Here is a list
of the frequently asked questions that AAA receives on the categories of
general information, session programming and scheduling, and our site
selection. If you have other questions that you would like addressed on this
page, please send the question to email@example.com.
GENERAL 2015 MEETING FAQs
Where does the 2015 Annual Meeting take place?
Scholarly sessions and special
events will take place at the Colorado Convention Center and Hyatt Regency Denver.
Where should I stay in Denver?
Hyatt Regency, DoubleTree by Hilton, Courtyard by Marriott Downtown Denver,
Crowne Plaza Denver Downtown, Hilton Garden Inn Denver Downtown, Embassy Suites
Denver-- Downtown Convention Center. Go to our Hotel
page to make your reservations.
It has been brought to our attention that there are non sanctioned companies soliciting our members and exhibitors to secure guestrooms in Denver through their unsanctioned sites versus through one of AAA’s official 2015 hotels. The "National Travel Associates” is not affiliated with AAA and has been engaging in unethical business practices by misrepresenting themselves and soliciting our members and our exhibiting companies. PLEASE DO NOT SECURE HOUSING THROUGH ANY THIRD PARTY OTHER THAN OUR OFFICIAL HOUSING SITE.
The only AAA endorsed housing agency is the Denver CVB and anyone attending or exhibiting at AAA’s Annual Meeting should secure housing through our official web site at http://www.aaanet.org/hotel.
If you are contacted by any other company trying to solicit hotel rooms, please be advised they are not affiliated with AAA. You run the risk of your reservation not being honored or a guestroom not being available for you when you arrive into Denver in November.
AAA has negotiated and secured a limited number of reduced-rate hotel rooms to make your convention experience to Denver affordable and worthwhile. All guestrooms within the AAA 2015 room block include complimentary in-room internet and each of the hotels has been properly vetted and secured as an official AAA 2015 property. View our hotels and we encourage you to book early for the best selection and price. To make your guestroom reservation go to our Hotel Page.
Do I need to register
All attendees of the 114th Annual Meeting must be registered.
The rates currently listed are the
Pre-Registration Rates. Pre-Conference
Rates will be active until October 31, 2015. You can register here.
Where is registration
Registration will be located at the
Colorado Convention Center
What are the registration hours?
Tuesday, November 17
7:00 AM to 5:00 PM
Wednesday, November 18
7:30 AM to 6:15 PM
Thursday, November 19
7:30 AM to 6:15 PM
Friday, November 20
7:30 AM to 8:00 PM
Saturday, November 21
7:30 AM to 6:15 PM
Sunday, November 22
7:30 AM to 2:00 PM
Is it possible to
receive a refund of registration fees?
Requests for refunds or cancellations must be made in writing. Prior to the
April 15, 2015 deadline, proposals may be withdrawn by sending an email to firstname.lastname@example.org.
Between April 16, 2015, and October 15, 2015, a written refund request will be
subject to a $25 administrative fee, except for persons who submitted a
proposal that was not accepted for the final program. Program
participant registration fees are non-refundable; cancellations will not be accepted
nor refunds issued.
What is "Green
Green registrants will NOT receive a printed copy of the final program or tote bag in
Denver, CO. Instead, Green registrants will be helping to offset AAA's carbon
footprint by choosing to use an online personal
scheduler and/or the AAA Annual Meeting Mobile app to navigate the conference.
What are the deadlines and policies associated with refunds?
No refunds will be granted for
requests received after October 15, 2015. Under no circumstances will AAA issue
refunds for no-shows. Badge sharing, splitting, and reprints are strictly
If you registered as a non-member
with a membership requirement exemption and decide to join AAA, the
registration conversion can be accommodated within 30 days of the original
Is there a dress code?
The AAA Annual Meeting is a professional academic conference. Business casual
attire is strongly recommended, particularly for those presenting research
during the meeting.
Are meals included in
my registration fee?
No, there are no formal meals included in the Annual Meeting program. Several
AAA Sections, Affiliates and Universities typically host receptions in the
evening that may or may not be open to attendees. Check your program for more
information on these evening activities.
Is Wi-Fi available in
There will be complimentary Wi-Fi available in the Colorado Convention Center
and the Hyatt Regency at the Colorado Convention Center. Please note that the
bandwidth available is meant solely for day to day email checking and use of
our mobile application. Devices that stream will have their Wi-Fi connection
throttled to allow for a seamless connection for more attendees.
Is the Exhibition open
to all registered attendees?
Yes! The Exhibition Hall is a collection of top publishers, film producers,
resources, and organizations who serve the discipline. Stop by to chat with
representatives from these companies and see what products they have available.
What are the Exhibition Hall Hours at the Colorado Convention Center?
Thursday, November 19
9:00 AM to 5:00 PM
Friday, November 20
9:00 AM to 5:00 PM
Saturday, November 21
9:00 AM to 4:00 PM
How was the program selected and put together?
The Executive Program Committee comprises of the current
program chair, the program chair-elect, and the local host representative. The
committee has discipline-specific subcommittees to review proposed sessions and
papers during May and June. Acceptances go out in July, and then all of the
sessions are scheduled and the program is made available online sometime in August.
Why was my session scheduled at the same time
as other sessions on similar topics? Can't this be avoided?
In Denver, there will be 849 sessions, held over five days,
so some conflicts are inevitable. Sessions are scheduled to avoid thematic,
section, and person conflicts (a participant cannot chair one session and
present a paper at another, at the same time).
