Guidelines for A.A.H.M. Annual Meetings

TABLE OF CONTENTS

PREAMBLE: THE FUNCTIONS OF THE A.A.H.M. ANNUAL MEETING

PART I. ROLE OF A.A.H.M. OFFICERS AND COUNCIL IN ANNUAL MEETINGS

A. BYLAW REQUIREMENTS

B. THE ROLE OF THE COMMITTEE ON MEETINGS

1. Committee on Meetings
2. Selection of Host Cities

a. Sponsoring Group
b. Facilities
c. Geographic Considerations
d. Coordination with Other Scholarly Meetings
e. Procedure for Consideration of Meeting Sites

C. THE ROLE OF COUNCIL

D. THE PRESIDENT'S ROLE

E. THE SECRETARY-TREASURER'S ROLE

PART II. GUIDELINES FOR THE PROGRAM COMMITTEE

A. DUTIES OF PROGRAM COMMITTEE

B. SELECTION OF PROGRAM COMMITTEE MEMBERS

C. CALL FOR PAPERS

D. EVALUATION OF ABSTRACTS

1. Procedure for Scoring
2. Criteria for Ranking

E. BUILDING THE PROGRAM

F. PLENARY SESSIONS AND SYMPOSIA

G. PARALLEL OR CONCURRENT SESSIONS

H. LUNCHEON WORKSHOPS OR ROUNDTABLES

I. POSTER SESSIONS AND FILM PRESENTATIONS

J. SELECTION AND ROLE OF THE SESSION CHAIR

K. CHRONOLOGICAL SUMMARY OF DUTIES OF P.C.C.

PART III. GUIDELINES FOR LOCAL ARRANGEMENTS COMMITTEES

A. GENERAL SCOPE AND RESPONSIBILITIES

B. COMPOSITION OF THE COMMITTEE

C. HOTEL ARRANGEMENTS

D. FINANCING THE ANNUAL MEETING

1. Donations
2. Registration Fees

E. COORDINATION WITH THE P.C.C. AND A.A.H.M. OFFICERS

F. CONTINUING MEDICAL EDUCATION (C.M.E.) ACCREDITATION

F. THE PRINTED PROGRAM

1. Preparing the Printed Program

a. General Information
b. Listing the Events of the Meeting
c. Advertising

2. Printing the Program
3. Distributing the Program prior to the Meeting

H. BOOK OF ABSTRACTS

I. REGISTRATION PACKAGES AND MEETING BAGS

J. PUBLICITY OF THE MEETING

K. TOURS AND TRANSPORTATION TO OFF-SITE SESSIONS

L. AUDIOVISUAL REQUIREMENTS

M. CEREMONIAL AND OTHER OFFICIAL EVENTS

1. The Opening Session
2. The Honors and Awards Session
3. The Garrison Lecture
4. Presidential Address

N. THE BUSINESS MEETING

O. SOCIAL EVENTS AND INTERMISSION REFRESHMENTS

1. The First-Night Reception
2. The Garrison Reception
3. The Annual Banquet
4. Intermission Refreshments at Scholarly Sessions

P. STAFFING AND OPERATING THE REGISTRATION DESK

1. Registration Staff
2. Equipping the Registration Desk
3. Name Badges
4. Who Should Register?
5. Refunds

Q. FOLLOW-UP STEPS

1. "Instant Post-Mortem"
2. Reporting and Accounting
3. Review of Registrants

R. CHRONOLOGICAL SUMMARY OF DUTIES OF THE L.A.C.

PART IV: GUIDELINES FOR THE BOOK EXHIBIT

A. RESPONSIBILITES OF THE BOOK EXHIBIT COORDINATOR

B. EARLY LOGISTICAL PLANNING

C. INVITATIONS TO EXHIBIT

1. Address Lists of Recipients
2. Letters of Invitation
3. Fees for Exhibit Participation

D. THE EXHIBITORS

1. Current Publishers
2. Publishers' Representatives
3. Antiquarian Dealers

E. HOTEL CONSIDERATIONS

1. Exhibit Space
2. Security Arrangements
3. Floor Plan
4. Signs and Refreshments

F. EXHIBIT CATALOG

G. OPENING AND CLOSING THE EXHIBIT

1. Final Arrangements
2. Setting up the Exhibit
3. Opening Day
4. Closing the Exhibit
5. Follow-up

PART V: GUIDELINES FOR THE CHAIRS OF AWARDS COMMITTEES

1. The Osler Medal
2. The Shryock Medal
3. The William H. Welch Medal (not yet available)
4. Lifetime Achievement Award (not yet available)
5. The Garrison Lecture (not yet available)
6. The J. Worth Estes Prize (not yet available)
7. Jack D. Pressman - Burroughs Wellcome Fund Career Development Award (not yet available)

APPENDIX I: TABLE OF STATISTICS ON A.A.H.M MEETINGS

APPENDIX II: SAMPLE LETTERS USED BY PROGRAM COMMITTEE CHAIR

APPENDIX III: RECENT LOCAL ARRANGEMENTS REPORT

APPENDIX IV: SAMPLE LETTERS USED BY BOOK EXHIBIT COORDINATOR