2024 Frequently Asked Questions
Registration Questions
Prior to the EventQ: Are early bird discounts available? A: Yes, early bird rates are available online through August 5, 2024. Q: Where is the conference hotel located? A: Hilton New Orleans Riverside, 2 Poydras St., New Orleans, LA 70130 Q: Is there a room block hotel I can book? A: Yes, you can book a room in our block using the link available on the Hotel & Travel Page. Block room rate is $246 plus tax. The cutoff to book in our room block is October 2, 2024. Overflow hotel options are also available. Q: How secure are my credit card details? A: Credit card payments to aasp are processed through our secure third-party payment processor. Your credit card details are not stored on our site. Please contact the hotel directly to inquire about their credit card policies. Q: If I register online, how do I get my receipt? A: A copy of your receipt will be emailed to you upon completion of your registration and is available to view online or download from your aasp profile. Q: Where can I review my registration information? A: You will receive a copy of your registration details via email after submitting your registration. Please save a copy of this email for your records. Q: Can I register at the event? A: Yes, as long as we have not reached capacity for the venue. Register NowQ: Can I get a refund if I change my mind about attending? A: Cancellation Policy: After registering, if you are not able to attend the Summit, we encourage you to send a substitute attendee. You may substitute at any time, even on-site at the Summit. However, if you must cancel after you have already paid, we can refund your Summit fee, less a $75 cancellation fee. All written cancellation requests must be received by October 14, 2024. No refunds will be issued after October 14, 2024. No refunds can be made by aasp for lodging, airfare, or any other expenses related to attending the conference. Q: If the event is canceled, how do I obtain a refund? A: If aasp has to cancel the event, the office will reach out directly with next steps. Q: I booked the wrong session; can I change my booking? A: For pre-conference sessions and offsite tours, please email the aasp office at [email protected] to update your booking. You do not need to contact the office to change breakout session selections—these responses are used for planning purposes only. Q: I can’t pay by credit card; is there an alternate payment method? A: While payment via credit card is preferred, we also accept checks in USD made payable to Association of Advancement Services Professionals. To pay by check, please select “pay later” at the end of the form and include a copy of your invoice with the check. Mail checks to: aasp 2150 N 107th St, Ste 330, Seattle, WA 98133 If paying by ACH or PO, please contact the aasp Office for more information at [email protected]. Q: I have special accessibility needs/dietary requirements; can you accommodate me? A: We will do our best to accommodate your needs. Please reach out to the aasp Office at [email protected] to let us know what accommodations you require at least six weeks prior to the event. Q: Is there a dress code for the event? A: Conference attire is business casual. Remember to bring comfortable shoes to walk around in and a jacket or sweater as meeting rooms can be quite cool. Q: Where can I find information about the event agenda and schedule? A: Please refer to our Summit website schedule page. Q: Can I bring a guest? If so, what is the cost and what can they go to? A: Guests are welcome at the pre- and post-Summit tours, with a paid ticket. · Tuesday, November 12 @ 6:00 PM – New Orleans Cooking School Demonstration – $55 per person, pre-registration required. · Thursday, November 14 @ 6:30 PM – Frenchmen Street Live Music Pub Crawl – $50 per person, pre-registration required. At the EventQ: What parking arrangements are available at the venue? A: Parking is available at the Summit hotel; $69/night for self-park and $82/night for valet. Other public parking lots are available nearby, prices vary. (Additional details will be available as the event nears.) Q: Is there transportation from the airport to the hotel/venue? A: Taxi, app-based rideshares, and public transportation are available from Louis Armstrong New Orleans International Airport (MSY). It is an approximate 20-minute taxi ride to the hotel. Q: Where do I go to check in for the conference? A: The registration desk which is located on the first floor. Q: Where can I register onsite? A: The registration desk which is located on the first floor. Q: If I lose my badge, where can I get a replacement? A: The