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Policy number Policy name Policy date Sunset date
AP 23-X Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 9/21/2023 12/31/2026
Section
Policy source
September 21, 2023 EXCOM Meeting Minutes
Policy text

Unless otherwise indicated, complimentary registration includes the ability to earn MPCEC, access to on-demand content from the meeting and social events.

  1. President and Companion- A two-bedroom suite, transportation, meals, and bar set-up paid, with expenses budgeted under EXCOM. Registration complimentary.

  2. President-Electand Companion - A one-bedroom suite, transportation and meals paid for President-elect,, with expenses budgeted under EXCOM. Registration complimentary.

  3. Chair of the Boardand Companion –A one-bedroom suite, , transportation and meals paid. with expenses budgeted under EXCOM . Registration complimentary.

  4. Secretary- Hotel room, transportation, and meals paid, with expenses budgeted under EXCOM. Registration complimentary.

  5. Treasurer- Hotel room, transportation, and meals paid, with expenses budgeted under EXCOM. Registration complimentary.

  6. Family of Memorialized Party (spouse and immediate family)- Hotel room(s), transportation, and meals paid, with expenses budgeted under the Awards and Honors Committee. Registration complimentary.

  7. Coolidge Awardee and Companion– Hotel room, transportation, and meals paid, with expenses budgeted under the Awards and Honors Committee. Registration complimentary.

  8. Marvin M.D. Williams Awardee and Companion– Hotel room, transportation, and meals paid, with expenses budgeted under the Awards and Honors Committee. Registration complimentary.

  9. Edith H. Quimby Awardee and Companion– Hotel room, transportation, and meals paid, with expenses budgeted under the Awards and Honors Committee. Registration complimentary.

  10. John S. Laughlin Awardee and Companion– Hotel room, transportation, and meals paid, with expenses budgeted under the Awards and Honors Committee. Registration complimentary.

  11. Honorary Member Awardee and Companion– Hotel room, transportation, and meals paid, with expenses budgeted under the Awards and Honors Committee. Registration complimentary.

  12. Council Chairs and Designates– Hotel, transportation, and meals paid, with expenses covered under the individual council budget. Reimbursement provided to Council Vice Chairs if attending in place of the Council Chair.

  13. Journal Editors-in-Chief and Editors(per contract) - Transportation and reimbursement for two nights' hotel and two days' meals, with expenses budgeted under the Publications Budget. Registration complimentary.

  14. Meeting support is provided to the following volunteers because their participation is critical to the successful execution of the Annual Meeting. Hotel accommodations as noted are up to seven (7) nights maximum starting Friday to Friday. The below expenses are budgeted under the Annual Meeting, Registration Complimentary
    • Meeting Coordination Committee Chair and Vice Chair– Registration complimentary.
    • Annual Meeting Subcommittee Chair and Vice Chair- Hotel room paid and registration complimentary.
    • Scientific Program Working Group Chair- Hotel room paid and registration complimentary.
    • Scientific Program Working Group Designate Chair – Registration complimentary.
    • Educational Program Working Group Chair- Hotel room paid and registration complimentary.
    • Education Program Working Group Designate Chair – Registration complimentary.
    • Professional Program Working Group Chair- Hotel room paid and registration complimentary.
    • Professional Program Working Group Designate Chair – Registration complimentary.
    • Scientific Program Directors (3)- Hotel room paid and registration complimentary.
    • Scientific Program Co-Directors (3)- Registration complimentary.
    • Education Program Directors (2)- Hotel room paid and registration complimentary.
    • Education Program Co-Directors (2)- Registration complimentary.
    • Professional Program Director (1)– Hotel room paid and registration fees complimentary.
    • Professional Program Co-Director (1)- Registration complimentary.
    • Technical Exhibits Subcommittee Chair–Hotel room paid. Meals paid for up to three (3) days pre meeting, starting Thursday - Saturday. Registration Complimentary. .
    • Technical Exhibits Subcommittee Vice Chair – Registration complimentary.
    • Specialty Program Co-Directors (up to 4)– Registration complimentary.
  15. Invited Speakers (AAPM Members)- AAPM Members provided a complimentary registration that includes access to in-person sessions and technical exhibits for the day of their presentation only. The registration will not include the ability to earn MPCES or access to the on-demand content from the meeting. May purchase social tickets.

  16. Invited Speakers (AAPM Members with extenuating circumstances)- Registration complimentary. The program directors, with approval from the MCC Chair, may offer an honorarium for up to 6 AAPM Member Invited Speakers who would not normally attend the Annual Meeting and whose participation is critical to the program. The amount of the Honoria 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.
  17. Invited Speakers (non-AAPM members)- Registration complimentary. An Honorarium will be provided to support travel expenses. The amount of the Honoria 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.
  18. Executive Director- A one-bedroom suite, 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 Travel Reimbursement 8/24/2023 12/31/2025 Active
Policy version history
Policy number Policy name Policy date Sunset date Active?
AP 23-A Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 4/1/2000 4/25/2001 Inactive
AP 23-B Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 4/26/2001 11/27/2001 Inactive
AP 23-C Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 11/28/2001 11/30/2004 Inactive
AP 23-D Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 12/1/2004 9/28/2006 Inactive
AP 23-E Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 9/29/2006 3/29/2007 Inactive
AP 23-F Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 3/30/2007 10/7/2009 Inactive
AP 23-G Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 10/8/2009 7/21/2010 Inactive
AP 23-H Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 7/22/2010 9/7/2010 Inactive
AP 23-I Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 9/8/2010 6/18/2012 Inactive
AP 23-J Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 6/19/2012 9/11/2012 Inactive
AP 23-K Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 9/12/2012 3/17/2014 Inactive
AP 23-L Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 3/18/2014 9/9/2014 Inactive
AP 23-M Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 9/10/2014 1/13/2015 Inactive
AP 23-N Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 1/14/2015 11/26/2016 Inactive
AP 23-O Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 11/27/2016 1/18/2017 Inactive
AP 23-P Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 1/19/2017 11/12/2017 Inactive
AP 23-Q Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 11/13/2017 1/7/2018 Inactive
AP 23-R Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 1/8/2018 3/22/2018 Inactive
AP 23-S Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 3/23/2018 8/1/2018 Inactive
AP 23-T Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 8/2/2018 12/31/2022 Inactive
AP 23-U Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 12/1/2019 12/31/2022 Inactive
AP 23-V Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 11/28/2021 12/31/2026 Inactive
AP 23-W Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 3/9/2023 12/31/2026 Inactive
AP 23-X Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 9/21/2023 12/31/2026 Active

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