- 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.
- The meeting will involve relevant and timely topics:
- that do not significantly duplicate those offered at the annual meeting, summer school, spring meeting, other AAPM meetings/forums, or those of sister organizations, unless there is a specific need for such duplication or repetition.
- The meeting should be scheduled:
- to best utilize staff resources
- to avoid conflict with other AAPM meetings
- to have specialty meetings distributed throughout the calendar year.
- The meeting will have a justifiable cost with consideration of the mission of the AAPM.
- The financial goal of the meeting will be a minimum 10% revenue return to the AAPM.
- Registration fees should be appropriate to match expenses.
- The goal of a 10% return should be achieved without seeking financial support from AAPM councils and committees.
- Approval by EXCOM must be obtained for a meeting that does not intend to meet the 10% revenue return goal.
- 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.
- Components of a specialty meeting that differentiate it from other meetings may include but are not limited to:
- registration process
- exhibit displays
- abstract submission
- website development
- use of other significant AAPM resources.
- The application approval is a multiple-step process:
- first, approval of the meeting concept by a Council, EXCOM, or the Board of Directors,
- second, submission of the application to the SMOSC which upon preliminary approval initiates involvement of AAPM staff, and
- third, approval by SMOSC of the application including the budget,
- fourth, subsequent approvals by the Meeting Coordination Committee and Administrative Council.
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