AMIA 2014 Allied Group Meeting Instructions & Fees

OVERVIEW

Benefits of Co-Locating a Meeting or Event with the AMIA Annual Symposium

  • Reach over 2,500 people
  • Add complementary content to the meeting agenda
  • Strengthen affiliate organizational ties
  • Promote valuable networking opportunities among attendees

Deadline for requests is October 15, 2014

  • Review the rules and regulations
  • Complete the online request form – fill in all information
  • Submit your request early as space is limited and assigned on a first-come, first-served basis
  • Remember that submissions received after October 15 incur increased application fees

Fees are not due until and unless an application is approved.

DEFINITIONS OF ACTIVITIES

  • Business Meeting - Small meetings to conduct the business of your organization or group which require meeting space at the AMIA-contracted hotel.
  • Special Events - Strictly social in nature and are held during the Joint Summits.  Such activities may not be held during the Annual Symposium’s official functions.
  • Educational Event - These are not part of the Annual Symposium scientific program, may not offer CME, and may not be held in competition with Joint Summit’s scientific sessions or sponsored activities.
  • Meeting space for organizations or groups which are not exhibiting at the AMIA Annual Symposium or are not AMIA Corporate Members will incur an additional application fee (see fee table below).

PROMOTION

If requested, we will publicize events of Allied Groups in the Onsite Program book and AMIA website. Be sure to mark the appropriate box on the form to indicate whether or not you want your event included. AMIA's name or logo may not be used on signage or promotional materials for your events unless authorized by AMIA. Note: If you would like your event to appear in the Onsite Program, you must submit your information no later than Wednesday, September 17, 2014.

Distribution of Promotional Materials at AMIA Meetings - AMIA prohibits the distribution of any meeting announcements or promotional information by an organization/group within the meeting hotel. Organizations who have secured booth space in the exhibit hall may only distribute material within the confines of their exhibit space.

AMIA will designate a literature display area at the hotel. Groups meeting in conjunction with AMIA without exhibit booth space, may display promotional information in this area. AMIA reserves the right to deny inclusion or remove any material in this area. Please contact Lauren Schwartzbart at lauren@amia.org for approval and additional information.

SCHEDULE

AMIA policy does not permit the scheduling of functions during our Opening Session:

Opening Session
Sunday, November 16
1:00 p.m. – 3:00 p.m.

Anyone involved in planning an event must observe these guidelines. All exhibitors are responsible for ensuring that their organizational representatives and/or agents adhere to all rules and guidelines for AMIA Annual Symposium Exhibitor Rules and Regulations.  Violation of these rules may jeopardize future exhibiting status and the ability to hold events at future AMIA meetings. Any event found in violation of these guidelines shall be discontinued immediately. If a third party is responsible for logistical management of the event, the company name, contact person, address, phone number, and fax number must be provided in writing.

FACILITY CHARGES, APPLICATION AND CANCELLATION FEES

Any and all charges for space and services levied by the hotel are solely the responsibility of the sponsoring group.  AMIA 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.  Most hotels will impose a room rental fee and a minimum food and beverage spending. 

AMIA will provide facility contact information in our confirmation letter.  All communication from that point forward will be between the group and the facility.

EXPLANATION OF APPLICATION FEES

Standard Fees - Apply to groups requesting space for hourly or single day meetings. These fees also apply to groups requesting multi day meetings that 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.

Academic/Non-profit Associations

Deadline Standard Fee 24 Hour Hold Fee
Booked by September 15, 2014 $250 for first meeting, $60 each additional meeting $400 per 24 hour hold requested
Booked between September 16 and October 15, 2014 $300 for first meeting, $80 each additional meeting $500 per 24 hour hold requested
Booked after October 15, 2014 $350 for first meeting, $100 each additional meeting $600 per 24 hour hold requested

Commercial Companies – Exhibitors or AMIA Corporate Members

Deadline Standard Fee 24 Hour Hold Fee
Booked by September 15, 2014 $400 for first meeting, $80 each additional meeting $820 per 24 hour hold requested
Booked between September 16 and October 15, 2014 $450 for first meeting, $100 each additional meeting $950 per 24 hour hold requested
Booked after October 15, 2014 $500 for first meeting, $125 each additional meeting $1100 per 24 hour hold requested

Commercial Companies – Not Exhibiting

Deadline Standard Fee 24 Hour Hold Fee
Booked by September 15, 2014 $700 for first meeting, $100 each additional meeting $1200 per 24 hour hold requested
Booked between September 16 and October 15, 2014 $750 for first meeting, $125 each additional meeting $1350 per 24 hour hold requested
Booked after October 15, 2014 $800 for first meeting, $150 each additional meeting $1500 per 24 hour hold requested

Application fees are due to AMIA once the application is approved.  All payments must be made by credit card. A link to the payment page will be sent to approved groups. The fees outlined above are application fees; and do not cover any charges that may be levied by the hotel for the production of your event. Space will not be assigned or confirmed until payment of application fee is received.

Any events cancelled on or before October 15, 2014 will receive a refund of fees paid, less a 50% AMIA administrative fee.  No refund of the AMIA fee will be given for events cancelled after October 15, 2014.  All cancellations must be submitted in writing to Lauren Schwartzbart, Meetings and Exhibits Coordinator, at lauren@amia.org

LIABILITY

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

QUESTIONS

Please contact Lauren Schwartzbart, AMIA Meetings & Exhibits Cooardinator at lauren@amia.org:

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

ALLIED GROUP MEETING FORM

Please access the form by clicking Allied Request Reservation Form.   All required fields must be filled in to submit the request.