ATTENDEE FREQUENTLY ASKED QUESTIONS

(For Exhibitor FAQs, click here)

What hotels have been reserved? What are the rates?  Which is the headquarters hotel?
Please refer to the List of Hotels page for hotel information.  ASAE & The Center does not name an official headquarters hotel.

Can I make my hotel reservations now?
Housing for the meeting will open soon.  Please note that you MUST register to attend the meeting in order to reserve a hotel room.

When will registration open?  What are the registration rates? 
Registration is open!  Registration rates can be found on the Registration Information page.

What does my registration fee include?
Registration fees include access to all learning activities Sunday through Tuesday, admission to the Association Solutions Marketplace (expo hall), evening receptions on Saturday and Tuesday evenings, and transportation between official hotels, the Metro Toronto Convention Centre, and the venues for official evening events.

Meals included are: lunch in the expo hall Sunday through Tuesday, food and beverage at the Saturday and Tuesday evening events, and morning and afternoon beverages Sunday through Tuesday.

I am not a member of ASAE & The Center but my co-worker is and cannot attend.  Can I use their membership to register at the member rate?
Membership in ASAE & The Center is individual and non-transferable to others.  However, association professionals registering for the meeting as a non-member will receive a complimentary one-year membership in ASAE & The Center!

Who can attend the Annual Meeting & Exposition?
The Annual Meeting & Exposition is open to association professionals, federal government employees, higher education educators, independent consultants, corporate meeting planners, and attorneys. Meeting registration is only open to those industry partners (i.e., suppliers) who exhibit, speak at a session, or serve on ASAE & The Center’s Board of Directors or on a council/committee. This ensures a high buyer/seller ratio. ASAE & The Center reserve the right to refuse ineligible registrations. Please do not hesitate to contact Joy Mason (jmason@asaecenter.org) with any questions or concerns regarding this policy.

What is the dress code?
We want you to be comfortable so you can enjoy your meeting experience!  Therefore, business casual dress is strongly encouraged.  We suggest bringing a light sweater or jacket with you during the day as meeting rooms are air conditioned.

What night is the open evening for entertaining clients and exploring Toronto?
There are no scheduled events on Sunday evening.  Have fun in the city!

Will all conference programming be held at the Metro Toronto Convention Centre? 
All programming will be held at the Convention Centre.  Locations for events not being held at the Centre will be noted in the schedule of activities. 

Will I receive a confirmation of my registration?
A confirmation of your registration will be sent to you via email immediately upon registering on-line or via phone.  The confirmation will come from the email address registration@asaecenter.org, so please add this address to your “safe list.”  Please note this is an HTML-based email, so if your settings do not allow receipt of this type of email, please contact us at registration@asaecenter.org.  For registrations made with payment by check, please allow two weeks for processing; confirmation of registration will be sent via email immediately upon processing.  If you do not receive confirmation after 30 days, please do not hesitate to contact our service center at 202-371-0940 or 888-950-2723.

Will I be refunded if I have to cancel my registration?
We’ll be sorry that you won’t be able to join us for this exceptional learning and networking experience!  However, we understand that things happen so if you simply can’t attend, please notify us in writing by August 1, 2009. Refunds will be processed less a $75 administrative fee. No refunds will be made after August 1, 2009 or for no-shows. Cancellations may be submitted via email to registration@asaecenter.org, via fax to 202.842.1109, or via mail to Joy Mason, ASAE & The Center, 1575 I Street NW, Washington DC 20005.

Substitutions may be made at any time.  If you are unable to attend but someone else from your organization can come in your place, please notify us in writing via email at registration@asaecenter.org.

Will I receive a confirmation of my housing reservation?
A confirmation of your reservation will be sent to you via email, fax, or mail within 72 hours of receipt.  The confirmation will come from the official housing company, Expovision, at email address asaecenterhousing@expovision.com, so please add this address to your “safe list.”  Please note this is an HTML-based email, so if your settings do not allow receipt of this type of email, please contact us at asaecenterhousing@expovision.com.  Only one confirmation will be sent, so please be sure to watch for it.  Please note that the confirmation will NOT come directly from the hotel at which you will be staying.

