Exhibit Subcommittee Chair: Hotel room and registration paid. Technical Exhibit Subcommittee Vice-Chair:Registration paid. Invited Speakers (AAPM Members) - AAPM does not provide registration expenses, housing and/or travel expenses for member speakers. Speakers must be registered for the meeting and are responsible for registering themselves. All speakers are recommended to secure housing in the official AAPM room block. The program directors, with approval from the SCMSC chair, may offer a limited meeting registration that includes access to in-person sessions and technical exhibits for the day of presentation, with expenses budgeted under the Spring Clinical Meeting. The registration will not include the ability to earn MPCEC, access to the on-demand meeting content, or social event tickets. Social event tickets may be purchased. The program directors, with approval from the SCMSC chair, may offer a regular meeting registration, with expenses budgeted under the Spring Clinical Meeting, for up to 2 speakers who have invited presentations scheduled on more than one day. Invited Speakers (AAPM Members with extenuating circumstances) - The program directors, with approval from the SCMSC and MCC Chairs, may offer a travel stipend and meeting registration for up to 2 AAPM Member Invited Speakers who would not normally attend the Spring Clinical Meeting and whose participation is critical to the program, with expenses budgeted under the Spring Clinical Meeting. Speakers must be registered for the meeting and are responsible for registering themselves. Non-local speakers accepting the stipend must secure housing in the official AAPM room block. The amount of the travel stipend will be determined during the budget process, with 3 levels of support based on the speakers’ location: - Local speaker within a 50-mile radius of the meeting site; - domestic speaker; and -international speaker. Registration complimentary. Invited Speakers (non-AAPM members) – A travel stipend and meeting registration, with expenses paid by the Spring Clinical Meeting. Speakers must be registered for the meeting and are responsible for registering themselves. Non-local speakers accepting the stipend must secure housing in the official AAPM room block. The amount of the travel stipend will be determined during the budget process, with 3 levels of support based on the speakers’ location: - local speaker within a 50-mile radius of the meeting site; - domestic speaker; and -international speaker. Executive Director - A one-bedroom suite, transportation, social program (with events), and meals paid, with expenses budgeted under HQ-Executive Director. Headquarters Staff - Hotel room, transportation, social program (with events), and meals paid, with expenses budgeted under the Spring Clinical Meeting.

Policy number	Policy name	Policy date	Sunset date	Active?
Items related to this Policy
AP 2	Travel Reimbursement	8/24/2023	12/31/2025	Active

Policy number	Policy name	Policy date	Sunset date	Active?
Policy version history
AP 93-A	Guidelines for Complimentary Rooms and Expenses for Spring Clinical Meeting	9/10/2014	12/9/2014	Inactive
AP 93-B	Guidelines for Complimentary Rooms and Expenses for Spring Clinical Meeting	12/10/2014	11/26/2016	Inactive
AP 93-C	Guidelines for Complimentary Rooms and Expenses for Spring Clinical Meeting	11/27/2016	2/7/2017	Inactive
AP 93-D	Guidelines for Complimentary Rooms and Expenses for Spring Clinical Meeting	2/8/2017	12/17/2018	Inactive
AP 93-E	Guidelines for Complimentary Rooms and Expenses for Spring Clinical Meeting	12/18/2018	12/31/2023	Inactive
AP 93-F	Guidelines for Complimentary Rooms and Expenses for Spring Clinical Meeting	1/27/2022	12/31/2027	Inactive
AP 93-G	Guidelines for Complimentary Rooms and Expenses for Spring Clinical Meeting	3/9/2023	12/31/2027	Inactive
AP 93-H	Guidelines for Complimentary Rooms and Expenses for Spring Clinical Meeting	9/21/2023	12/31/2027	Inactive
AP 93-I	Guidelines for Complimentary Rooms and Expenses for Spring Clinical Meeting	1/1/2027	12/31/2030	Active

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