2012 ANNUAL MEETING & EXPOSITION
August 11–14, 2012 — Dallas, Texas
Attendee Frequently Asked Questions
When will registration open? What are the registration rates?
Registration AND Housing will open on March 1, 2012. Registration rates will be available during that time.
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, America’s Center, and the venues for official evening events. Registered attendees will also receive access to all available session handouts, attendee roster, as well as one day of session recordings &ndash you pick the day.
Meals included are: lunch in the expo hall Sunday and Monday, and lunch prior to the General Session on Tuesday, food and beverage at the Saturday and Tuesday evening events and morning and afternoon beverages Sunday through Tuesday. Back this year – available to all registered attendees – Breakfast in Bed on Tuesday, August 9th, hosted by Montreal. Just stop by their hospitality desk by Registration to sign up.
I am not a member of ASAE but my co-worker is. Can I use their membership to register at the member rate?
Membership in ASAE 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!
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’s Board of Directors or on a council/committee. This ensures a high buyer/seller ratio. ASAE reserves the right to refuse ineligible registrations. Please do not hesitate to contact Traci Williams twilliams@asaecenter.org with any questions or concerns regarding this policy.
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 July 12, 2012. Refunds will be processed less a $75 administrative fee. No refunds will be made after July 12, 2012 or for no-shows. Cancellations may be submitted via email to registration@asaecenter.org, via fax to 202.842.1109, or via mail to Traci Williams, ASAE, 1575 I Street NW, Washington DC 20005. The Food & Wine Classic is a fundraising event, and therefore we are unable to refund tickets purchased. However, tickets are fully transferrable.
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.
I am thinking of bringing my family with me; will there be activities for them to enjoy?
Family and friends will LOVE Dallas – so invite them to join you! A special spouse/guest registration price of $295 is available if you register by July 12, 2012 ($345 if registered after July 12, 2012) which includes: Evening events on Saturday and Tuesday and conference general sessions and admittance to the expo hall on Sunday and Monday! Please note that guests are those individuals who are not in the industry and must be 18 years of age or older.
I am a member of the press — do you have press registration?
ASAE 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’s media policy can be downloaded here.
Members of the media interested and eligible to obtain press registrations should contact our Public Relations department. Please contact Sabrina Kidwai at skidwai@asaecentert.org to register.
HOTEL TRANSPORTATION
What hotels have been reserved? What are the rates? Which is the headquarters hotel?
This year there are a total of 12 hotels with rates ranging from $149–$225. ASAE does not name an official headquarters hotel. Please refer to the Housing/Transportation page for hotel information and rates.
Can I make my hotel reservations for Dallas now?
Housing for the meeting is open through our official housing company, Expovision on the Housing/Transportation page. Please note that you MUST register to attend the meeting in order to reserve a hotel room.
Can I make my hotel reservations now?
Housing for the meeting is open through our official housing company, Expovision on the Housing/Transportation page. Please note that you MUST register to attend the meeting in order to reserve a hotel room.
Will I receive a confirmation of my housing reservation?
A confirmation of your reservation will be sent to you via email 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 13, 2012. Commencing July 13, 2012, 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 2011 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 does not guarantee processing of the request. Please send your request directly to Expovision, ASAE’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 these great cost-cutting offers. Please see the Housing/Transportation page for full details.
Will transportation be provided during the conference?
Complimentary transportation will be provided to the Convention Center from the official hotels, except for those within walking distance (Omni Hotel), and between all hotels and venues for the official evening events
Ground transportation between the airport and hotels is NOT provided on a complimentary basis. Information on airport shuttles, taxi cabs and rental cars can be found on the Housing/Transportation page.
EXPO
Is the Association Solutions Marketplace (Expo Hall) really open only two days?
And the survey says…Both attendees and exhibitors asked us to shorten the number of days the show is open, but lengthen show hours. In response to this, the Association Solutions Marketplace will be open on Sunday and Monday from 10:00 a.m. — 1:30 p.m. Lunch will be served in the exhibit hall both days.
Are there other ways for me to connect with vendors/clients?
We know you might not be able to get all your questions answered during exhibit hall hours, so we’ve brought back the Business Connections Lounge! Schedule a private product demo, present your RFP, or just catch up with your favorite sales associates in our exclusive Business Connections Lounge. Think of it as a warm and inviting hospitality suite where you can connect with exhibitors one-on-one outside of the hustle and bustle of the tradeshow floor.
Exclusive access will be granted to attendees with confirmed appointments made through our Registration Service Center (RSC) and exhibitors!
EVENTS
What night is the open evening for entertaining clients and exploring Dallas?
There are no official scheduled events on Sunday evening. So have fun exploring all that is fabulous in Dallas!
What is The 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 ASAE Foundation, while providing an exceptional experience. A separate registration fee is required.
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 $75 for members of ASAE and $100 for non-members; tickets for young adults (ages 12-20) are $35; tickets for children ages 11 and under are $12. 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.
Is there a CAE Breakfast? Is it only open to CAEs?
The new class of CAEs will be recognized at the Industry Celebration Breakfast on Monday, August 13, 2012. The breakfast is open to all ASAE Annual Meeting & Exposition attendees. ASAE’s Fellows, the DELP Class of 2012-2014, Alliance Partners, and Associations Make a Better World awards will also be recognized at the breakfast.
GENERAL PROGRAMMING
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.
Will all conference programming be held at the Dallas Convention Center?
The majority of programming will be held at the Dallas Convention Center unless otherwise noted. Locations for all events not being held at the Center will be noted in the schedule of activities.
How can I become a speaker at the Annual Meeting?
At this time, the program at the 2012 Annual Meeting is finalized. Proposals were due by December 17, 2011 – 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 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, please contact our learning department, ASAE University, at ASAEuniversity@asaecenter.org.
How many CAE hours will I earn by attending the Annual Meeting? CMP Credits?
Attendees earn 11 CAE hours by attending the Annual Meeting & Exposition. For the CMP designation, one can earn 11.25 hours for certification and recertification.
Is child care available?
We are currently securing childcare options. If you have inquiries please contact Deb Brawner, CMP at dbrawner@asaecenter.org or 202-626-2849.
When will award recipients/CAEs/fellows/board/etc. be recognized?
Sunday’s Opening General Session will feature presentations of the Key Awards, Academy of Leaders, and the Professional Award.
Monday’s Industry Celebration Breakfast will recognize the 2012 Class of CAEs, ASAE’s Fellows, the DELP Class of 2012-2014, Alliance Partners, and Associations Make a Better World awards.
At Tuesday’s General Session both the 2011/2012 ASAE Boards and the incoming 2012/2013 ASAE Boards will be recognized.
Where will lunch be served on Tuesday since the Association Solutions Marketplace (Expo Hall) will be closed?
Please join us for lunch on Tuesday, August 9th in Hall 1 prior to the Closing General Session. Lunch will be served from 12:15-1:00 p.m. The keynote presentation will begin promptly at 1:00 p.m. and conclude at 2:00 p.m.
My question is not here! Who should I contact?
We’re sorry that we could not anticipate your needs. Please email us at annualmeeting@asaecenter.org so we can assist you!
