Skip to content
This search input has a predictive search function. When 3 letters or more are entered, a number of predictive results appear in a dropdown. Use arrow keys to navigate and use the enter key to go to the page highlighted.
    RENEW JOIN
    Dashboard

    Allied Group Meetings Instructions and Fees

    The Annual Meeting of the American Psychiatric Association (APA) will bring over 14,000 psychiatrists and other mental health professionals to Los Angeles, between May 17 – 21, 2025. To complement the overall program, APA encourages affiliate organizations to host allied meetings and/or special events in conjunction with the meeting. This presents a unique opportunity to conduct your business meetings and social events and network with your colleagues who will already be attending the APA Annual Meeting.

    Beginning October 1, 2025, APA will begin to review and approve meeting requests and then assign appropriate meeting space for use by exhibiting companies, universities and/or nonprofit organizations who have members, personnel or other affiliated individuals attending the APA Annual Meeting. If your group would like to obtain meeting space, please review these rules and regulations, and then complete the online request form. Space is limited and assigned on a first-come, first-served basis, so submit your request early. Deadline for requests is March 17, 2025. APA will accept forms after March 17, 2025; however, space will be assigned based on availability. By approving your application, APA does not endorse or sanction your function, and no such relationship should be inferred by you or implied to the participants.

    Start Your Request

    Definitions of Appropriate Functions

    Business Meeting:
    Small meetings, such as advisory boards, committee meetings or staff meetings, used to conduct the business of your organization.
    Special Events:
    Strictly social in nature and are held at various hotels or other venues. If a specific venue is requested, please include all pertinent information with your request. Such activities may not be held during the APA Annual Meeting's official functions (see schedule below).
    Allied Medical Association Educational Event:
    This is an educational program planned and held by an allied medical association at APA's Annual Meeting. These events are not part of the APA Annual Meeting scientific program. Events may not be commercially funded and may not be held in competition with APA's scientific sessions from Saturday, May 17 – Wednesday, May 21, 2025, 8:00 a.m. – 5:30 p.m., or during restricted times below. CME credit for these programs may be obtained exclusively through APA's Joint Sponsorship program for a fee – contact Ashley Turner at [email protected] for more information.
    Affiliated Commercial Interest Small Meeting:
    These meetings may not provide CME credit. They are not part of the APA Annual Meeting scientific program, and there is no formal presentation. They may not be held in competition with APA's scientific sessions from Saturday, May 17 – Wednesday, May 21, 2025, 8:00 a.m. – 5:30 p.m., or during restricted times below.
    Product Theaters and Therapeutic Updates:
    For more information on these non-CME events, please contact Leslie LeGrande at [email protected] and she will assist you with Therapeutic Updates (for 400+ people and are usually held in the evening in an official APA hotel). Therapeutic Updates do not include program costs, audiovisual, signage, and food and beverages. Those costs are the responsibility of the sponsoring company. Product Showcase Theaters (225 seating capacity), are held Sunday-Tuesday in the Exhibit Hall in the Convention Center with a box meal or snack (optional).
    Exhibitor Events:
    Exhibitors defined as commercial interests by APA, may host private social events, but they may not be held during restricted hours of the meeting. Companies interested in hosting an invite-only event, for a limited number of Annual Meeting delegates, should complete the function space request form. A copy of your invitation will need to be submitted to APA for approval, prior to printing and mailing.

    Meeting space for pharmaceutical companies not exhibiting at the 2025 Annual Meeting will incur an additional application fee (see fee table below).

    Restricted Times

    APA policy does not permit the scheduling of functions during our Opening Session, MindGames, Masters or Convocation of Distinguished Fellows.

    APA Restricted Day and Times
    Activity Date & Time Location
    Opening Session Saturday, May 17 – 10:30 a.m. – 11:30 a.m. Los Angeles Convention Center
    MindGames Sunday, May 18 – 4:00 p.m. – 5:30 p.m. Los Angeles Convention Center
    Masters Monday, May 19 – TBD Los Angeles Convention Center
    Convocation Monday, May 19 – 5:30 p.m. – 6:30 p.m. Los Angeles Convention Center
    For Your Knowledge (APA Non-Restricted Day and Times)
    President's Reception TBD JW Marriott L.A. Live (By Invitation Only)
    APA Foundation Annual Benefit Monday, May 19 – 7:30 p.m. – 10:30 p.m. GRAMMY Museum L.A. Live (Ticketed Event)

    Promotion

    If requested, we will publicize events of Allied Association/Medical Groups in the Component and Allied Activities Book, which is provided to all meeting registrants. Be sure to mark the appropriate box on the form to indicate whether you want your event included. APA's name or logo may not be used on signage or promotional materials for your events unless authorized by APA. Please note that pharmaceutical events are not publicized.

