Event Request Form

This form must be submitted by Friday, January 11, 2019. After this date, rooms cannot be guaranteed.

Please use a separate form for each event you are organizing at CCME 2019.

Meeting length Meeting booked before December 31, 2018 Meeting booked after January 1, 2019
Meeting held Thursday, April 11, Friday, April 12, or Saturday, April 13 Meeting held Sunday, April 14, Monday, April 15, or Tuesday, April 16 Thursday, April 11, Friday, April 12, or Saturday, April 13 Meeting held Sunday, April 14, Monday, April 15, or Tuesday, April 16
0-4hrs. $250.00 $275.00 $300.00 $325.00
4hrs + $400.00 $450.00 $500.00 $550.00

These fees are for room booking fees only. Audio/Visual and Food and Beverage request will be billed. This charge does not apply to CCME partner organizations and University faculty receptions.

Please note: If you are not attending the conference, but are attending meetings before or during the conference, you are still required to register for the conference. There are "day registrations" on the registration form for this very purpose.

Booking Details



Please note that meetings of any kind will not be booked during the following blackout times.

Blackout dates/times:

  • Saturday, April 13, 2019 4:00pm to 6:30pm
  • Sunday, April 14, 2019 8:30am to 9:30am
  • Sunday, April 14, 2019 1:30pm to 3:00pm
  • Monday, April 15, 2019 8:30am to 9:30am
  • Tuesday, April 16, 2019 10:30am to 11:30am

Is this a multi-day event?

Day 1 1st Choice (start time)

Day 1 1st Choice (end time)


Day 1 2nd Choice (start time)

Day 1 2nd Choice (end time)


Day 2 1st Choice (start time)

Day 2 1st Choice (end time)


Day 2 2nd Choice (start time)

Day 2 2nd Choice (end time)


Please note, room assignments will be made based on this number.

Room Format

Personnel

CHAIR:
Refers to the person hosting the event onsite at CCME 2019, not the person organizing the event. The chair's full name, title and organization will be published in the CCME 2019 preliminary and final program.

Example: Dean, Chair of the Public Health Educator's Network, Director, Vice President, etc.

CO-CHAIR (if applicable):

Example: Dean, Chair of the Public Health Educator's Network, Director, Vice President, etc.


Event Coordinator:

The event coordinator is the point of contact for any questions regarding setup, AV, catering and/or other event logistics.

Food & Beverage

If 'yes', the event coordinator will be contacted with further information.

Audio Visual

Please indicate if you will require any of the following audio visual equipment:




Financial Invoicing

Information below should indicate who will be receiving the final invoice after CCME 2019.

Terms and Conditions

The Event Request Form must be received no later than Friday, January 11, 2019 @ 11:59pm.

In the following statement “venues” represents the Scotiabank Convention Centre, Marriot Niagara Falls Gateway on the Falls and Marriott Niagara Falls Fallsview. Other establishments may apply

All event room setups, catering requests and audiovisual requirements will be made through the Canadian Conference on Medical Education (CCME) conference secretariat, The Association of the Faculties of Medicine of Canada.

Please do not contact the venues directly with regards to your event at the 2019 CCME. Certain exceptions may apply with CCME’s consent.

All specific event room requests, setups and times will be considered; however, the CCME secretariat reserves the right to make adjustments if necessary.

Catering

Initial catering requests must be directed to the CCME secretariat by no later than Friday, March 1, 2019.

All catering must be provided by the venues. Should any outside food be brought into the function rooms, the fine incurred from the hotel or conference centre will be re-directed to the organization assigned to the function room.

Audio Visual (AV)

Initial AV requirements will be provided to CCME with this request.

All AV equipment must be ordered by CCME through CCME’s audio visual provider Freeman.

The use of personal equipment, such as laptops and projectors, is allowed with CCME’s approval.

AV Labour for setup and dismantling will be charged to the ordering party after the conference based on the size, complexity and duration of the event.

Room Setup

In order to accommodate the greatest number of groups, the requested room setup(s) may not be available should there not be enough time to flip the reserved space.

CCME reserves the right to change setup or move an event if necessary. CCME will communicate any changes to the function coordinator.

Final Program

Session Titles, Name of Chairs/Co-Chairs, and other function related information (inclusive of changes requested from the Preliminary Program) must be received no later than Friday, Feb 8, 2019.

Final Deadline

All changes in delegate numbers attending individual functions, audiovisual requirements, catering needs, or function room setup(s), must be directed to the CCME secretariat as soon as possible and before Monday, March 5, 2018.

Changes may not be possible after this date but we will do our best to accommodate any unforeseen circumstances.

Billing

Costs incurred for catering and audiovisual will be the responsibility of the ordering party and will be invoiced by CCME after the conference.

Note: AFMC will cover the cost of basic AV equipment such as screens, LCD projectors, and flip charts for all AFMC Committees only. Further details will be transmitted to the Committees.

6 + 0 =