The organizer of the meeting or session must be a current member and registered for the APAP|NYC 2019 conference.
The organizer of the meeting or session must agree to become a member (if not already) by October 31, 2018.
The meeting or session will be fully organized and operated by the party proposing the session.
***The body organizing the meeting or session will assume all associated costs (e.g., food and beverages, audiovisual equipment and staff).
The Conference organizers will evaluate all meeting room request forms. The Conference organizers may decline a request, wholly or in part, that is not in keeping with the character and purpose of the Conference.
These meetings and sessions must be open to all APAP|NYC Conference delegates. A limited amount of closed meetings will be accepted, but will not be included in any APAP publications. Meeting room requests that have been received by Friday, September 14, 2018, will be listed in the Program Book and on the APAP website, if the session is open.
Meeting Space Assignments
APAP will offer meeting space in the Hilton New York Midtown or the Sheraton New York Times Square at no charge on a space available basis.
Meeting times and locations are assigned by APAP. Meeting space will be assigned on a first come, first serve basis, in the order of date received. Receipt of your request form by APAP does not guarantee space assignments. Assigned times and locations are non-negotiable, although the organizer’s preferences will be taken into consideration.
All room set-ups (configuration of chairs and tables) will be at the discretion of APAP. No special room set-up requests will be accommodated. If additional expenses are incurred as a result of room preparation (e.g. special room setup or audio-visual equipment), the organizer of the event will be held responsible and will be billed for these charges. Rooms must be returned to the state they were in prior to the meeting.
Audio/Visual Equipment and Catering
No audio/visual equipment or catering is provided by APAP for these meetings. If audio/video equipment or catering is desired, the organizer must make arrangements with the New York Hilton Midtown or Sheraton New York Times Square independently and must take responsibility for all related costs.
Should you require audio/visual or catering for your session, please contact email@example.com and a hotel contact will be sent to you to make arrangements.
Promotions, demonstrations and/or displays of commercial products, services and/or literature are not permitted during these meetings. Meeting organizers may refer to a product as a reference tool during their presentations; however, a complete demonstration or display of the product or service is not permitted.
Signs for meetings may only be placed outside the door entrance to the event. Directional signage for these meetings is prohibited. Organizers are responsible for removing signage and meeting handouts, etc. from their assigned rooms at the conclusion of the event. Organizers will be assessed a cleaning fee for any materials left behind.
Sign Interpreter or Translation
Should you require a recommendation for a New York-based interpretation or translator for your meeting, please contact an APAP representative at firstname.lastname@example.org.