ACCP Annual Meeting Faculty Participant Proposal Guidelines & Budget Requirements

The American College of Clinical Pharmacology® invites Pre-meeting Workshop and Symposia proposals for the ACCP Annual Meeting on an annual basis.

Course Proposals
The Annual Meeting provides both Pre-meeting Workshop courses and Symposium courses. Workshop proposals can be submitted as either a half (3.5 hours) or full day. Proposals for Symposia are defined as short courses (90–120 minutes) or half-day (3.5 hours).

Proposals must be designed to address a gap in professional knowledge, skills or performance which a healthcare team would utilize to improve patient outcomes or the healthcare profession. (For example, the proposal is based on new regulations/standards or guidelines, national health data or reports or issues/concerns described in the professional literature). Proposals must present valid content that adheres to generally-accepted standards of experimental design and contributes to healthcare improvements for patients and/or their communities. As a provider of Interprofessional Continuing Education (IPCE), Proposals submitted to ACCP must integrate the planning process from two or more professions to promote interprofessional learning. 
 
Proposals must include all of the information as noted in the Proposal Submission System. Proposals will be reviewed for merit by the Annual Meeting Program Committee. Proposals that are incomplete will not be reviewed and proposals that do not meet these guidelines will not be accepted.  

Course Chair Responsibilities

Once a Proposal is accepted, the Course Chair is responsible for final confirmation of the Faculty participant roster, communicating course goals and expectations to Faculty and working with ACCP Staff to ensure that the course meets all ACCP Faculty Requirements.

Basic audiovisual support will be provided (LCD projector/screen, podium with microphone, laser pointer and laptop and a head table with chairs). Additional audiovisual support may be considered on a case-by-case basis.

Course Chair(s) & Faculty Selection

  • Chair and Faculty participants should be chosen to ensure that the course is fair and balanced and represents the various stakeholders (academic, regulatory, industry, clinical, patients, etc.) with an interest in the topic.
  • Course Chair(s) are limited to two (2) and may not be from the same facility, organization, company or other entity.
  • Course Chair(s) must participate as Faculty participants in the course and may not be Chair(s) only.
  • Panel Discussions must be comprised of only Faculty participants from the given Course.
  • For budgetary reasons, a maximum of one (1) international Non-member or two (2) US-based Non-members are allowed per course (any combination of Chair[s] and Faculty participants).
  • For 90–120 minute courses, we recommend no more than four (4) Faculty participants, including Course Chair(s). For 3.5-hour courses, we recommend four–six (4-6) Faculty participants, including Course Chair(s).
  • Faculty participants should not be invited to participate until the Proposal is approved.

Course Budget Planning

  • ACCP provides a course budget based upon the length of the course. Budgets are set at $1,200 per 90-120-minute course and $2,000 per 3-3.5-hour course.
  • Course budgets are used to pay for travel reimbursement for Non-member Faculty only. ACCP Member Faculty are expected to provide for their own travel expenses and are not eligible for travel reimbursement.   
  • Chair(s) are responsible for determining how the budget will be dispersed among Non-member Faculty participants and communicating these allocations to the Faculty and to ACCP Staff for the record. Faculty participants must submit their reimbursement requests in accordance with ACCP guidelines and will not be reimbursed for amounts that exceed the level allocated to them.  
  • Non-member Faculty participants are provided with complimentary meeting registration on the day(s) they are scheduled to speak.
  • Participation on any other day(s) of the Annual Meeting as a Non-faculty attendee requires registration and is not reimbursable.
  • ACCP Member Faculty are not eligible for hotel or travel reimbursement for Pre-meeting Workshops or Symposia in which they speak, nor are they provided with complimentary meeting registration on the day(s) they participate in Symposia. There is no fee for ACCP Members to attend a Pre-meeting Workshop in which they are a Faculty participant. 
  • ACCP does not offer honoraria for Faculty participants.

Submitting an Expense Reimbursement Request

  • ACCP Travel Expense Forms and all receipts must be provided to ACCP within thirty (30) days of the course. 
  • Faculty participants must submit their reimbursement requests in accordance with ACCP guidelines and will not be reimbursed for amounts that exceed the level allocated to them. Your reimbursement includes:
    • mileage/tolls/taxi/ride sharing/public transportation from home to departure airport or train station;
    • round-trip coach air or rail fees made at least thirty (30) days in advance of travel; round-trip private automobile mileage and tolls directly from the Faculty’s residence to the meeting location, not to exceed the above defined coach airfare rate;
    • reasonable taxi/ride sharing/public transportation to and from the destination airport or train station and the meeting hotel;
    • one night of stay and parking at the meeting hotel per day of speaking;
    • meals outside the breakfasts and lunches provided by ACCP as part of the meeting. 
  • Participation on any other day(s) of the Annual Meeting as a Non-faculty attendee requires registration and is not reimbursable.
  • Receipts are required for all expenses, including mileage with accompanying Google Maps documentation and toll documentation.
  • Unless requested by ACCP and approved in writing, changes to travel arrangements that incur an additional fee are not covered by ACCP.  
  • ACCP does not offer reimbursement for Internet access purchased in guest rooms, phone calls, movies, tours, or any expenses incurred by a spouse/family member.
  • Travel expense reimbursements are made by check following the meeting and after submission of a valid travel reimbursement request. If the recipient requires a check to be issued in the name of his/her company or institution, this information must be clearly specified in the name and address portion of the ACCP Travel Expense Form. If the incorrect payee and address are provided in the Travel Expense Forms, the recipient agrees ACCP will deduct the initial check’s cancellation fee from their final reimbursement.
  • All reimbursement checks must be cashed within sixty (60) days of issue and no later than December 25th of the given year. 
  • If a recipient requires a wire transfer reimbursement, they must provide the wire transfer information in writing to ACCP, including written permission for ACCP to deduct the wire transfer fee from the reimbursement.   

*Additional travel funds may be available under special circumstances approved by ACCP's Executive Director.

Please use the following estimates per Non-member participant for developing a course budget:

  • Hotel: One night stay per day of speaking at the meeting-designated hotel.
  • Coach airfare/train: $500 (for US-based Faculty participant)/$1,500 (for international Faculty participant) purchased at least 30 days in advance; travel by car (mileage) will be reimbursed for round trip mileage and local parking if it is less than coach airfare (<$500).
  • Ground transport to and from airport to meeting hotel only, travel meals and expenses for the Faculty Speakers only: not to exceed $200 (meals during the Annual Meeting are provided with registration and will not be reimbursed).

Please note: reimbursement is based on actual costs and cannot exceed the amount that has been allocated.  

*Additional funding: Course Chairs may submit requests for additional funding in addition to the proposal budget. Requests must include how the funding will be secured and should assume 50% of the requested funds raised will support the Non-member Faculty and 50% will be designated for indirect costs.