registration desk which is located on the first floor for a reprint fee of $5. Q: How do I download the event app? A: We are still building out the event app. Information on how to download the app will be available closer to the summit. Q: Are there breakout sessions? Where can I find information about them? A: Yes, you can learn more about each breakout session by clicking or tapping on the title in the schedule at a glance on the website or in the app. Q: What meals are provided at the event? A: Continental breakfast, lunch and breaks, plus light appetizers at the President’s Reception. Q: What evening events will be happening and is there an extra cost for them? A: There are a few evening events available. · Tuesday, November 12 @ 6:00 PM – New Orleans Cooking School Demonstration – $55 per person, pre-registration required. · Wednesday, November 13 @ 5:30-7:00 PM – President’s Reception · Thursday, November 14 @ 6:30 PM – Frenchmen Street Live Music Pub Crawl – $50 per person, pre-registration required. Q: When do exhibits open? A: Exhibits are open during the following hours: · Wednesday, November 13, 10:30 AM – 5:30 PM · Thursday, November 14, 10:30 AM – 5:30 PM · Friday, November 15, 8:00 AM – 10:30 AM Q: How can I access speaker presentations and resources? A: All presentations shared by speakers will be available on the event app. Q: I forgot which sessions I signed up for. Do I need to know? A: You may go to whichever breakout sessions you like. The pre-conference sessions and some offsite tours require pre-registration. You may email the office or check in with the staff at the registration desk onsite to verify if you pre-registered for one of these sessions. Q: I didn’t sign up for the offsite events or dine-arounds can I still do that? A: Yes, if space is still available. For the offsite events, please email the office to add to your registration. Sign Up for Dine-AroundsQ: How do I complete session surveys? A: Session surveys will be on the home page of the event app. Q: Is there an Exhibitor Passport Program? How does it work? A: Yes! You can participate in the Exhibitor Passport Program by using the conference app to scan the QR codes located at each exhibitor booth. See the conference app for more details. ExhibitorsQ: To whom should I give my Passport Prize donation? A: Please keep your Passport Prize at your booth. We will instruct the winner to retrieve their prize from your booth. Q: Did I get electricity? How do I find out? A: Electricity is not included with your booth but may be purchased for an additional fee. Visit the Exhibitor Resources webpage to access the order form and contact information for the supplying vendor. Q: Is there Wi-Fi? How do I access it? A: Wi-Fi will be available. Details are TBA. Q: Is there an app? How do I get it? A: We are still building out the event app. Information on how to download the app will be available closer to the conference. Q: Is there Lead Retrieval? How do I get it? A: Yes! To purchase lead retrieval, login to your MapDynamics Exhibitor Profile and look for the blue button in the top right of your profile labeled “Need to purchase booth services? Click here.” For more information on lead retrieval, visit the Exhibitor Resources webpage. Q: I want to bring a colleague, what is the cost and what do I do? A: You may register an additional exhibitor representative for $275 per representative. Exhibitor representatives have access to socials, the exhibit hall, the sponsors haven, and meals only. If your colleague is looking to attend the full Summit, they would need to register as a regular attendee. Additional exhibitor badges can be purchased through the conference registration form. Q: Can I share my exhibitor rep badge with my colleague, as long as we use it on different days? A: No, exhibitor rep badges are non-transferable. Q: I’m an exhibitor rep, can I eat with attendees and/or attend sessions? A: Exhibitor representatives have access to socials, the exhibit hall, the sponsors haven, and meals only. If you are looking to attend the full Summit, you would need to register as a regular attendee. Q: When can I set up / break down my booth? A: Setup hours are 12:00 PM - 5:00 PM on Tuesday, November 12 and 8:00 AM – 10:00 AM on Wednesday, November 13. Breakdown hours are from 10:30 AM – 1:00 PM on Friday, November 15. Visit the Exhibitor Resources webpage for the full exhibit hall schedule. Q: How do I ship my materials after the conference? A: Freeman is the contracted exhibitor services provider for this event and will be managing all freight. Login in the Freeman Exhibitor Portal to view material handling rates and shipping details. |