My paper was accepted and scheduled; can I
still edit the title or the abstract?
Proposals that are submitted on April 15 are final
and are submitted in print ready condition.
My paper was not accepted; what are my options
and how do I figure out why it was not accepted?
rejection from the Annual Meeting program is a final decision, one not taken
lightly by the EPC or the Sectional Reviewers. Your submission was fully
reviewed by the section you selected to evaluate your proposal. The EPC and AAA
staff are unable to consider appeals or provide individual feedback. We
encourage you to join the discourse as an attendee of the Annual Meeting.
How do audio-visual requests work? Why must I
bring my own computer?
Most conference hotels hire the services of a separate company to provide audio-visual services. The company's representatives set up the equipment and remain on call to troubleshoot. Their fees are based on a given number of rooms for a given number of days. If we ask
for equipment in a room and use it for just one session, we still must pay for the whole day.
The standard setup is for a projector and screen or presentation-size monitor, plus the basic connecting cables. Adding computers would raise the equipment fees enormously, and we would have no guarantee that the kind of computer provided would have the software version that you need.
companies keep a few spare converters for Macs on hand, but these pieces of
equipment change over time; if you bring your own, you can be sure that it will
SITE SELECTION FAQs
Why don't we meet in smaller cities with lower
Several factors go into our choice
1. We try to vary the North American
regions in which we meet. We try to rotate between East Coast, Midwest/Central
States, and West Coast in an effort to have the best reach to our members who
are located across the country.
2. We need a major airline
destination. Many AAA members travel from college towns served by regional
airports; some travel from outside North America. A destination served only by
a regional airport means several flight changes and adds significantly to the
price of an airline ticket for many members.
3. AAA is a large annual meeting. Washington,
DC in 2014 had more than 6,000 in attendance; Chicago in 2013 had more than
6,500. Only large conference hotels or convention centers in major cities have
the facilities we need. We have outgrown the facilities in many cities where we
met in past years.
What are the criteria that go into site
selection for the AAA annual meetings and section meetings, aside from affordability
and ability to accommodate the meeting?
responsible for negotiating and administering meeting venue contracts shall
"strongly prefer" meeting facilities whose staff are represented by a
responsible for negotiating and administering annual meeting contracts shall
show preference to locales with living wage ordinances.
values giving preference to accommodation suppliers that have active and
ongoing sustainability programs and policies.
Are there any cities/states that AAA will not
AAA will not meet in Arizona and Georgia due to their stance
on anti-immigration. In addition, we have a strong preference for holding our
meetings in facilities that are staffed by unionized workers, places where
there are no union-staffed facilities are not be considered.
How are annual meeting dates chosen?
Approximate dates of annual meetings
have become traditional and well-established for many learned societies. Such
conferences have distributed themselves throughout the academic year, so that
scholars may attend more than one according to their professional needs. To
avoid conflicts with other societies (e.g., American Political Science
Association and American Sociological Association), with major holidays, and
end-of-semester schedules, the AAA traditionally meets either during the two weeks
before or one week after Thanksgiving.
Is AAA in contact with other learned societies to share
conference planning information?
Yes, the American Council of Learned
Societies supports conference planning for its member organizations. Their fall
meeting for Executive Directors devotes considerable attention to conference
and annual meeting needs. ACLS maintains discussion boards (Executive Directors
and Meetings Departments) as well, so that the experiences and concerns of one
group can be shared and addressed by all.
How are conference hotels chosen?
To ensure the best deal for our
members, we work with a conference planning service, ConferenceDirect.ConferenceDirect
helps us approach host cities and hotels, and prepare invitations to bid for
our conference business. ConferenceDirect is one of the larger conference
management companies in the country. It maintains a considerable negotiating advantage
compared to what AAA could get on its own to secure the best rate for AAA
attendees. This process begins six to seven years in advance, to guarantee the
dates we need and ensure the best rates possible. A ConferenceDirect staff
member is on call throughout the conference itself. A number of other learned
societies also use ConferenceDirect for their conference planning.
Why do other societies like the APSA and ASA
sometimes get better rates for the same hotel used by AAA?
Hotel rates are set when the
contract is signed with the hotel, often five-ten years in advance. Rates vary
by season. APSA and ASA receive low hotel rates because they meet at a time of
year (around Labor Day weekend) when hotels sit empty otherwise.
Can't AAA book a budget hotel too, to provide
We try to arrange for several hotels
with a range of room prices. The room prices are subject to negotiation as part
of an overall package that also includes a number of complimentary or steeply
discounted meeting rooms, food and beverage services, A/V services, Wi-Fi, and
exhibition support. We must guarantee the hotels that we will fill a minimum
number of sleeping rooms. If our members don't fill that block of rooms, AAA
must pay the difference (attrition) directly to the hotel.We do our best to
make rooms available at a range of prices Our contract always includes a clause
that our members will receive the lowest rate available at conference time.
Staying in the conference hotel is thus not only the most convenient choice for
AAA members; it also supports AAA and the meeting itself.
What goes into a hotel contract?
When we make an agreement with a
hotel, we promise to use a given number of sleeping rooms, and to spend a
minimum amount for our welcome reception and other catered functions. In
return, they offer us a discounted rate on the sleeping rooms, and the use of meeting
rooms for our sessions and exhibits hall.
Major hotels also offer excellent
audio-visual service and support, but even though we restrict our services to
projectors/screens (and audio when needed), this service is expensive; the bill
for the 2014 AAA Annual Meeting was approximately $175,000.