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2008 Annual Meeting

The TMS Board is currently accepting proposals for the 2008 Annual Meeting. The submission deadline is November 30, 2007 (note: this date might change in the next few months - please check back.) Please send your proposal to Rita Barlow or Valerie Slee.

Proposal Information

This is for a 3 day conference. For 2006, we are trying a new format of 2 day conference. If this proves to be successful, then we wil lbe changing the proposal guidelines listed below. Any proposal submitted for 2008 will have to be in compliance with whatever new guidelines are posted.

SITE:

Hotel and Conference Center

• Will accommodate a group up to 200 people
• Be located within 30-45 minutes of an international airport
• Must have a hotel shuttle and/ or airport or public transportation
• Must have a large public room (up to 200 people) available for the entire group
• A few smaller (50-60 people) rooms for smaller group meetings
• No other conference at the hotel can be booked at the same time that would threaten the health of our attendees, such as a perfume company convention, or a convention involving animals or flowers
• The event rooms, the surrounding hallways, and the restrooms must be smoke free (it would be best if the entire facility was smoke free)
• Most, if not all, of the rooms in our block must be smoke free
• There must be free, on-site, off road parking for guests and attendees
• The event coordinator must be available on-site during the meeting

The hotel must provide audio-visual system with:

• An overhead screen
• Microphones
• Computer hook-ups

The hotel must have restrooms that are:

• Clean
• Handicap accessible
• Close to the meeting rooms

The hotel staff must agree not to:

• Shampoo the rugs, except for spot cleaning, within one week of the conference
• Must refrain from any perfumed deodorizers or strong smelling cleaning supplies immediately prior to and during the conference

MEDICAL CARE:

Major Hospital or Teaching Hospital

• Major hospital or teaching hospital, with an ER that can accommodate potentially multiple people with anaphylaxis, within 5-10 minutes
• There must be paramedics available to accompany patients if 911 is called, and not just first responders or EMTs
• The ER Director must be willing to meet with a representative of TMS prior to the meeting.
• A pharmacy must be within 10 minutes of the hotel.
• Cabs must be available for those that need to get to a hospital or pharmacy, and cannot or did not rent a car.

GUEST ROOMS:

• There must be some handicapped accessible guest rooms reserved in our block
• The rooms need to be very clean, with no mold in any corner of the bathrooms
• There can be no history of infestations with vermin or insects
• The hotel must agree to hold the rooms in a reserved block until a week prior to the conference
• A reduced room rate must be arranged for conference attendees
• The majority, or all, of the guest rooms in our block must be smoke free

FOOD:

• Food must be preservative free, freshly prepared and simple
• Ingredient lists for all food items, including sauces and condiments, must be made available for those that have allergies
• All meals (breakfasts and lunches will be provided) will have specific requirements, such as breakfasts must include fresh breads, fresh bakery bagels, fresh fruit (with no lemon or preservatives), pastry, doughnuts, margarine, jelly, cream and cream cheese
• There must be bottled spring water available at all times, along with coffee, tea, and soda

PROGRAM:

A tentative program must be planned out to include:

Thursday evening:

• Early registration

Friday:

• Breakfast and registration at 8am
• Speakers at 9am
• Mid morning and mid afternoon snacks should be provided
• Luncheon provided between 12pm and 1pm
• We usually end the day at 4 m
• Board meeting from 4-5pm
• Dinner will be on your own
• The TMS Board will take the speakers and MAB members out for dinner
• Friday evening should include some entertainment--a dance, music, comedian, etc.--which should appeal to a very diverse population.

Saturday:

• Breakfast and 8-9 am again, with fresh food (not leftovers from the previous day) provided
• Meetings will take place all morning
• Small group meetings in the afternoon
• Luncheon between 12-1pm
• Dinner will be on your own

Sunday:

• Patient support group meeting from 10am-12pm (This patient support meeting may be moved to a time and date earlier in the conference, pending Board discretion)
• Meeting finishes at 12pm

Speakers:

• The board will make the final decision about speakers (they may seek advice from our Medical Advisory Board)
• We will take into consideration any suggestions made by the conference hosts

FORM:

2006 Annual Meeting Proposal Form* (PDF)

* This link requires Adobe Acrobat Reader - please click here for the free download.


DEADLINE:

• Proposals must be submitted no later than November 30, 2005
• Send them to Rita Barlow or Valerie Slee
• A site will be selected by the board, to be announced by early 2006