Conference & Society Department
Frequently asked questions:
Military Societies
- What Military Societies and Organizations does TRUE currently manage?
- How will I know if TRUE can manage my Military Society or Organization?
- After the conference manager has approved my Military Society or Organization, how will I know what services I and TRUE will provide?
- Does TRUE charge the U.S. Military a Society or Organization fee?
- Will my Military Society or Organization have a website?
- When will my Military Society or Organization website be ready?
- What type of information can be posted on my Military Society or Organization website?
- What if our Military Society or Organization does not have by-laws?
- What if our Military Society or Organization does not have a newsletter?
- Who will receive the Military Society or Organization mailings?
- How do we move funds from the present Military Society or Organization to TRUE’s Military Society or Organization account?
- Can TRUE add our present membership list to the current membership list?
- How will TRUE manage the membership of our Military Society or Organization members?
- I can’t find membership under the specific conference; where can I go?
- Can Military Society or Organization be involved in the finances?
- Who receives Military Society or Organization financial information and how often?
- What forms of payment does TRUE accept?
- I have a Research account with TRUE; may I use those funds for our Military Society or Organization?
- I am a vendor, how can I donate funds to a Military Society or Organization?
- What if our Military Society or Organization wants to host a meeting/dinner/reception for our Society members?
Conferences, Meetings
- How will I know if TRUE can manage my conference?
- After the conference manager has approved my conference or meeting, how will I know what services I and TRUE will provide?
- What is the difference between a conference and a meeting?
- Does TRUE charge the U.S. Military a conference fee?
- How does TRUE pay for our military conference or meeting?
- What is TRUE’s fee?
- I have signed a contract with a hotel or for an event. Is that correct?
- Will my conference or meeting have a website?
- When will my conference or meeting website be ready?
- Will I be involved in the budgeting process?
- What happens when there is a deficit or funds remaining after the conference or meeting?
- When will I need to provide staff at a conference or meeting?
- I have a Research account with TRUE; may I use those funds for this conference or meeting?
- What forms of payment does TRUE accept?
- How long before the conference or meeting will my credit card be charged?
- If a pre-registered attendee does not attend a conference or meeting, can they receive a refund?
- I have tried, but I cannot register through the web; what do I do?
- I am a vendor and want to either exhibit or provide an educational grant; what is the process?
- How am I reimbursed when I am Invited Speaker?
- When is a W-9 needed?
Military Societies
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What Military Societies and Organizations does TRUE currently manage? Top
TRUE supports the Society of US Army Flight Surgeons (SoUSAFS), Society of Military Orthopaedic Surgeons (SOMOS), Sports Medicine Society at West Point (SMSWP), and Special Operations Medical Association (SOMA). Military Societies -
How will I know if TRUE can manage my Military Society or Organization? Top
You will know when you complete the Request for TRUE to manage a Military Society on the conference and meeting website. After TRUE reviews your submission a conference manager will contact you for additional information. -
After the conference manager has approved my Military Society or Organization, how will I know what services I and TRUE will provide? Top
The conference manager will draft and email an agreement stating what services TRUE will provide and what information you must provide. Both parties will approve the document and the agreement will also clearly state the cost of the services. -
Does TRUE charge the U.S. Military a Society or Organization fee? Top
No. TRUE charges a yearly fee for services. Fee Schedule -
Will my Military Society or Organization have a website? Top
Yes, TRUE’s web staff will design or update Society or Organization websites. -
When will my Military Society or Organization website be ready? Top
6 weeks after all information has been submitted. -
What type of information can be posted on my Military Society or Organization website? Top
Websites will include: a Welcome from the President, Membership Information, Contributor Information, Newsletter(s), Annual Meeting Information, Board Meeting Dates, By-Laws and Contact Us. -
What if our Military Society or Organization does not have by-laws? Top
Then you are not a Military Society or Organization. -
What if our Military Society or Organization does not have a newsletter? Top
That is a decision for the Military Society or Organization’s Board of Directors. -
Who will receive the Military Society or Organization mailings? Top
The conference manager assigned to the Military Society or Organization at TRUE. -
How do we move funds from the present Military Society or Organization to TRUE’s Military Society or Organization account? Top
Write a check (to TRUE, attention the Society name) and send to your conference manager assigned to the Military Society who will forward to TRUE’s accounting office. -
Can TRUE add our present membership list to the current membership list? Top
Contact our IT Department at webmaster@trueresearch.org. -
How will TRUE manage the membership of our Military Society or Organization members? Top
The society website will have information where potential or renewing members may register online. TRUE can provide your membership chairperson a membership list by year, zip code, last name and duty station, etc. -
I can’t find membership under the specific conference; where can I go? Top
You are a paying member to the Military Society or Organization not to the conference, which is why there is a separate membership and conference fee. Membership information for your Society is online under Military Societies. -
Can Military Society or Organization be involved in the finances? Top
Yes, the President and or Treasurer must complete the Authorized Access Form as they are the only access to the Society funds. -
Who receives Military Society or Organization financial information and how often? Top
The President and Treasurer receive quarterly reports at all Society meetings and when the conference manager has been informed there is a meeting. -
What forms of payment does TRUE accept? Top
TRUE accepts most credit cards, checks, and cash payments at conference sites. -
I have a Research account with TRUE; may I use those funds for our Military Society or Organization? Top
Yes, if the Military Society or Organization is listed in the research project. -
I am a vendor, how can I donate funds to a Military Society or Organization? Top
Go to the Military Society or Organization homepage you want to support. Click on contribution section and you will be given options, including various levels of participation. TRUE accepts most credit cards, checks, and cash payments at conference sites. Complete the form and submit. You will receive an immediate response for your support via email. -
What if our Military Society or Organization wants to host a meeting/dinner/reception for our Society members? Top
There are military regulations that TRUE must comply. The conference manager will tell you if the suggested meeting/dinner/reception is within military regulations.
