Specialty Meeting/Webinar Request Form - Submission and Review Process
Individuals wishing to organize an AAPM Specialty Meeting or Webinar are asked to:
- review AAPM Administrative Policy 92
- complete either the Specialty Meeting Request Form or
- the Webinar Request Form
STEP 1: REVIEW AP-92
Before considering the planning of a specialty meeting, applicants are asked to review AAPM AP 92- Policy for a Specialty Meeting
STEP 2: MEETING CONCEPT APPROVAL
The applicant will forward the appropriate form to one of the following for approval of the meeting concept:
- Administrative Council
- Education Council
- International Council
- Professional Council
- Science Council
- Board of Directors
- Executive Committee
Once approval of concept is granted, the applicant will submit the completed form to HQ.
STEP 3: REQUEST FORM REVIEW
HQ will forward the Request Form to the Specialty Meeting Oversight Subcommittee (SMOSC) for discussion. Allow 2 weeks for review.
If SMOSC approves the Request Form:
- SMOSC instructs HQ to proceed with discussion of logistical arrangements and budget preparation with applicant.
If the SMOSC does not initially approve the Request Form:
- SMOSC Chair will discuss the Subcommittee's concerns with the applicant and relay recommendations.
- Request Form to be revised and resubmitted.
STEP 4: COMPREHENSIVE APPLICATION DEVELOPMENT
Once the request is approved by the SMOSC, HQ will forward a copy of the 'Planner Checklist' document to the applicant for review.
HQ will schedule a call with the Applicant in order to discuss the 'Planner Checklist' items.
After input from the applicant, HQ will research cities/venues for in-person events or virtual platforms/logistics and will discuss options with the applicant.
Once a venue has been identified, HQ will coordinate with the applicant to develop a Comprehensive Application to include the following:
- Program timeline/overview
- Logistical planning timeline
- Draft budget for the meeting (no budget is required for a Webinar)
- Notes:
- If Organizers plan to seek additional financial support from outside entities, a deadline date for securing commitments will be established so a final budget with set registration fees can be prepared
STEP 5: COMPREHENSIVE APPLICATION REVIEW
HQ will provide the Comprehensive Application to SMOSC members, who will review and discuss in order to recommend whether or not the meeting should be sanctioned by the Meeting Coordination Committee (MCC).
Note: During this step, the Chair of Online Learning Services Subcommittee (member of SMOSC) may contact Program Organizer(s) to discuss the possibility of digital capture of the meeting for inclusion in the AAPM Online Learning Center (virtual library, online continuing education program or SAM activity) and the various related processes / opportunities. Decisions will impact meeting budget.
If SMOSC approves the Comprehensive Application, see Step 6.
If initially SMOSC does not approve the Comprehensive Application:
- A call will be scheduled between SMOSC and the applicant in order to discuss issues or areas of concern.
STEP 6: RECOMMENDATION
SMOSC will forward final recommendation to MCC.
MCC will discuss and determine whether or not the meeting should be sanctioned by the Administrative Council.
MCC will forward its final recommendation to the Administrative Council.
If recommendation approved by the Administrative Council, HQ begins work with applicant.
QUESTIONS or INQUIRIES
Please contact
Karen MacFarland
Phone: 571-298-1282
Email: karen@aapm.org