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Committee Meetings are usually held at the APS Headquarters at the American Center for Physics (ACP) in College Park, Maryland where excellent facilities exist. Occasionally they are held elsewhere if this can be done economically and it is more convenient for committee members. Meetings held at the ACP are coordinated by the APS Meetings Department, which assists with meeting logistics and hotel reservations. Housing forms are sent to committee members well in advance of a meeting. Members are asked to indicate their needs, particularly anticipated arrival and departure dates as well as any special dietary or housing requirements.
To take advantage of the APS tax-exempt status, hotel room charges are usually billed directly to an APS master account. Rooms are guaranteed for late arrival. Therefore, it is important that committee members inform the APS as soon as possible of any change in travel plans so that reservations can be canceled without penalties. Committee members are responsible for incidental expenses such as personal phone calls, in-room videos, etc. Normally, meals are provided during a committee meeting.