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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 New Orleans, La., between May 21 – 25, 2022. 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 February 8, 2022, 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 April 20, 2022. APA will accept forms after April 20, 2022; however, space will be assigned based on availability and the application fee for space requests will increase on March 3 and again on April 2. 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.

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 21 – Wednesday, May 25, 2022, 8:00 a.m. – 5:00 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 Yadi Belay 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 21 – Wednesday, May 25, 2022, 8:00 a.m. – 5:00 p.m., or during restricted times below.

Product Theatres and Therapeutic Updates: For more information on these non-CME events, please contact Vernetta Copeland 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, and a meal is provided) and Product Theaters (250-300 people, held Sunday-Tuesday in the Exhibit Hall in the Convention Center).

Exhibitor Events: Exhibitors defined as commercial interests by APA, may host private social events. 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 2022 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 or Convocation of Distinguished Fellows.

Activity Day, Date, Time Location
Opening Session Saturday, May 21 – 6:00 p.m. – 7:00 p.m. New Orleans Ernest N. Morial Convention Center
Diversity, Equity and Inclusion (DEI) Session Monday, May 23 – 8:00 a.m. – 9:30 a.m. New Orleans Ernest N. Morial Convention Center
Convocation Monday, May 23 – 6:00 p.m. – 7:00 p.m. New Orleans Ernest N. Morial Convention Center

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.

The APA has established a Collective Exhibits Booth solely for those unable to purchase an exhibit booth. This booth enables groups to provide materials for distribution in a shared, collective exhibit booth. APA reserves the right to deny inclusion of any material in this area. Please contact Vernetta Copeland at 202-559-3432 or email [email protected] for approval, fees, and rules/regulations.

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 March 2 – Early Bird Fee $175 for first meeting, $75 each additional meeting $235 per 24–hour hold requested
Booked between March 3 and April 1 – Advance Fee $195 for first meeting, $95 each additional meeting $615 per 24–hour hold requested
Booked after April 1 – Late Fee $215 for first meeting, $115 each additional meeting $715 per 24–hour hold requested
Pharmaceutical and Commercial Companies — Non–Exhibitor    
Deadlines Standard Fees 24–Hour Hold Fees
Booked by March 2 – Early Bird Fee $320 for first meeting, $100 each additional meeting $835 per 24–hour hold requested
Booked between March 3 and April 1 – Advance Fee $370 for first meeting, $120 each additional meeting $965 per 24–hour hold requested
Booked after April 1 – Late Fee $420 for first meeting, $140 each additional meeting $1,110 per 24–hour hold requested
Pharmaceutical and Commercial Companies — Non–Exhibitor  
Deadlines Fees
Booked by March 2 – Early Bird Fee $3,300 per meeting request
Booked between March 3 and April 1 – Advance Fee $3,300 per meeting request
Booked after April 1 – Late Fee $3,300 per meeting request

Cancellations

Events cancelled on or before March 2 will receive a refund less a 25% APA administrative fee. Meetings cancelled after March 3 but by April 1, will receive a refund of application fees paid to APA, less a 50% APA administrative fee. No refunds will be given for events cancelled after April 20. All cancellations must be submitted in writing to Traci Williams by April 20, at [email protected].

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. 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 Traci Williams 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.

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