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Section VIII.  Annual Meeting

The purpose of the Annual Meeting is to provide a forum for the consideration of issues pertinent to health care, medical care, medical education and health care delivery.  Numerous educational programs, often participatory in nature, are offered.  This is a major opportunity for the members of the Association to meet other medical and health science students from throughout the United States . From time to time, other student health professional groups and health-oriented groups schedule their conventions and/or annual meetings to coincide with AMSA’s Annual Meeting, which serves to enrich the discussions that take place. All AMSA members are encouraged to attend and participate in the Annual Meeting.  In addition, the House of Delegates meets during the Annual Meeting to formulate the policy of the Association and elect the national officers.

A.            Annual Meeting Site and Date Selection.  After reviewing possible sites for the Annual Meeting, the Board of Trustees selects a date and location three years in advance. The need for such advance selection is due to the number of participants and the actual physical needs for holding such a large meeting. Every attempt is made to offer the membership geographic parity in site selection. Any member may submit suggestions to the Board of Trustees as to possible sites for the Annual Meeting.

                The Annual Meeting is usually held in March and, whenever possible, is scheduled so as to avoid religious holidays.  The Annual Meeting will be held at fully accessible locations, as defined by the Americans with Disabilities Act of 1990. (1997)

B.            The Official Call.  All chapter officers and chapter liaisons receive the “Official Call” one hundred and twenty days (120) days prior to the scheduled date of the Annual Meeting (Constitution and Bylaws—Article IX, Section 10).  The purpose of the “Official Call” is to provide information on functional aspects of the meeting. Contents include:   general convention information; the process for policy formulation; examples of resolution formats; information for potential candidates for national and regional office; the functions of the Delegate(s) and reference committees; the process for Delegate/Alternate Delegate certification and representation in the House of  Delegates; and a calendar of events, including deadline dates for submission of amendments and resolutions.

In the event any chapter fails to receive the “Official Call” according to the above guidelines, that chapter shall be granted a minimum of thirty (30) days to meet any deadline set forth within the “Official Call.”

C.            Financial Assistance to Members Attending the Annual Meeting. The Association attempts to assist with available resources the Delegate(s), Alternate Delegates and/or individual members in defraying costs to attend the Annual Meeting. The Association does make every effort to obtain reasonable housing rates and provide some meals. In addition, the Association will provide the option of food that does not contain meat at those meals provided.  Information on possible sources of revenue is provided to the local chapters, through the “Official Call.” To avoid undue burdens on local chapters, the Association does incur the costs for Trustees and National Officers.