as you wish it to appear in the ICAM program and to the public
Please note that all plenary sessions are taking place during the listed times below. We would encourage you to plan your event outside of these times to enjoy the exceptional speakers.Blackout dates/times:
Refers to the person hosting the event onsite at ICAM 2024, not the person organizing the event.
Example: Dean, Chair of the Public Health Educator's Network, Director, Vice President, etc.
The event coordinator is the point of contact for any questions regarding setup, AV, catering and/or other event logistics.
Please indicate if you will require any of the following audiovisual equipment:
NOTE: Cost estimates are provided however are subject to change or increase if further customization or adjustments are requested.
25 participants and underMeeting OWL - $389.50 (only available for u-shape or hollow square)
26 participants and overCamera, tripod, audio and video capture cards - $650.50
minimum 4hr call
All costs listed are per-day pricing and are subject to sales tax (5%) from AV supplier
Information below should indicate who will be receiving the final invoice after ICAM 2024.
All Event Requests are treated on a "first come, first served" basis. There are a limited number of rooms, and our team will do the best they can to meet your requirements, but we cannot guarantee the space will be available.
In the following statement "venues" represents the Fairmont Hotel Vancouver and the Hyatt Regency Vancouver. Other establishments may be used if space at the above properties sells out.
All event room setups, catering requests and audiovisual requirements will be made through the (ICAM) planning team. Please do not contact the venues directly with regards to your event at ICAM 2024. Certain exceptions may apply with ICAM's consent.
All specific event room requests, setups and times will be considered; however, the ICAM planning team reserves the right to adjust, if necessary.
Room assignments may be changed up until the day of your event.
All catering orders must be sent to the ICAM planning team by no later than Friday, March 3, 2024. All food and beverage served must be provided by the venues. Should any outside food be brought into the function rooms, any fine incurred from the hotel or conference centre will be re-directed to the organization assigned to the function room.
Initial AV requirements will be provided to ICAM with this request. All AV equipment must be ordered by ICAM through ICAM's audio visual provider. The use of personal equipment, such as laptops and projectors, is allowed with ICAM's approval. Additional AV labour will be charged to the ordering party if any changes are made onsite to event order.
To accommodate the greatest number of groups, the requested room setup(s) may not be available should there not be enough time to flip the reserved space. ICAM reserves the right to change setup or move an event if necessary. ICAM will communicate any changes to the function coordinator.
Session Titles, Name of Chairs/Co-Chairs, and other function related information (inclusive of changes requested from the Preliminary Program) must be received no later than Friday, March 8, 2024.
All changes in delegate numbers attending individual functions, audiovisual requirements, catering needs, or function room setup(s), must be directed to the ICAM planning team by Friday, March 15, 2024. Changes may not be possible after this date, but we will do our best to accommodate any unforeseen circumstances.
Payment for your event must be received no later than 30 days after the final invoice is issued from AFMC.
In order for your event to be finalized, you will receive a final Event Service Agreement from the ICAM team for confirmation. Please allow 10 business days for response to your initial request. If you would like to get in touch with someone about your request, please contact events@afmc.ca.
