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Administrative Policies and Procedures

Policy number Policy name Policy date Sunset date
AP 23-T Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 8/2/2018 12/31/2022
Policy source
March 23, 2018 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 for Chairman of the Board and companion, including social events.

  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. Council Chairs and Designates - Hotel, transportation, and meals paid. Reimbursement provided to Council Vice Chairs if attending in place of the Council Chair.

  13. Journal Editors-in-Chief and Editors - Transportation and reimbursement for two nights' hotel and two days' meals. Registration complimentary, including social events.

  14. Meeting support is provided to the following volunteers because their participation is critical to the successful execution of the Annual Meeting:

    • Meeting Coordination Committee Chair and Vice Chair Registration fees complimentary.
    • Annual Meeting Subcommittee Chair and Vice Chair - Registration fees complimentary.
    • Scientific Program Working Group Chair - Hotel room paid and registration fees complimentary.
    • Educational Program Working Group Chair - Hotel room paid and registration fees complimentary.
    • Professional Program Working Group Chair - Hotel room paid and registration fees complimentary.
    • Scientific Track Directors (2) - Hotel room paid and registration fees complimentary.
    • Scientific Track Co-Directors (2) - Registration fees complimentary.
    • Education Track Directors (2) - Hotel room paid and registration fees complimentary.
    • Education Track Co-Directors (2) - Registration fees complimentary.
    • Practical Track Director (1) - Hotel room paid and registration fees complimentary.
    • Professional Track Director (1) Hotel room paid and registration fees complimentary.
    • Professional Track Co-Director (1) - Registration fees complimentary.
    • Technical Exhibits Chair - Up to 3 nights and meals paid for early arrival: technical exhibits oversight. Registration fees complimentary.
    • Specialty Track Co-Directors (2) Registration fees complimentary.
  15. Invited Speakers (AAPM Members) - AAPM Members provided a complimentary registration for the day of their presentation only. May purchase social tickets.

  16. 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 6 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.

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

  18. 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.

  19. Headquarters Staff - Hotel room, transportation, social program (with events), and meals paid.
Items related to this Policy
Policy number Policy name Policy date Sunset date Active?
AP 2-E Travel Reimbursement 10/8/2014 12/31/2019 Active
Policy version history
Policy number Policy name Policy date Sunset date Active?
AP 23-T Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 8/2/2018 12/31/2022 Active
AP 23-S Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 3/23/2018 12/31/2022 Inactive
AP 23-R Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 1/8/2018 12/31/2022 Inactive
AP 23-Q Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 11/13/2017 12/31/2022 Inactive
AP 23-P Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 1/19/2017 12/31/2020 Inactive
AP 23-O Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 11/27/2016 12/31/2020 Inactive
AP 23-N Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 1/14/2015 12/31/2020 Inactive
AP 23-M Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 9/10/2014 12/31/2019 Inactive
AP 23-L Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 3/18/2014 12/31/2019 Inactive
AP 23-K Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 9/12/2012 12/31/2017 Inactive
AP 23-J Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 6/19/2012 12/31/2017 Inactive
AP 23-I Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 9/8/2010 12/31/2015 Inactive
AP 23-H Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 7/22/2010 12/31/2015 Inactive
AP 23-G Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 10/8/2009 12/31/2014 Inactive
AP 23-F Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 3/30/2007 12/31/2012 Inactive
AP 23-E Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 9/29/2006 12/31/2011 Inactive
AP 23-D Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 12/1/2004 12/31/2009 Inactive
AP 23-C Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 11/28/2001 12/31/2006 Inactive
AP 23-B Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 4/26/2001 4/26/2006 Inactive
AP 23-A Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 4/1/2000 4/1/2005 Inactive

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