The online portal for event space requests opens Friday, Sept. 18. All events in conjunction with APTA CSM must be submitted through the portal and approved by APTA. The deadline for submitting event requests is Friday, Oct. 16. See the Submitting Your Request section below for instructions.

Begin Your Request

Requirements and Process

• Event space is provided based on availability in our contracted venues: Pennsylvania Convention Center (1101 Arch Street) and the Philadelphia Marriott Downtown (1200 Filbert Street).
• Space requested at the convention center or the headquarter hotel (Marriott) will require coordination between APTA and the venues and will incur a higher cost. These fees are in addition to any fees charged by the venue. See Event Fees below.
• Space assignments in the convention center and HQ hotels will be confirmed by Friday, Nov. 13. APTA's Member Events team will contact those with confirmed space with instructions for coordinating event details directly with the host venue.
• Events may not include physical therapy-related educational or professional development content.
• Scheduling Constraints:
  • Events taking place at the convention center or HQ hotel on Thursday or Friday evening may require a start time of 5:30 p.m. or later and may require an additional room reset fee due to room turns after educational sessions and for accommodating your requested room set.
  • Events taking place on Thursday evening must conclude by 7 p.m. to not conflict with the APTA Opening Reception.
  • Affiliate events cannot take place during APTA programming (8-9:30 a.m., 10:30-noon, or 2-3:30 p.m.) and cannot have more than 50 people in attendance during unopposed hours in the exhibit hall (9:30-10:30 a.m., noon-2 p.m., and 3:30 p.m.-4:30 p.m.).
• Your transaction fee will be due upon submission of your request. If you submit payment and we are unable to place your event in the convention center or the HQ hotel, you will either receive a full refund or the difference of the fee to locate and book space on your own. Event requests will not be approved until payment is received.

Booking Space at Other Area Hotels

• You have the option of locating and booking space on your own for a fee of $150 (alumni/nonprofit groups) or $200 (physical therapy companies). It does not include the Pennsylvania Convention Center or the Philadelphia Marriott Downtown hotel. A list of affiliated nearby hotels will be provided to the event submitter once payment has been submitted. Affiliated hotels are instructed to contact APTA for approval to place events.
• If you book your event on your own, send the below specs to APTA's Member Events team, and the event details will be published in the APTA CSM online program and mobile app as long as they follow the scheduling constraints outlined above. Any events conflicting with the scheduling guidelines or who have not paid the self-booking fee will not be published to the online program or mobile app.
  • Name of organization
  • Event title
  • Date and time
  • Location name and address

APTA Event Fees

Alumni Receptions and Events

For events or meetings held by universities, schools, associations, or nonprofit groups.

Exhibiting Company Receptions and Events

For events hosted by physical therapy companies.

Companies wanting to host an event at APTA CSM must be an exhibitor or sponsor. These events cannot take place during programming hours or unopposed exhibit hours and must conclude by 7:30 a.m. or start after 5:30 p.m. (pending available space). All-day meetings will not be approved. If you are looking for meeting space during the day, a private meeting suite can be purchased in the exhibit hall.

Cancellation Policy

Once your event has been submitted, any event cancellations received by Jan. 13, 2027, will receive a refund of the APTA event fee minus a $50 administration fee. There will be no APTA event fee refunds for event cancellations after Jan. 13, 2027. For all cancellations, the event hosts, not APTA, are responsible for cancelling with all contracted vendors (catering, internet, electrical, or AV) and any cancellation fees.

Other Costs

Audiovisual, entertainment, food and beverages, and additional rental or labor costs at the venue are the responsibility of the organization hosting the event. Venues do not allow outside food and beverages. Information and instructions on how to coordinate these details with the venue will be provided to event hosts once the APTA event fee is received and space has been confirmed.

If holding your event at the Pennsylvania Convention Center, a room reset fee will be charged to the event host for the convention center to reset the room for APTA programming following your event. 

Submitting Your Request

Log in with your APTA ID and password. If you do not yet have and APTA ID, create a new account.

Once logged in, access the event submission portal to initiate your request.

• Session Title: Enter the name of your event, along with comments, if necessary.
• Select your type of affiliate event:
  • Alumni Events: For events or meetings held by universities, schools, associations, or nonprofit groups.
  • Exhibiting Company Events: For events hosted by physical therapy companies. Companies wanting to host an event at APTA CSM must be an exhibitor or sponsor.
• Give a Description of your event for attendees viewing the online program or meeting app.
• If you do not want your event listed, select "Do not post this event to the online program/meet app."
• Indicate your Estimated Attendance.
• View the APTA event fee for your event under Logistical Information.
• Select Proposed Date, Proposed Start Time, and Proposed End Time.
• Select your Preferred Venue. Note that this is a wish list, and although APTA cannot guarantee your venue selection, we will make every effort to do so.
• Select your Meeting Room Setup.
• Select if your event will need A/V and/or food and beverage.
• Enter your estimated A/V and/or food and beverage budget.
• Enter your Event Contact's phone number. This phone number will be provided to the venues/vendors in case additional information is needed during the planning process or onsite.
• Provide any Additional Notes about your event that can help APTA when placing your event as well as for the venue/vendors as the planning process begins.
• Select the APTA Event Fee for your event in the drop-down. Reference the event fee grid under Logistical Information. Events will not be approved until the correct fee is submitted.
• Click

Search For a Person: Enter your email address or first and last name.

• Choose 

Search Results: Select yourself as the submitter name and click Select.

• Note: If you do not see the submitter name you are looking for, go back to the previous page and confirm that the information entered is correct. If the entered information is correct, click Not Found, click Selecton the Search Results page, and follow the instructions.
• Add or Edit People: You should now see the submitter's name listed. Click Proof and Submit. You can also add other names to this submission by selecting Add New Person.
• Review and Submit: Please follow the instructions at the top of the page to complete the proofreading process and make edits, if necessary. Be sure to print a copy of your events for your records using the printer icon on the page.
• Submit Payment. Payment must be made before your entry can be submitted.
• Click

Your Event Submission Has Been Received: Congratulations.

Questions?

Contact APTA's Member Events team.

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