52nd Annual Meeting | November 20 - November 24, 2024
Québec City Convention Center | Québec City, Quebec, Canada

If you have any questions please reach out to the NAPCRG office at napcrgoffice@napcrg.org.

Organizations wishing to hold meetings/events in conjunction with the Annual Meeting between Wednesday, November 20th, and Sunday, November 24th, must submit the Affiliate Meeting/Event Space Request Form online. Please review the following guidelines carefully before completing the online form.

The meeting/event approval process can take up to 21 business days from the submission date. Space assignments will begin once final conference programming has been completed. Once your meeting/event has been reviewed, you will receive an email notification confirming your meeting/event. The Québec City Convention Center, Hilton Québec, and Delta Québec will not reserve meeting rooms/function space for ancillary meetings for any individuals/organizations during the annual meeting without prior approval from NAPCRG. NAPCRG reserves the right to decline approval of any ancillary meeting or event request.

The space application deadline is Monday, October 21, 2024. After this date, you are still able to submit requests and staff will accommodate, if possible. Available space is assigned on a first come, first serve basis.

Please note: NAPCRG does not allow affiliate meetings to be held during our scheduled educational programming.

We encourage meetings/events to be held during the following times:

• Wednesday, November 20:
  
  • Between 6:30 pm and 8 pm
• Thursday, November 21:
  • Before 8:00 am
  • Between 12:15 pm - 1:30 pm
  • After 6:00 pm
• Friday November 22:
  
  • After 12:30 pm
• Saturday, November 23:
  • Before 8:00 am
  • Between 12:00 pm - 1:00 pm
  • After 6:15 pm
• Sunday, November 24:
  • Before 8:00 am

Cost
There is no fee for meeting space at the hotel, but NAPCRG does collect administrative/event coordination fee of $100 for meetings up to four hours and $250 for meetings over four hours. This fee includes NAPCRG coordinating the logistics of your room set and basic audiovisual.

NAPCRG committees, special interest groups and partner events are excluded from this fee. NAPCRG committee meetings will not have food and beverage during their meetings. Click here to learn more about becoming a NAPCRG partner.

NAPCRG Responsibilities

• Event and Space Confirmation: A NAPCRG staff member will contact you to confirm your event space and connect you with the Event Manager.
• Audiovisual: In most cases, NAPCRG will provide basic audiovisual equipment to include, meeting space Wi-Fi, video data projector, screen, laptop, not to exceed NAPCRG inventory. If audiovisual needs exceed NAPCRG inventory, additional fees may occur. 
• Event Promotion: Your event will be included in mobile application schedule unless otherwise requested.

Affiliate (Host) Responsibilities

• Submit Event Details and Administrative Fee: An Affiliate Meeting/Event Space Request form and non-refundable administrative/event coordination fee must be submitted for the event you plan to host during the Annual Meeting.
• Joint Events: You may host a joint event with another organization, but one person/organization must serve as the primary host and the other(s) co-hosts. The primary host will receive all event correspondence and will be responsible for disseminating to co-hosts.

Questions/Inquiries
Please contact NAPCRG staff at napcrgoffice@napcrg.org with any questions or for more information.