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.
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.
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.
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.
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.