How to Host a Summer Meeting
The following information lists the criteria that AAPT looks for in a host institution for the annual Summer Meeting. Review the guidelines, and if you think your institution can meet our needs...we'd love to hear from you!
1.) Airport: close proximity to a major airport(s) and availability of transportation between the airport and college campus is important (average attendance 1000-1200).
2.) Sleeping Rooms: dorm availability needs to be cleared with the campus housing office. We require some combination of 250 beds, doubles and singles. Other considerations include: are these rooms air-conditioned, do they include private or "shared" bathrooms; and most importantly, the costs of such facilities. We also use about 300 sleeping rooms at nearby hotels, preferably within walking distance of the campus. These hotels are popular with some of our attendees who prefer more private accommodations.
3.) Meals: Since AAPT does not provide daily meals, it is important to have access to restaurant and eateries on campus or within walking distance of the campus and dorms. It is important to have a variety of choices with several low cost options available.
4.) Exhibits: requires one room that is approximately 14,000 square feet with easy access to a loading dock. This exhibit hall set-up could require as many as 50-10x10 booths. Most, if not all exhibitors require electrical and internet access. Preferably this space is not isolated, but located near registration or other meeting functions.
5.) Registration: the registration area will require space for four registration booths, three computer kiosks, information tables and ten poster boards for the High School Photo Contest. AAPT will also need an office and storage room located near this area. Internet access is also a requirement.
6.) AAPT Workshops (Saturday and Sunday only): a minimum of 10 Lab rooms seating at least 24 each, a minimum of 5 lecture classroom seating 25-50 each, and approximately 8 computer labs are needed. LCD projectors, wireless internet access are also frequent requests.
7.) Committee Meetings: a minimum of five rooms, which can accommodate 20-30 people conference style, three rooms which can accommodate 50-75 people, and one room to accommodate 100 people should be designated for the entire week.
8.) Invited/Contributed Sessions: a minimum of 8 lecture rooms to seat 100 each and 2 lecture rooms to seat 200 each. All rooms should be available Monday through Wednesday and will require an LCD projector, screen, podium and microphone. Some rooms also require internet access.
9.) Commercial Workshops: 4 classrooms to seat 50 people should be available Monday through Wednesday. An LCD projector and screen are required.
10.) Plenary: Theater seating for 500 should be available Monday through Wednesday. This room will also be used for the Ceremonial Session and could be used as a site for the Demo Show which is generally held on Tuesday evening. The room will require an LCD projector, screen, podium and microphone.
11.) PIRA: the Physics Instructional Resource Agents have been running a Resource Room during the week of the summer meeting. This room generally measures about 725 square feet, and requires electrical, and Internet access. Preferably this space is not isolated, but located near registration or other meeting functions.
12.) Apparatus Competition: this competition is organized by the Apparatus Committee and requires a room measuring about 725 square feet. Preferably this space is not isolated, but located near registration or other meeting functions.
13.) Two Year College (TYC) Resource Room: This room requires 5 poster boards and 20 chairs. This room generally measures about 725 square feet. Preferably this space is not isolated, but located near registration or other meeting functions.
14.) Poster Sessions: AAPT will host a poster session on Monday and Tuesday evening. This space will need to hold 25 poster boards and allow room for participants to maneuver comfortably between both sides of the posters.
15). PERC: On the last day of the AAPT meeting, the Physics Education Research (PER) group begins their "mini" conference with a banquet and poster reception on Wednesday evening, followed by a day-long meeting on Thursday. The banquet and poster reception requires space for 240 participants with 50 poster boards that remain up through Thursday. The conference will require a plenary room for 240, five breakout rooms for 50 each and space for continental breakfast, morning and afternoon breaks and lunch.
16.) PTRA: It is possible that, one week before the AAPT meeting, the Physics Teaching Resource Agents (PTRA) can bring in approximately 125 teachers. For that week, they will require on a daily basis: 4-5 lab rooms each holding 25-30 people, 1 lecture hall to hold 125 used for 1.5 hours either in the morning or the evening, a room to be used by three Directors as an office, dorm space (about 60 double rooms and 5 singles), and a 3-meal/day dining plan.
17.) Other Pre-meeting Workshops: It is possible that, a few days prior to the AAPT meeting, every three years, the Advanced Laboratory Physics Association can bring approximately 150 people. For approximately 3 days, they will require a combination of labs, classrooms, picnic area and dorm space for about 150 people (a combination of singles and doubles) with a meal plan option in the cafeteria.
18.) Other Pre-meeting Workshops: It is possible that, a few days prior to the AAPT meeting, which may also overlap the AAPT workshops, a Two Year College workshop is held for approximately 40 – 50 people. For approximately 3 days, they will require a classroom for 40-50 people and dorm rooms with a meal plan option in the cafeteria.
To receive a detailed booklet titled "Guidelines On Hosting an AAPT Summer Meeting," contact:
phone: 301-209-3340 fax: 301-209-0845