The following guidelines are provided to assist Area Chairs with organizing AAPT-sponsored workshops and tutorials at AAPT National Meetings:

Workshops

• All AAPT Sponsored Workshops must be approved and sponsored by an AAPT Area Committee or the Program Chair. The Workshop Leader and the Area Chair are responsible for submitting the Workshop/Tutorial Request Form by the appropriate deadline: May 1 for Winter Meetings and October 15 for Summer Meetings
  
• Workshops may only be offered on designated workshop days. This has customarily been the first two days of the national meetings.
  
• Workshops are "hands-on" activities and require pre-registration and prepayment.
  
• The Director of Meetings in the AAPT Executive Office will work with Workshop Leaders and Local Hosts to accommodate equipment requests according to the preset fee structure. In cases where equipment is unavailable or too expensive, the Director of Meetings or the Program Chair may suggest postponing the Workshop until a future meeting.
  
• Workshops can be as short as a few hours and as long as a full day.
  
• Although the Workshop Leader lists a maximum number of participants, a smaller maximum number may be set by the Director of Meetings due to room size or equipment limitations (especially for computer-based workshops).
  
• Workshop fees are based on several factors:
  1. The Workshop Leader's budget. This includes estimated costs for duplicating or purchasing handouts, purchasing workshop materials, and shipping expenses. No travel costs are allowed. The budget is then listed as a "per person" cost for the Workshop. Workshop Leaders are encouraged to keep their budgets as low as possible, possibly using grant or departmental money to fund or partially fund these expenses.
  2. The base administrative fee. This is set by the Executive Office and covers such costs as registration, printing costs, room rental, rental of an overhead projector and screen, and Meetings Department staff time.
  3. Additional equipment fees. These cover the costs of renting audio-visual equipment and computers.
• A set of guidelines for setting workshop fees (seen below) is available from the AAPT Meetings Department and is included in the materials that Chairs receive at Programs I.

Tutorials

• All tutorials must be approved and sponsored by an Area Committee or the Program Chair. The Tutorial Organizer and the Area Committee Chair are responsible for submitting the Workshop/Tutorial Request Form by the appropriate deadline: May 1 for Winter Meetings and October 15 for Summer Meetings.
  
• Tutorials may only be offered on designated workshop days. This has customarily been the first two days of the national meetings.
  
• Tutorials are not designed to include "hands-on" activities and are usually scheduled in large lecture rooms to accommodate large audiences.
  
• Tutorials may be as short as one hour or as long as three hours.
  
• Only an overhead projector and a screen are provided on request. There is no leader budget for tutorials.
  
• Participants may register for tutorials in advance or on-site. There is a $10 registration fee.

AAPT Workshop Fee Guidelines

AAPT uses the following guidelines to determine what the cost of a proposed workshop will be per participant.

Questions?
Contact: AAPT Meetings Department

One Physics Ellipse

College Park, MD 20740-3845
Phone: (301) 209-3340
Fax: (301) 209-0845
E-mail: cheimpel@aapt.org