Q: I am a member of APM and I’m the main speaker at a symposium. Is my registration fee waived for the meeting?

A: No. APM members pay the member rate, whether or not they are presenting a workshop, symposium, oral paper, or poster.

Q: I am not a member of APM but my abstract for an oral paper has been accepted. The registration form says non-member presenters “listed in the program” can register at the member rate. How can I tell if I will be listed in the program?

A: When you submitted your abstract, the person you designated as the presenter of your oral or poster paper may register at the member rate. If you are a co-author and will not be presenting (even though you may be present), you must register at the non-member rate if you are a non-member. If there are any changes as to who will be the presenter, notify the Academy office immediately so appropriate changes can be made to the Final Program.

Q: I am able to attend only one day of the annual meeting. Can I register for just one day and not the whole conference?

A: You may register for the Wednesday pre-conference courses without registering for the meeting, but there is no per-day rate for the meeting itself. You must pay the full fee for the three-day meeting even though you attend only one of the days.

Q: What “proof of status” do you need for a student/resident/fellow so that I can register at the student rate?

A: Any of the following are acceptable as proof: a copy of your student ID card at your educational institution; a letter from your program director confirming your participation in the program; a letter from the school’s registrar confirming your current enrollment. If you register online for the meeting, upload an electronic copy of the proof. If you register by mail or fax, send hardcopy of the proof.

Q: My mother is very ill and her doctors have suggested she get her affairs in order. I really want to go to the annual meeting and I want the $100 discount for early birds. Do you have an exception policy for the no-refund-after-November 1 rule in case my mom takes a turn for the worse right before the meeting and I feel compelled to stay close to her, or even to make funeral arrangements?

A: Yes, we do consider exceptions to the rule. If you yourself are too ill to attend and you submit a note from your primary physician, or in extenuating circumstances such as the death of a family member, your case will be reviewed for a full or partial refund.

Q: When I register for the meeting, just how many of those extra events do I have to buy tickets for? Are they all included in my registration fee?

A: On the registration form, event tickets are listed in two separate groups for a reason. The first group, “Guest Event Tickets,” need be purchased ONLY FOR GUESTS as these events are included in the price of registration. The second group, “Optional Event Tickets,” must be purchased for both meeting registrants and guests who wish to attend the respective event.

Q: I won’t know until the last minute if my spouse can join me at the meeting. Can I wait to purchase guest tickets for the luncheons and receptions until I check in for the meeting?

A: Yes, but plan on spending extra time at the Registration Desk for processing the extra tickets. In any case, tickets for any event must be purchased no later than 5:00pm the day before the event so that the hotel can prepare enough food for everyone. The exception is the tennis tournament: tickets must be purchased two weeks in advance.

Q: Is lunch included with the half-day skills courses on Wednesday?

A: No. Lunch is included with only the full-day Updates in Psychosomatic Medicine course. But skills-course registrants may purchase the Wednesday buffet lunch for $25 on the registration form.

Q: Can you assure me that my special dietary needs will be honored at the food functions?

A: The hotel can accommodate special dietary needs if notified well in advance, which means you must notify the Academy office no later than October 15 (register before that date and check the “special dietary needs” box). The Academy will provide the hotel with the names of those who requested special diets so that waiters can serve the special meals to the proper people. It should be noted that meeting etiquette calls for attendees to not claim specially prepared meals that they have not requested in advance.

Q: Do I need to select the workshops and symposia I want to attend in advance?

A: No. Meeting rooms are filled in a first-come, first-to-get-a-seat fashion.

Q: Will I still be able to register in advance after October 22?

A: Yes, at the on-site price. Online registration will be available until October 29. If you register after October 22 by mail or fax, be sure to bring a copy of your completed registration form to the meeting in case it was received too late to be processed completely. Also, expect a delay at the Registration Desk because your badge and other meeting materials may not be ready for you.