Will I be refunded if I have to cancel my room reservation?
We’ll be sorry that you won’t be joining us.  Your room reservation will be refunded in full if notice is received in writing by July 14, 2009.  Commencing July 14, 2009, we regret that your housing deposit is non-refundable.  Failure to check-in on the scheduled date of arrival will result in the loss of your housing deposit and the cancellation of your room for the remainder of the stay.  Cancellations may be submitted to asaecenterhousing@expovision.com, via fax to 703-205-0235, or via mail to ASAE & The Center 2009 Annual Meeting Housing Office, c/o Expovision, 3141 Fairview Park Drive, Suite 550, Falls Church, VA 222042.  Please note, sending your room cancellation request directly to ASAE & The Center does not guarantee processing of the request.  Please send your request directly to Expovision, ASAE & The Center’s official housing company.

Are there any airfare discounts?
Everyone’s looking to save a little money and stretch their dollar a bit further this year, so we’re doing our best to help make that a possibility. Now you can get to the Annual Meeting & Expo a little cheaper by taking advantage of the some great cost-cutting offers.  Please see the housing & transportation page for full details.

Do I need a passport to travel to Toronto?
As of June 2009, everyone wishing to enter Canada by air, land and sea is required to produce a passport. Getting your passport is easy, but requires some advanced planning. To ensure you receive your passport in time, be sure to send in your documents at least six weeks prior to your departure date. Full details on attaining or renewing your passport can be found at http://travel.state.gov/passport.

Note: If you already have a valid passport, make sure to double check the expiration date as it needs to be valid for six-months following your departure.

Help!  I don’t have a passport.
Obtaining a passport is easy!  Visit The State Department’s website for all the details.  Please allow approximately 10 weeks for processing.  You can apply for an expedited passport if you’ve not allowed for this much time. 

What is the Food & Wine Classic on Monday night?
The Classic is a fundraising event bringing entertainment and the epicurean delights of our hospitality partners all under one roof!  The event will raise money for The Center for Association Leadership, while providing an exceptional experience.  A separate registration fee is required.

Will transportation be provided during the conference?
Complimentary transportation will be provided to the Convention Centre from the official hotels, except for those within walking distance (Intercontinental Toronto, Fairmont Royal York, and Renaissance Toronto), and between all hotels and venues for the official evening events (note that on Saturday evening, no transportation will be provided from the Intercontinental Toronto, Fairmont Royal York, and Renaissance Toronto, as they are all in walking distance from the event). Ground transportation between the airport and hotels is NOT provided on a complimentary basis.

Can I buy individual additional event tickets for the Saturday opening reception, or the Tuesday closing reception? What is the cost?
Individual tickets for these events are available on-site only; they are not available for purchase in advance.  Tickets may be purchased for $50 for members of ASAE & The Center and $75 for non-members; tickets for youth/teen are $35.  Please note that if these guests are already registered under the spouse/guest program, these events are included in their registration and do not need to be purchased.

How can I become a speaker at the Annual Meeting?
At this time, the program at the 2009 Annual Meeting is finalized.  Proposals were due by December 5, 2008 – we’re sorry you missed this deadline.  However, you are still welcome to submit a session proposal at http://www.asaecenter.org/Forms/ProgramProposal/index.cfm. This online form allows you to submit your ideas not only for Annual Meeting but for all other programs that ASAE & The Center holds throughout the year. Thanks for your interest in delivering quality learning to our members! If you have specific questions about getting involved as a speaker with ASAE & The Center, please contact our learning department, CenterU, at centeru@asaecenter.org

How many CAE hours will I earn by attending the Annual Meeting?  CMP Credits?
Attendees earn 18 CAE hours by attending the Annual Meeting & Exposition.  For the CMP designation, one can earn 2.4 points for certification or 24 points for recertification.

