2015 Annual Meeting FAQs

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



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
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 in advance?
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 located?

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 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 Registration"?

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 prohibited.

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 transaction.

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.

What is included with my registration fee?
A program registration will receive a program, tote bag, the mobile application, and of course access to the many events taking place at the annual meeting.  As noted above Green registrants will NOT receive a printed copy of the final program or tote bag in Denver, CO.  Workshops must be registered separately and may incur additional costs. Travel, membership, formal meals, and hotels are not covered by a registration purchase of any kind.  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 the venue?
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?

Unfortunately 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.

Most audio/visual 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 work.


Why don't we meet in smaller cities with lower hotel rates?

Several factors go into our choice of cities.

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?

1.AAA staff responsible for negotiating and administering meeting venue contracts shall "strongly prefer" meeting facilities whose staff are represented by a union.

2.AAA staff responsible for negotiating and administering annual meeting contracts shall show preference to locales with living wage ordinances.

3.AAA values giving preference to accommodation suppliers that have active and ongoing sustainability programs and policies.

Are there any cities/states that AAA will not meet?

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 a choice?

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.

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