AHQA/AHQF 2004 Annual Session and Technical Conference/MEETING MANAGEMENT INFORMATION

Meeting Space Management Guidelines All meeting space needed for functions during the 2004 Annual Meeting and Technical Conference must be arranged through the American Health Quality Association's (AHQA/AHQF) and American Health Quality Foundation, Department of Education and Development. A completed request for space must be submitted to the Meeting Planner in order to be considered for space. The Meeting Planner is the only individual authorized to approve assignment of meeting space in the conference hotel. Assignment of space is based on the date the form is received-- all forms are accepted on a first come, first serve basis. All requests for meeting rooms must be submitted by January 5, 2004. Meeting space is only available to individuals or organizations attending the conference. AHQA/AHQF is not responsible for any financial obligations that result from your function(s) including audio-visual, food & beverage, special room set-up, etc. Refer to the details below on how to proceed with your request. All requests for meeting space must be submitted in writing on the "Meeting Management Information Sheet." A minimal service charge of $20 is required if you would like your meeting listed in the conference program and signage to be posted. Forward your completed form(s) and any required payments as soon as possible to Attention: Jacqueline Osborne, Meeting Planner, AHQA/AHQF fax 202-331-9334 or via email josborne@ahqa.org. Once your form has been processed, you will receive notification from AHQA/AHQF indicating your room assignment and your designated hotel contact. All requests for audio-visual, food and beverage, room set-up, etc. will be handled by your hotel contact, not AHQA/AHQF. The AHQA/AHQF Meeting Planner is the only individual authorized to make changes in room assignments. The hotel will not make any changes unless they receive prior approval from AHQA/AHQF. The hotel will contact you with all of the necessary paperwork AND to arrange final payment for your requests (audio visual, food and beverage, etc.), not AHQA/AHQF. The hotel will require full payment for all services one-week prior to your event. If the hotel does not receive payment in full before the event(s), the hotel will notify AHQA/AHQF. The AHQA/AHQF Meeting Planner will notify the designated contact for the meeting that the function(s) will be canceled unless payment is received immediately, no exceptions.

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