Tips and Tricks
Frequently Asked Questions
How do I register for the conference?
Please register on-line by clicking here. Or access the PDF registration form here. The form may be duplicated as needed. Complete the form (type, print clearly, or attach a business card). Your name badge will reflect this information. Payment in U.S. Dollars will be accepted by Visa, MasterCard, Discover, American Express, checks made payable to ASPRS 2013 Annual Conference, and signed government purchase orders or training orders. Registrations received without payment will not be processed. Please do not mail your registration form after you have registered by fax or online.
(Visa, MasterCard, Discover, or American Express)
Mail To: ASPRS 2013 Annual Conference Registration
5410 Grosvenor Lane, Suite 210
Bethesda, MD 20814
Phone: (301) 493-0290 x109
Fax To: ASPRS 2013 Annual Conference Registration - (301) 493-0208
(Visa, MasterCard, Discover, American Express/purchase orders only)
Will I receive confirmation of my registration?
Your registration will be confirmed by e-mail. A registration is not considered complete until all registration fees are received by the Meeting Registrar. Please notify the Meeting Registrar at 301-493-0290 x109 if you have not received your confirmation within two weeks of submitting your registration, or if you have any questions. Your registration packet will be available at the ASPRS 2013 Annual Conference Registration Desk, in the Baltimore Marriott Waterfront Hotel, during the registration hours noted on page XX of this program.
What is the cancellation/refund policy?
To qualify for a full refund, a written cancellation must be received by the ASPRS 2013 Annual Conference Meeting Registrar by February 22, 2013. For cancellations received by March 8, 2013, a 50 percent refund will apply. No refunds will be made after March 8, 2013. This policy applies to all fees paid for the conference. All refunds are subject to a $50.00 processing fee and will be issued one month after the conference concludes.
Cancellations for medical emergencies after March 8, 2013, will be considered on an individual basis and will require a physician’s signed letter.
What is the location of the Conference?
All ASPRS sponsored Conference activities will be held in the
Baltimore Marriott Waterfront Hotel
700 Aliceanna Street
Baltimore, MD 21202
What is the Moderator’s Registration Policy?
All Moderators are REQUIRED TO PRE-REGISTER at the appropriate registration rate. Moderators registered at the Full Registration Rate who attend the conference and fulfill all requirements as directed by the Conference Coordinator including submitting the required Presenters’ Attendance Form immediately after their session(s) will be eligible for the appropriate rebate. This rebate will be issued within 30 business days after the conference. There are no rebates for Presenter Daily, Moderator Daily or Student registrants.
When must Technical Paper and Poster Presenters register?
For a paper/poster presenter’s name and paper title to appear in the final conference program, their registration must be received within 60 days of their receiving notification of the paper/poster acceptance.
As a student, presenting either a Technical Paper or Poster, what registration fee do I pay?
All students attending the conference, whether they are presenting a paper or poster or not, are eligible for the student registration fee.
I am a part-time student at an accredited institution. Do I qualify for student registration fee?
Anyone who is currently enrolled as a full or part-time student at an accredited college or university may register at the student registration rates if they have not previously held an ASPRS membership in another category, e.g. someone who previously held full membership then returned to college cannot now register as a student. As a non-member student, you register online or use the paper form. ALL students’ are required to fax a copy of your student identification to qualify for the student registration fee.
Must I pre-register for the conference?
No. On-site Registration will be located in the Baltimore Marriott Waterfront Hotel. However, a deep discount is available to everyone registering at least 30 days prior to the conference start date.
Are Daily Registrations permitted for all categories?
Yes. Daily registrations may be done in advance or on-site. However, a deep discount is available to those who register at least 30 days prior to the conference start date.
Is there a charge to attend the User Group Meetings?
No, the User Group Meetings are free of charge, however some require advanced reservations.
May I bring a Guest to the conference?
Yes, we welcome adult guests. This is a professional conference and children under age 13 are not permitted to attend any sessions or visit the Exhibit Hall. A separate registration fee has been set for all guests. This fee includes the admission to the Exhibit Hall, and the Exhibitors’ Reception. Admission to the general and technical sessions is not included with this registration. If guests wish to attend any of these sessions, they must register at the appropriate rate.
Is there an additional charge for the Social Events?
If you are registered with a Full Registration, the Exhibitors’ Reception, and the Conference & Region Welcome Reception are included in the registration. All daily and child registrants must purchase tickets if they wish to attend the Conference & Region Welcome Reception. The ticket cost for children under 13 is $35 each. Children over 13 years of age must purchase an adult ticket. All tickets must be purchased in advance no later than 10 am on Sunday, March 24, 2013.
I am not a US citizen and am coming from outside the United States, how do I get a Letter of Invitation to obtain a visa?
You must first register for the conference following the procedures outlined above and pay the appropriate registration fee. Within the online registration form you will have an option to request a Letter of Invitation. If you prefer, you may submit a written request for a Letter of Invitation to:
Mrs. Sokhan Hing
ASPRS Membership Manager
5410 Grosvenor Lane, Suite 210
Bethesda, MD, 20814 USA
How do I get into the Exhibit Hall if I am not registered for the conference?
