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Annual Meeting FAQ

Before the Meeting

Pre-Registration

We strongly encourage all attendees to pre-register online for all Annual Meeting events you plan to attend. Pre-registration closes on Monday, April 29th, at noon and on-site registration opens Thursday, May 2nd, at 6:30 a.m.

By pre-registering, it allows for faster on-site check-in, an adequate number of seats for your district in the House of Delegates (HOD) sessions, and accurate meal counts. 

How do I get information about my district caucus meeting?

Most districts, regions, and sections will hold caucus meetings during the morning of the House of Delegates’ sessions usually starting around 7 a.m.; however, start times vary for each meeting. Your regional manager is your best contact person for information about your caucus meeting. Contact the Northeast Regional Manager here, the Southeast Regional Manager here, and the West Central Regional Manager here. If you are unsure of your district/region, please click here. The final caucus schedule will be posted here on April 9.

Should I bring my laptop?

Because of the way most rooms are set up to accommodate many people comfortably, we do not provide outlets in the meeting rooms. However, there are charging stations in the back of the amphitheater at the World Trade Center for Thursday events, in Commonwealth Hall for Friday’s events, and in the Plaza Ballroom at the Seaport Hotel on Saturday. Please bring your laptop fully charged each day.

Is Wi-Fi available at the meeting and is there a charge?

Yes. Wi-Fi is available to meeting attendees at no charge. 

What is the meeting registration cancellation policy for my meeting registration?

A full refund will be provided to attendees who cancel prior to the start of the Annual Meeting.  

During the Meeting

What are the registration desk hours?

Registration desk hours:

  • Thursday — 6:30 a.m.–5 p.m.
  • Friday — 6:30 a.m.–3:30 p.m.
  • Saturday — 6:30 a.m.–close of HOD session

Where is the registration desk on-site?

  • On Thursday and Friday, the registration desk will be located in the Atrium Lobby of the World Trade Center. 
  • On Saturday, the registration desk will be located in the Plaza Ballroom Foyer at the Seaport Hotel

Pre-registered attendees will check themselves in on iPads and print their own badge with QR code for scanning yourself into HOD and CME sessions. 

Delegates are reminded to scan themselves in using their QR code for all HOD and CME sessions to receive proper attendance credit. 

Will shuttle service be available between the Seaport Hotel and the World Trade Center?

Yes.

Are there exhibits taking place at the meeting?

Yes. Exhibits are Thursday of the Annual Meeting at the World Trade Center.

How many CME hours can I earn at the Annual Meeting?

Please view www.massmed.org/annual2019/cme for complete CME credit information.

What is the MMS doing to make its meeting more green?

The MMS makes efforts each year to make our meetings greener and reduce our impact on the environment.

Green initiatives this year include:

  • Online access to the HOD Delegates’ Handbook and Reference Committee reports
  • Online Testimony Opportunity — ability to testify online up through the morning of the Opening Session of the HOD
  • Online access to CME presentations and course evaluations
  • Webcaster Opportunity for the Annual Education Program
  • Electronic Voting at the HOD
  • Registrant badges and collected meeting materials will be recycled and reused where appropriate

Not only is the city of Boston committed to green initiatives, but the Seaport Hotel and World Trade Center has its own program called Seaport Saves, which is dedicated to increasing sustainability and conservation throughout all aspects of their organization. In addition, the Seaport Hotel makes specific efforts for meetings and conferences. To read more, please click here.

As we continue to make green improvements to our meetings, we welcome your ideas to help us achieve this goal. Please contact us if you have suggestions for improvement.

May I bring a guest?

Our registration system is designed to tailor the available event sessions based on your eligibility driven by your category of membership (including resident/student members), MMS alliance, non-member physicians, allied health, and other registrants and your House of Delegates status (MMS members).

Registrants who are not delegates are welcome to attend the business meetings of the House of Delegates. They are considered observers, are required to sit in the observer section during the Second Session, and should register ahead of time.

Am I required to wear my name badge?

Yes. All registrants will be provided a name badge for use during the meeting.

For security purposes, name badges are required at all business meetings, educational sessions, and luncheons. They are not required for social events. Individuals not wearing a name badge during the required events will be directed to the registration desk to register and obtain a badge. QR codes are also printed on your badge. Without your badge and QR code you will be unable to scan in at the HOD or CME sessions and will need to return to registration to obtain another badge.

What if there is an emergency at the meeting?

In the unlikely event of a fire or other building emergency, an alarm will activate followed by a message with directions indicating if guests should leave the building immediately. In this unlikely event, the security officer assigned to events will lead evacuations. For medical or security assistance, dial 5050 from any conference phone. The Seaport Hotel and World Trade Center have defibrillators on-site on each level and at the hotel parking cashier, a medical response vehicle, and also portable automatic external defibrillators.”

The registration desk is equipped with a listing of the personal emergency contacts provided by each attendee on their registration form. In the event of a personal emergency, MMS staff will communicate with the emergency contact that has been provided to us on your registration.

Do you require aid/service at the meeting?

If you need any aid or service to participate fully in the meeting, please email annual@mms.org and we will do our best to accommodate your needs.

What should I wear to Annual Meeting events?

Attire for the majority of the meeting is business wear. Every effort will be made to provide a comfortable environment; however, meeting room temperatures can fluctuate greatly and may be difficult to control. The temperature is often cool in the meeting rooms; therefore, a jacket or sweater is recommended for the conference. Cocktail or “after-five” apparel is appropriate for the Inauguration and Awards Dinner.

What is there to do in Boston?

Please visit this link for additional activities to do in Boston. In addition there is much to do in and around the conference and hotel area.  

After the Meeting

Will I be able to provide feedback about the meeting?

Yes. All CME course evaluations will be conducted electronically. An email will be sent within 5–7 days after the meeting to the email address we have on file. In addition, if you have specific feedback about the meeting, please email us at annual@mms.org.

What happens after the HOD meeting to the items that were adopted?

The Board of Trustees (BOT) refers all final policies/directives to the appropriate committee(s) for implementation or for report back to the HOD. If the HOD voted to refer a resolution/report to the BOT for decision or a report back to the HOD, the BOT will refer it to the appropriate committee(s) for analysis. 

Final House votes and referrals are posted on the MMS website under Annual and Interim Meetings after the June BOT meeting. If you need additional information, or have questions related to the House of Delegates meeting, please contact houseofdelegates@mms.org

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Reference Committee Reports

The A-19 reference committee reports are now available.

View Reports »

Delegates’ Handbook/Online Testimony

Click Here to view the Delegates’ Handbook

Testify Now on resolutions and reports

House of Delegates

Learn more about the MMS’ policy-making body, the House of Delegates

Program Brochure 

Download the 2019 Annual Meeting Program Brochure 

Save the Date for These Upcoming Meetings

2019 Annual Meeting - May 2 - 4, 2019, Seaport Hotel and World Trade Center, Boston

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