Meeting Request Form



This form must be submitted by Monday, March 5, 2018

Please use a separate form for each event you are organizing at CCME 2018.

Meeting length Meeting booked before December 31, 2017 Meeting booked after January 1, 2018
Meeting held Thursday, April 25, Friday, April 27, or Saturday, April 28 Meeting held Sunday, April 29, Monday, April 30, or Tuesday, May 1 Meeting held Thursday, April 26, Friday, April 27, or Saturday, April 28 Meeting held Sunday, April 29, Monday, April 30, or Tuesday, May 1
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.

Meeting Information

Refers to the person hosting the event onsite at CCME 2018, not the person organizing the event.

Example: Dean, Committee Chair (please identify committee), Director, Vice President, etc.

CO-CHAIR (if applicable):

Example: Dean, Committee Chair (please identify committee), Director, Vice President, etc.

Financial Invoicing

Information below should indicate who will be receiving the final invoice after CCME 2018.

Event Coordinator

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

Room Specifications

Blackout dates/times:

  • Saturday April 28, 2018 4:00pm to 6:30pm
  • Sunday April 29, 2018 8:30am to 9:30am
  • Sunday April 29, 2018 1:00pm to 2:30pm
  • Monday April 30, 2018 10:30am to 11:30am
  • Tuesday May 1, 2018 10:30am to 11:30am

Preferred Schedule:

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

Room Format

Food & Beverage

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

Audio Visual

Please note there is a charge for all AV orders. Please indicate if you will require any of the following audio visual equipment:

Terms and Conditions

In the following statement “venues” represents the Halifax Convention Centre and The Prince George Hotel. 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 2018 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 Monday, March 5, 2018.

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 Monday, Feb 5, 2018.

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.


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