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APS Annual Meeting Program Funding Policy & Procedures​

​Policies and Procedures on Use of APS Annual Meeting Program Funds

• Funding for special sessions is allocated from the APS annual meeting budget. After the keynote and plenary speaker budgets are determined, the remaining funds from the annual meeting budget will be disbursed by the Annual Meeting Board​ (AMB) Director and APS Staff, based upon the responses received from the Session Funding Request Form.

• In addition to the budgeted funds, there is a maximum of 25 complimentary registration promo codes to be distributed. The promo codes will be allocated by the AMB Director and Staff, based upon the response in the Session Funding Request Form.   

• Initial funding needs are included in the session submission form. These details are considered during the submission review process. Once accepted, organizers will apply for needed funds through a “Session Funding Request Form."

• Following session acceptance, the session organizer along with input from key session stakeholders, is to complete the "Session Funding Request Form". 

• The funding request form will include the following inquiries:

• Total Amount Requesting
  

• Type(s) of Funding
  

• Speaker Reimbursement

• Defray Costs for Session Materials (handouts, software, samples, etc.)

• Justification for Funding. Select the key driver for your session's funding needs: 

• ​Financial burden of international travel (non U.S.)
• Financial burden of travel due to lack of organizational support 
• Offer an incentive to nonmember of APS
• Honorarium request
• Other
• ​​Provide a brief description of the impact the funding will have on the success of this session and if “other" was selected above, please describe.

• Individual(s) Applying for Funding Reimbursement (if applicable)

• Name, Organization, Location, Contact Information

• Organization Type (Academic, Industry, Government, Non-Profit)

• APS Membership Status (Emeritus, Professional, Early Career, Student, Nonmember)

• Type of Reimbursement: (Travel Expenses, Lodging, Registration, Honorarium)

• Total Reimbursement Amount

• Session Material Costs (if applicable)

• Describe the type of materials, how they will be used in the session, and the impact they will have on the success of the session.

• Total Material Cost

• Funding disbursement for special sessions is based upon what is submitted in the Session Funding Request Form. The AMB Director and APS Staff will review the responses and ensure the funds are allocated in a manner that supports the goals of the annual conference, and the overall strategic vision of APS. Priority will be given to those sessions where the funding will have the largest impact on the goals of the session as approved by the AMB during the acceptance process.

• Funds are provided on a per-session basis. The session organizers (not the sponsoring committee chairs) are responsible for ensuring the funds received are distributed as applied for, and for staying within their allotted funding amount.  

• Funding may be used to defray all reasonable costs of transportation, housing (APS-contracted hotels only), meals, and honoraria. Meeting program funds cannot be used to pay for other items such as refreshments.  

• Funds used for accommodations cover housing at APS-contracted hotels only. The speaker is responsible for making their own reservations.  
  

• Expense reimbursement forms must be submitted no later than 30 days after the annual meeting  (instructions and forms provided by APS Staff). All disbursements will be made within 3 months of the closing date of the meeting.