I am bringing my family with me; will there be activities for them to enjoy?
Family and friends will LOVE Toronto – so invite them to join you!  A special registration price of $245 is available which includes:  Evening events on Saturday and Tuesday and conference general sessions and admittance to the expo hall on Sunday, Monday and Tuesday!  Please note that guests are those individuals who are not in the industry. 

New Tour Option Package for Spouse/Guest and Youth/Teen participants
Take advantage of a bundled tour package for purchase.  CityPass has bundled the best of Toronto into a convenient and affordable ticket booklet.  Enjoy architectural triumphs, amazing animals and a flavor of Toronto’s museums.  With admission to five famous attractions - CN Tower, Casa Loma, Ontario Science Centre, Royal Ontario Museum and the Toronto Zoo, time will fly by and will deliver experiences you won’t soon forget.  The cost for ASAE & The Center guests is $59 CAD for Adults and $39 CAD for Youth.  To purchase your CityPass tour booklet, or to find out more, visit http://www.citypass.com/affiliates.html.

Is child care available?
Child Care Service available through Improv Care Services. We have found a great service provider, just make the call and they can help care for your child while you are at the meeting!

Improv Care services are delivered in a caring and respectful way by professionals who have extensive training and experience with children and adolescents. We are ready to meet your daily needs or serve you as required for a few hours, a day, a weeend, or longer.

At the core of Improv Care services is the customized activity plan. It is developed with input from the child or adolescent, the parents, and the creative energies of our team. It can include visits to Toronto parks, local attractions, and attendance to a variety of cultural, educational, sports, and musical events.
We carefully compare the needs and interests of each child with the talents and personalities of our care providers. We will use your completed child care questionnaire to match the right care professional with your child or adolescent and develop their individualized activity plan.

Please visit our website for further information on our exceptional child care services and complete a on line child care request while you are attending ASAE & The Center’s Annual Meeting & Expo in Toronto, Canada.

www.improvcare.ca

Please call 647-287-5433 and ask to speak with Dahla MacKenna or e-mail Dahla at dahla@improvcare.ca if you have additional questions or concerns.

Rates:  $28CDN per hour for 1-2 children or $34 CDN per hour for 3-4 children with a minimum of 3 hours.  Visa and MasterCard are accepted payment methods.

Parents are responsible to pay all child care services and related fees directly.
Please note that no one under the age of 18 is permitted in the exhibit hall at any time.  Thank you in advance for your cooperation.

I desperately want to attend the Annual Meeting & Exposition, but unfortunately my budget does not allow it.  Is there a scholarship program?
There is a tuition assistance program; we welcome you to request an application by writing to us at registration@asaecenter.org.  Please note that scholarships are only available to members of ASAE & The Center.  All completed applications must be received by June 30, 2009.  Applications will be reviewed and scholarship recipients will be notified of their approval by mid-July.  Approximately 30 scholarships will be awarded.

I am a member of the press – do you have press registration?
ASAE & The Center welcomes professional editorial staff (including photographers and camera crews) of print, online, and broadcast media to attend the Annual Meeting & Exposition on a complimentary basis.  Other publications staff (non-editorial positions, such as publishers, advertising directors, and advertising representatives) may attend the Annual Meeting & Exposition only if exhibiting and must pay all related fees.  A copy of ASAE & The Center’s media policy can be downloaded here (link).

Members of the media interested and eligible to obtain press registrations should contact our Public Relations department.  Please contact Jakub Konysz at jkonysz@asaecenter.org to register.

My question is not here!  Who should I contact?
We’re sorry that we could not anticipate your needs.  Please email us at annual@asaecenter.org so we can assist you!

2010 ASAE & The Center Annual Meeting & Exposition

Los Angeles Convention Center   |   1201 South Figueroa Street   |   Los Angeles, CA 90015   |   (213) 741-1151   |   Map It