ASAE Annual Meeting & Exposition 2014

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Nashville, August 9–12, 2014

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FAQs

Attendee Frequently Asked Questions

Registration

When will registration open? What are the registration rates?

Registration and housing will open on March 31, 2014. Registration rates will be available during that time.

What does my registration fee include?

Full conference 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 Music City Center, and the venues for official evening events. Registered attendees will also receive access to all available session handouts and the attendee roster.

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Meals included are: lunch in the Expo Hall Sunday and Monday, and lunch prior to the Closing 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 12, hosted by Montreal. Just stop by their hospitality desk near Registration to sign up.

I am not a member of ASAE but my co-worker is and cannot attend. 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 nonmember will receive a complimentary one-year membership in ASAE!

Who can attend the ASAE Annual Meeting & Exposition?

The ASAE 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 Kelly Price, CEM, 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 online 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 9, 2014. Refunds will be processed less a $75 administrative fee. No refunds will be made after July 10, 2014 or for no-shows. Cancellations may be submitted via email to registration@asaecenter.org, via fax to 202.842.1109, or via mail to Kelly Price, CEM, ASAE, 1575 I Street NW, Washington DC 20005. ASAE Foundation's The 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 bringing my family with me; will there be activities for them to enjoy?

Family and friends will love Nashville, so invite them to join you! A special spouse/guest bundle package is available for $345 which includes: access to the opening and closing celebrations on Saturday and Tuesday, General Sessions and 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 ASAE 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, APR, CAE at skidwai@asaecenter.org to register.

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Hotel & Transportation

What hotels have been reserved? What are the rates? Which is the headquarters hotel?

This year there are a total of 18 hotels with rates ranging from $179–$229. ASAE does not name an official headquarters hotel. Please refer to the Hotel/Transportation page for hotel information and rates.

Can I make my hotel reservations now?

Housing for the meeting will open March 31 through our official housing company, Expovision. Please note that in order to reserve your hotel room, you need to register first and then there will be a link to secure your housing.

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 9, 2014. Commencing July 10, 2014, 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 22042. 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 ASAE Annual Meeting & Exposition a little cheaper by taking advantage of these great cost-cutting offers. Please see the Air & Ground Transportation page for full details.

Will transportation be provided during the conference?

Complimentary transportation will be provided to the Music City Center from the official hotels, except for those within walking distance (Hampton Inn & Suites Downtown, Hilton Nashville Downtown, Hyatt Place Downtown, Omni Nashville Hotel), and between all hotels and venues for the official evening events.

Ground transportation between the airport and hotel within the room block is provided on a complimentary basis. Information on this, other airport shuttles, taxi cabs, and rental cars can be found on the Air & Ground Transportation page.

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Expo

Is the Association Solutions Marketplace (Expo Hall) really open only two days?

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 join us in the Business Connections Lounge (BCL)! Schedule a private product demo, present your RFP, or just catch up with your favorite sales associates in the exclusive BCL. Think of it as a 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 Attendee Registration Service Center (RSC) and exhibitors!

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Events

What night is the open evening for entertaining clients and exploring Nashville?

There are no official scheduled events on Sunday evening. So have fun exploring all that is awesome in Nashville!

What is ASAE Foundation's The Classic on Monday night?

ASAE Foundation's 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 onsite 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 Awards & Recognition Breakfast on Monday, August 11, 2014. The breakfast is open to all 2014 ASAE Annual Meeting & Exposition attendees.

How can I give back to the Nashville community while attending the ASAE Annual Meeting?

ASAE's community connection activities in Nashville will support the tremendous work of the Second Harvest Food Bank of Middle Tennessee. With various activities to choose from you have the option to register and participate or make a charitable donation. 100% of the registration fees for these events will be donated to the Second Harvest Food Bank. To learn more about the events visit the Community Connections page.

Are there any tours of Nashville available?

Yes, there are offsite Discover Music City Tours on Saturday afternoon 1:00–5:00 p.m. or Tuesday afternoon from 2:30–5:30 p.m. These tours are one of the activities to support the Second Harvest Food Bank and require a separate purchase of $40. 100% of the registration fees for these events will be donated to the Second Harvest Food Bank of Middle Tennessee.

There are seven tours to choose from:

Saturday, August 9, 1:00–5:00 p.m.

  • Behind the Music City: Be a Star for a Day
  • Live Like a Local: Exploring Nashville's Neighborhoods
  • Puttin' on the Ritz: Nashville's Treasured Past
  • Where the Music is Made: Studio Tour of Music City

Tuesday, August 12, 2:30–5:30 p.m.

  • All-Pro, All-Access: Get in the Game
  • Behind the Music City: Be a Star for a Day
  • The Flip Side: Exploring Nashville's Art Scene
Is child care available?

For those bringing children to the 2014 ASAE Annual Meeting & Exposition, child care will be provided by Nannies of Brentwood. This local company will provide a babysitter for your hotel room or other space on an individual basis. To make arrangements or to find out more information please visit nanniesofbrentwood.com or call  615-373-0300.

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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 the Music City Center rooms are air conditioned.

Will all conference programming be held at the Music City Center?

The majority of programming will be held at the Music City 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 2014 ASAE Annual Meeting is finalized. Proposals were due by November 15, 2013, 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 the ASAE 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.

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 Awards & Recognition Breakfast will recognize the 2014 Class of CAEs, the current 2013–2014 ASAE Board, the incoming 2014–2015 ASAE Board, the 2014 Class of Fellows, and the DELP Class of 2014–2016.

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 12 in the Ballroom prior to the Closing General Session. Lunch will be served from 12:30–1:15 p.m. The keynote presentation will begin promptly at 1:15 p.m. and conclude at 2:30 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!

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