Conferences, Meetings
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How will I know if TRUE can manage my conference? Top
You will know when you complete the Request for Conference/Meeting Management Form on the conference and meeting website. After TRUE reviews your submission a conference manager will contact you for additional information. -
After the conference manager has approved my conference or meeting, how will I know what services I and TRUE will provide? Top
The conference manager will draft and email an agreement stating what services TRUE will provide and what information you must provide. Both parties will approve the document and the agreement will also clearly state the cost of the services. -
What is the difference between a conference and a meeting? Top
A conference is more than one day and a meeting is one day. -
Does TRUE charge the U.S. Military a conference fee? Top
No. TRUE charges a percentage on all fees from vendors/exhibitors and the conference. -
How does TRUE pay for our military conference or meeting? Top
A percentage of the fee is taken from vendors, contributions, registrations, etc. -
What is TRUE’s fee? Top
Fee Schedule -
I have signed a contract with a hotel or for an event. Is that correct? Top
No. TRUE needs to sign as well as negotiate all contracts with event and hotel personnel. TRUE will arrange with the hotel to place the contract in TRUE’s name for your conference. Military personnel representing the U.S. government cannot sign contracts and could be held liable for all charges. -
Will my conference or meeting have a website? Top
Meetings will not have an individual website. Your meeting will be listed under meetings with all registration, date, time and site information to keep your attendees well informed. Conferences and Military Societies: TRUE’s web staff will design or update present conference and society websites. -
When will my conference or meeting website be ready? Top
When TRUE’s conference department has all the information needed for the website or web listing, the website will be up. The conference site will be ready 8 months out. Meeting web listings will be ready 4 months out unless a shorter time is required. -
Will I be involved in the budgeting process? Top
Yes. As soon as the agreement is signed, we will need to be provided the registration fee (or changes from previous year), if guests are attending and any other fees for registration. From the registration fees the conference manager sets the exhibitor and educational grant fees and other food charges. -
What happens when there is a deficit or funds remaining after the conference or meeting? Top
Deficits are added as an expense to the following year’s event. Additional income is addressed in the agreement. -
When will I need to provide staff at a conference or meeting? Top
For conferences you should not need to provide additional staff. This will be written into the agreement. For meetings you will need to provide staff. The conference manager will work with you and send you all the name badges and information as needed at least 10 days prior to the meeting. No duplications will be sent. -
I have a Research account with TRUE; may I use those funds for this conference or meeting? Top
Yes, if the conference or meeting is listed in the research project. -
What forms of payment does TRUE accept? Top
TRUE accepts most credit cards, checks, and cash payments at conference sites. -
How long before the conference or meeting will my credit card be charged? Top
When it is your personal credit card it is charged within two days of receipt. For a U.S. military credit card it will be charged one month before the conference or as authorized by the U.S. military. -
If a pre-registered attendee does not attend a conference or meeting, can they receive a refund? Top
All charges made on a U.S. military credit card for an attendee that cannot attend the event will receive a refund. Civilian credit card charges will receive a refund if they cancel within the event’s cancellation policy. Industry refunds are addressed in the exhibitor prospectus. -
I have tried, but I cannot register through the web; what do I do? Top
Contact the IT department at webmaster@trueresearch.org. -
I am a vendor and want to either exhibit or provide an educational grant; what is the process? Top
For a conference, go to the specific conference homepage you want to support. Click on exhibit/contribution and you will be given options, including various contributions and exhibit fees. Complete the form and submit. You will receive an immediate response for your support via email. For a meeting, go to the specific meeting web listing you want to support. Contact the conference manager of the meeting via email and an exhibitor support form will be sent for you to complete and return. -
How am I reimbursed when I am Invited Speaker? Top
Requests must be received within 1 month from the end of the conference to be considered for reimbursement. Read, complete and submit an Acquisition Identification Form. -
When is a W-9 needed? Top
A W-9 is needed when any payment is made to an individual or company for services over $600. For example - honorarium, consultants, etc.
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