Daily Exhibit Hall badges may be purchased at the Conference Registration Desk in the Baltimore Marriott Waterfront Hotel. Everyone entering the Exhibit Hall must have a name badge, including children 13 years of age and older. Children under 13 years of age are not permitted in the Exhibit Hall at any time due to insurance and safety regulations.
Are Workshops included with the registration fees?
No. Workshops require individual registration and a separate fee in addition to the general conference registration fees. Availability is based on space. We do not reserve spaces without full payment in advance and there is no waiting list. Workshop registrations must be received by February 22, 2013. ASPRS reserves the right to cancel any workshop if the minimum number of registrations is not received by February 22, 2013. On-site registration will be available for confirmed workshops with available space. Register early as many workshops will sell out prior to February 22, 2013.
As a Technical Paper or Poster Presenter, whose presentation has been accepted, when do I submit my work to be included in the proceedings?
You will need to register for the conference using the methods described above and submit your complete paper or poster (not an abstract) as directed in the e-mail instructions you received previously no later than January 14, 2013.
Does ASPRS provide laptops during Technical Sessions?
No, ASPRS does not provide laptops or desktop computers for Presenters during Technical Sessions. All Presenters’ must provide their own laptop computer.
What does ASPRS provided in each Technical Session room?
Each technical session room will be equipped with a LCD projector and screen. A microphone will be provided when necessary. ASPRS does NOT provide internet access, laser pointers, or laptop computers for the technical sessions.
Do Presenters have a Preparation Room?
Yes. A room will be available on a first come basis March 26th through 28th. This room will be equipped with an LCD projector and screen. All presenters must bring their own laptops for their presentations. The location of this room will be announced in the Final Program that will be included with the on-site registration materials. We encourage all presenters to review their materials prior to their presentation.
What are Technical Paper Presenters expected to do when they arrive?
All Technical Paper Presenters should check in at the Conference Registration Desk to pick-up their registration packets and initial the Master Final Program next to their name including either a hotel room number or cell phone number. A Master Final Program will be posted at the Conference Registration Desk so the session moderators can check if each presenter has arrived and can contact them if necessary.
What are Poster Presenters expected to do?
ASPRS provides to each Poster Presenter one side of a fabric covered poster board that measures eight feet wide by four feet high, and push pins. All Poster Presenters should plan to arrive between 7:30 am and 10 am on Tuesday, March 26th to affix their work to any available board. All posters must be removed by 12 noon on Thursday, March 28th. All poster packaging must be removed from the poster area once posters are hung. ASPRS is not responsible for posters that are not removed. Poster Presenters must also check in at the Conference Registration Desk to pick-up their registration packets and initial the Master Final Program next to their name including either a hotel room number or cell phone number.
May I volunteer to assist with the Conference activities?
Yes, if you are a student at an accredited college or university, you are welcome to apply for service as a conference volunteer. Please see full details at the Conference web page under the Presenters & Students tab.
Is Disability Assistance Available?
If you have special needs, please contact ASPRS Headquarters at 301-493-0290 ext. 106. A written statement will be required outlining your particular needs. Please submit all requests for assistance by February 22, 2013, so that appropriate arrangements can be made.
Why do I need a badge?
Your badge is verification of your paid registration and must be visible for admission to all sessions and the Exhibit Hall.
What if I forget or lose my badge?
A charge of $5 will be made for replacement of lost badges.
Why do I need tickets for certain events?
Your tickets are proof of payment for certain events and must be presented at the collection point. Lost tickets will not be replaced.
Will it be possible to post resumes and job openings?
Yes, posting boards will be provided for resumes and job openings. Please bring multiple copies of all postings to allow interested parties to take one and check the board frequently for new materials.
How do I get a copy of the Proceedings?
All registrants, except for those registered as Spouse/Guest, will receive access to the online proceedings are of the conference website. Access for additional people can be ordered with the Conference Registration Form or purchased on-site for $20.
What are the Conference Registration Desk Hours?
Saturday, March 23 4:00 pm to 7:00 pm
Sunday, March 24 6:30 am to 5:00 pm
Monday, March 25 6:30 am to 5:00 pm
Tuesday, March 26 7:00 am to 5:45 pm
Wednesday, March 27 7:00 am to 5:00 pm
Thursday, March 28 7:00 am to 11:00 am
Conference Registration materials are available only during the above hours.
What are the Exhibit Hall Hours?
Tuesday, March 26 10:30 am to 7:00 pm
Exhibitors’ Reception 5:30 pm to 7:00 pm
Wednesday, March 27 9:00 am to 5:00 pm
Thursday, March 28 8:00 am to 11:00 am
Justifying attendance at conferences is tough in today's economy. And that's why we are here to help!
We Want YOU to be able to attend the ASPRS 2013 Annual Conference and below is a sample letter/email for justifying why your manager or supervisor should send you to the ASPRS 2013 Annual conference in Baltimore, Maryland.
There are a few personalization fields, so read through this carefully and customize the letter to your needs and objectives.