Event Request Form

This form must be submitted by Friday, January 10, 2020 After this date, rooms cannot be guaranteed.

Please use a separate form for each event you are organizing at CCME 2020.

Meeting length Meeting held Thursday, April 16, Friday, April 17, or Saturday, April 18 Meeting held Sunday, April 19, Monday, April 20, or Tuesday, April 21
0-4hrs. $250.00 $275.00
4hrs + $400.00 $450.00

These fees are for room booking fees only. Audio/Visual and Food and Beverage requests will be billed.

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 indicate if this request is being submitted for an AFMC Committee or Network meeting.
Function Format

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

Blackout dates/times:

  • Saturday, April 18, 2020 16:00 to 18:30
  • Sunday, April 19, 2020 10:00 to 11:30
  • Sunday, April 19, 2020 15:30 to 16:30
  • Monday, April 20, 2020 8:30 to 9:30
  • Tuesday, April 21, 2020 10:30 to 11:30

Is this a multi-day event?

Day 1 (start time)

Day 1 (end time)


Day 2 (start time)

Day 2 (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 2020, not the person organizing the event.

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

Please indicate if you will require any catering needs in connection with your individual session

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:

Projector
Screen

Laptop
Flip Chart

Teleconference Phone
Podium

Microphone
Power Bars/Extension Cord

Financial Invoicing

Information below should indicate who will be receiving the final invoice after CCME 2020.

Terms and Conditions

The Event Request Form must be received no later than Friday, January 10, 2020 @ 11:59pm.

All Event Requests are treated on a "first come, first served" basis. There are a limited number of rooms, and our team will do the best they can to meet your requirements, but we cannot guarantee the space will be available.

In the following statement "venues" represents the Hyatt Regency and Fairmont Vancouver. 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 2020 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, 2020.

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 Online Program and Mobile App

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 7, 2020.

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 Friday, March 6, 2020.

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.

Payment for your event must be received no later than 6 weeks after the final invoice is issued from AFMC. Any final payment received after this date is subject to a late payment fee of $250.00 CAD.