    Distribution of Promotional Materials at the Annual Meeting - The APA prohibits the distribution of any meeting announcements or promotional information, within the Convention Center and/or designated meeting hotels. Companies and organizations who have secured booth space in the Exhibit Hall may only distribute material within the confines of their exhibit space.

    Everyone involved in planning an event must observe the guidelines above. All exhibitors are responsible for ensuring that their company representatives and/or agents adhere to all rules and guidelines for APA's meeting. Violation of these rules may jeopardize future exhibiting status and the ability to hold events at future APA meetings. APA reserves the right to immediately discontinue any event found in violation of these guidelines. If a third party is responsible for logistical management of the event, the company name, contact person, address, email address and phone number must be provided in writing.

    Facility Charges, Application and Cancellation Fees

    ALL charges for space and services levied by the Convention Center, hotel, and/or other venues are solely the responsibility of the function sponsor. APA has no responsibility for or authority over, any such charges, including, but not limited to: room rental, food and beverage, microphones/sound, A/V, computers, electric, telephones, internet, etc. Room Rental & Food Beverage minimum costs will vary by venue, and APA has no control over the cost imposed by the venue. Please be aware that such costs are not included in the APA application fee. APA will provide facility contact information in your confirmation letter. All communication from that point forward will be between the group and the facility.

    Explanation of Application Fees

    Payment of application fees are due to APA at the time the space request is received. All payments must be made by credit card and included with your meeting space request form. The fees outlined below are application fees; and do not cover any charges that may be levied by the Convention Center, hotel, and/or other venues. Space will not be assigned or confirmed until payment of application fee is received.

    Standard Fees apply to groups requesting space for hourly or single-day meetings. These fees also apply to groups requesting multi-day meetings which do not require space being reserved on a 24-hour hold basis.

    24-Hour Hold Fees apply to groups requesting the same space on a consecutive basis for more than one day. This fee is a flat rate fee charged per 24-hour hold request. Please note 24-hour holds may not be available at all hotel properties and will be assigned on a first-come, first-served basis.

    Room Rental & Food Beverage minimum costs will vary by venue and APA has no control over the cost imposed by the venue. Please be aware that such costs are not included in the APA application fee.

    Universities/Medical Associations
    Deadlines Standard Fees 24–Hour Hold Fees
    Booked by November 25 – Super Early Bird Fee $210 for first meeting, $110 each additional meeting $250 per 24–hour hold requested
    Booked by January 20 – Early Bird Fee $230 for first meeting, $130 each additional meeting $630 per 24–hour hold requested
    Booked by March 17 – Advance Fee $250 for first meeting, $150 each additional meeting $730 per 24–hour hold requested
    Booked after March 17 – Late Fee $300 for first meeting, $200 each additional meeting $800 per 24–hour hold requested
    Pharmaceutical and Commercial Companies — Exhibitor
    Deadlines Standard Fees 24–Hour Hold Fees
    Booked by November 25 – Super Early Bird Fee $350 for first meeting, $150 each additional meeting $850 per 24–hour hold requested
    Booked by January 20 – Early Bird Fee $400 for first meeting, $170 each additional meeting $980 per 24–hour hold requested
    Booked by March 17 – Advance Fee $450 for first meeting, $190 each additional meeting $1,110 per 24–hour hold requested
    Booked after March 17 – Late Fee $500 for first meeting, $210 each additional meeting $1,240 per 24–hour hold requested
    Pharmaceutical and Commercial Companies — Non–Exhibitor
    Deadlines Fees
    Booked by November 25 – Super Early Bird Fee $3,400 per meeting request
    Booked by January 20 – Early Bird Fee $3,500 per meeting request
    Booked by March 17 – Advance Fee $3,600 per meeting request
    Booked after March 17 – Late Fee $3,700 per meeting request

    Cancellations

    All cancellation requests must be received in writing to Kendra Campbell at [email protected] by April 25, 2025. A cancellation confirmation will be sent once the request has been processed. Refunds will be issued in the manner payment was received.

    • Before March 31, 2025: Refund less 25% of Total Amount Paid
    • Between April 1, 2025 – April 25, 2025: Refund less 50% of Total Amount Paid
    • After April 25, 2025: No Refunds

    Signage

    APA does not provide signs for allied events. If you desire a sign for your event, you must have the sign made and placed outside of the room. The required signage is 22" x 28". Only one sign placed outside the meeting room is permitted.

    Liability

    For all activities, the organizer of the event or meeting will take full responsibility for the event or meeting and hold harmless the APA, its officers, agents, and employees from any and all liability associated with the event or meeting.

    Questions

    Please contact Kendra Campbell via email at [email protected]:

    • If you have questions concerning the meeting;
    • If you have questions concerning the fees;
    • For all changes, cancellations, and additions to the form; and
    • If you experience problems with completing or submitting the form.

    Medical leadership for mind, brain and body.

    Join Today