Educational Progamming and Meeting Policies

Meeting Policies 

Meeting Space    

If a company wishes to conduct a meeting or event during an AMCP conference, AMCP must be notified in writing via a Meeting Space Request Form. For a Meeting Space Request Form, contact the AMCP Education and Meetings Department to have the form faxed or emailed to you. An application fee of $1,000 will be charged for ALL requests submitted, regardless of whether they are approved. Your company will be notified by AMCP via e-mail if the request has been approved. If approved, AMCP will provide an authorization memo including the specific hotel contact information for reserving meeting space. AMCP-contracted hotels will require a copy of this memo in order to process arrangements for meeting space. AMCP requires that operating hours for any functions, meetings, symposia or other special events do not conflict with scheduled AMCP programming. 

Hospitality Suites  

Although reservations for suites are to be made directly through AMCP’s housing and registration company, AMCP requires that you submit a Meeting Space Request Form for any and all hospitality functions being held in the suite. Please note that operating hours for hospitality suites – or any special events – do not conflict with scheduled AMCP events or activities. Exhibitors are not permitted to display equipment or products or to conduct product demonstrations in suites or sleeping rooms during the meeting. AMCP has attempted to leave ample time to avoid conflicting events, giving each activity maximum support.  

Door Drops  

Companies that have a booth at AMCP's meeting, or sponsoring an AMCP sanctioned Satellite Symposium, or sponsoring an event in conjunction with the meeting are eligible to conduct a door drop. To do so, submit a Door Drop Request Form (contact the AMCP Education and Meetings Department for a form). The company must forward a sample to AMCP for approval.  Please note it typically takes AMCP 5-7 business days after receiving the completed Door Drop Request Form to review the promotional material.  

An application fee of $1,000 will be charged for ALL door drop requests submitted to AMCP. You will be invoiced this fee directly from AMCP. If approved, AMCP will provide an authorization memo including the specific hotel contact information for making door drop arrangements. AMCP-contracted hotels will require a copy of this memo in order to process arrangements for the door drop. Pricing for the distribution is determined by the individual hotel property and those billing arrangements must be made directly between the company and the hotel.  

Signage   

Companies conducting a meeting, reception, or any event independently of AMCP's meeting will be allowed to place one sign in the AMCP registration area on the day of the event only. All other signage is at the discretion of the contracted facility where the event is taking place. Standard poster size is 28" x 44" (either horizontal or vertical).  

Guidelines for displaying signs on-site:   

1. One (1) sign per event, on the same day your event or symposium is conducted, may be posted near the AMCP Registration area only.
2. One (1) sign per hotel lobby (AMCP defers to individual properties with respect to their signage policies.)   

Important notes:   

• If you are conducting an AMCP Satellite Symposium, please refer to the Satellite Symposium Guidelines for signage information  
• Arrangements for renting easels must be made directly through the hotel or convention center.  
• Individual companies (not AMCP) are responsible for removing and discarding these signs upon the conclusion of the event. 

Mailing List Policy  

Companies requesting a mailing list are subject to AMCP approval as well as the associated fees. The mail list is authorized for a one-time use only. The list may not be used for telephone or personal contact. Prior to releasing or selling of the list, you must submit, via fax or email, a copy or sample of the material (i.e. program brochures, door drop material) to be emailed or faxed to the AMCP Meetings Department for approval. Use of the list is subject to the requirements above and those specified in the AMCP Membership/Conference Registrant Names Rental Agreement. The use of this list is for meeting participation promotion only. 

The mail list charges associated with exhibit presenting companies is:  

• Corporate Member rate = $0.50/name 
• Non-Corporate Member rate = $1.00/name 

* Please note that 3rd party contractors will be charged the non-corporate rate. 

The mail list charges associated with sanctioned satellite symposium presenting companies are: 

• If the commercial supporter of your symposia is an AMCP Corporate Member, the rate = $0.50/name. 
• If the commercial supporter of your symposia is not an AMCP Corporate Member, the rate = 1.00/name.  
• The standard rate of $1.00/name for AMCP Corporate members and $2.00/name for AMCP Non-Corporate members applies to all other mail list requests (e.g. non-exhibiting company, independent offering company, unsanctioned symposia, etc.).  

Questions? Call Susan Noell at 800.827.2627 ext. 618 to request a copy of the AMCP Membership/Conference Registrant Names Rental Agreement.  

Attendee Registration   

AMCP is an organization that represents individuals. In order to be eligible for the AMCP "member" registration rate, you must be an individual member in good standing. If you have any questions about your membership, please contact the AMCP Membership Department at (800) 827-2627. 

Please note that AMCP Corporate Member employees must be individual AMCP members in good standing to be eligible for the "member" registration fee.  

No Shows   

Registrants who do not cancel prior to the conference cancellation deadline and do not attend will be responsible for the full registration fee. 

Grievance Policy   

Should any registrant be dissatisfied with the quality of the continuing education programming offered at an AMCP conference, a request in writing must be submitted to AMCP within five days of the conclusion of the program for consideration of a refund of registration fees. 

Special Assistance