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Meetings

Agenda
A tentative agenda is now available. The meeting will be held September 26 – 27, 2014 at the Hyatt Regency Chicago located at 151 E Upper Wacker Dr., Chicago, IL 60601

Meeting book
In an effort to "go green," the Fall 2014 Meeting eBook will be available solely by download from the CEHCD website beginning in September 2014. Hard copies of the meeting book will no longer be available on site.

Registration
Online registration is now open.

Please note, you will need to create an account on the AMA website in order to register for the meeting. Creating an account is free.

Hotel Information
A block of sleeping rooms has been secured at the Hyatt Regency Chicago located at 151 E Upper Wacker Dr., Chicago, IL 60601

Participants may by reserve a hotel room online or by contacting the hotel directly at (312) 565-1234. When calling for a reservation, please refer to the "American Medical Association- Commission to End Health Care Disparities."

The AMA-negotiated rate is $189 per night and is valid until September 9th, 2014 or until the room block sells out, whichever comes first.

Doctors Back To School
We are recruiting volunteers to speak to students about careers in medicine and allied health at a Doctors Back to School Program (DBTS) scheduled for Friday, September 26 from 8:30 am - noon. The DBTS Program will be held at Rachel Carson Elementary School located 5516 S Maplewood Avenue. Transportation will be provided from the Hyatt Regency Chicago to and from the school. Please indicate on your registration if you are interested in participating in DBTS.

Mock Medical Interviews
We are also recruiting volunteers to serve as interviewers for students participating in medical school admissions mock interviews scheduled for Saturday, September 27 from 1:30 – 3:30 pm. This event will provide excellent opportunity for students to experience what it takes to successfully prepare for a medical school interview. Student will get the opportunity to meet with physicians and health care professionals as they complete two mock interviews. The program will also include a panel discussion and Q&A session. Please indicate on your registration is you are interested in serving as an interviewer for the students.

Travel waivers:
CEHCD members who will be requesting travel waivers (see below for eligibility information): Please have your CEO or organizational equivalent submit a formal request on your organization's letterhead addressed to the CEHCD Steering Committee explaining why the organization is fiscally unable to cover the cost for travel and lodging. Requests may be submitted via email to Tanya Lopez at tanya.lopez@ama-assn.org or faxed to (312) 464-4111 no later than 11:59 PM on Friday, August 15, 2014. Please note it is the responsibility of the member representatives to follow up with their leadership if they anticipate they will need a travel waiver. The CEHCD will make decisions regarding all travel waivers on a case by case basis.

The CEHCD provides travel waivers to members who face financial limitations. The following criteria and selection process will be used in selecting travel waiver recipients:

Eligibility:
A. Travel waivers are limited to one (1) request per member per meeting with a maximum of two (2) requests per year.
1. The Secretariat and subdivisions of the Secretariat are ineligible to apply for travel waiver.
2. Corporate members are ineligible to apply for travel waivers.
3. While members can apply for a travel waiver for both the Spring and Fall meetings, there is no guarantee that both travel waiver requests will be granted.
4. Members must be actively involved (participating on both a majority of conference calls and in-person meetings) in at least one of the following committees:
a. Advocacy and Policy
b. Health Professional Awareness, Training and Education
c. Research and Data Resource
d. Workforce Diversity and Leadership Development

Availability of Travel Waivers:
A. Travel waivers are limited to eight (8) members per meeting and are subject to available funds.

Travel Waiver Submission Process:
A. Travel waiver requests shall be submitted as a formal letter from the member's CEO or organizational equivalent on the member's letterhead addressed to the CEHCD Steering Committee explaining why the organization is fiscally unable to cover the costs for travel and lodging.
B. Travel waivers may be submitted via mail, email or fax, but must be received by 11:59 PM CT on the due date.

Selection of Travel Waiver Receipt will be based on the following criteria:

  1. The order in which requests were received.
  2. An analysis of the member's participation on one of the aforementioned committees based on attendance as documented in the meeting minutes.
  3. Whether the member has already received a travel waiver for the calendar year.

The Steering Committee will make the final decision on all travel waiver requests.

Guidance for Travel Waiver Recipients:
A. Travel waivers are limited to the cost of transportation and hotel lodging only.
B. Support for transportation will be limited to one of the following per request per meeting:
1. Roundtrip airfare, train or bus fare, limited to coach-class at maximum cost of $1,000 (inclusive of travel incidentals).
a. Travel incidentals such as baggage checking fees, and transportation to and from the airport will be reimbursed with submission of receipt for these expenses.
2. If using own personal vehicle, mileage reimbursement at the IRS-approved rate, and cost for parking at the meeting location will be reimbursed with submission of receipt for these expenses.
C. Support for hotel lodging will be limited to room and tax only and one (1) night per meeting unless explicitly requested in the travel waiver application and special permission is granted by the Steering Committee.
D. Travel waivers do not provide support for meals, snacks, beverages or personal items.