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General FAQs

General FAQs

Before You Go

Where can I obtain a letter for Visa support?

After you register for AAA you will be asked if you need an invitation letter for Visa application. If you are an exhibitor or attendee who needs the letter of invitation prior to registration, contact us.

More information on International Travel.

How can I save money on registration, hotel, and travel for AAA?

There are a number of ways to save on registration, hotel, and travel for AAA each year.

Here are some helpful tips to start with:

Register early: Did you know most registration types can save over $100 by registering by the early registration date instead of waiting to register on-site? Check out the rates and deadlines.

Book in the Academy hotel block or share a room with a colleague or classmate: Hotel rates, like airfares, vary greatly. The Academy negotiated low room rates due to the number of rooms required to accommodate all conference participants. We have taken great care to book quality hotels that offer competitive rates and amenities. Read more on why you should book in the Academy block.

Discount Codes: Each year, the Academy requests discount codes to offer our conference attendees on airfare when booking travel arrangements. This information is located in our travel section along with tips on saving money while in Indianapolis.

I didn't get my conference preview in the mail. What happened?

The Academy does not mail a preview version of the conference guide. Attendees may view session information online using the conference planner and resources located in our Useful Tools & Apps section.

How do I register for sessions?

The only sessions that require pre-registration are Learning Labs and our specialty conferences, such as ARC and the SAA Conference. All other session types do not require pre-registration, therefore, you are asked to arrive to each session 10-15 minutes early to secure your seat. Once session rooms are full, access will not be permitted. Note: the online conference planner does not pre-register you for a session.

What are your policies on children and strollers?

AAA is a professional development and networking event that is not intended to be inclusive of children.

  • Young adults (16 years and older) are required to register (at no cost) prior to entry to the exhibit hall and will not be permitted into any educational sessions.
  • Children (15 years or younger) are not permitted in any educational sessions or the exhibit hall at any time.
  • Infants 6 months and younger are permitted in the exhibit hall as long as they are hand carried. For safety purposes, strollers are not permitted at any time.
  • No one under the age of 18 is permitted to enter the exhibit hall during exhibitor setup and tear-down under any circumstance.

View all policies for AAA

Will there be shuttles to and from the convention center from my hotel?

In accordance with the Americans with Disabilities Act (ADA), shuttle service will be available for those with disabilities. Please be sure to indicate your ADA needs when registering for the conference Check our shuttle page for the most up-to-date information.

Is there a private room for people with health needs at the convention center?

There is a personal consideration room for those who need privacy and space for nursing or other sensitive personal health needs. The Women's restroom located across the hall from the ICC Security Office is designated for nursing mothers.

How can I rent mobility equipment?

American Mobility Scooters rents wheelchairs and scooters on a daily or weekly basis. For more information visit the The American Mobility Website  

Is lunch included in my registration fee? What if I have a food allergy?

Those registered for the full conference (see registration types) will receive a lunch debit card valued at $10 per day (Thursday and Friday) to use towards purchases at concession stations and specialty food carts on the show floor and throughout the convention center.

We try to accommodate most food allergies and dietary needs. It is important that we receive your special request during the registration process, so that we can determine exactly what your restrictions are, how we can accommodate, and what you can do to help us meet your needs.

Registration and/or Hotel Cancellation Policy

DURING THE CONFERENCE

Once I get to the convention center, where do I pick up my badge? Can I pick up my colleague's badges as well?

If you registered before March 17 and did not receive your badge packet in the mail (applies to those who registered after March 17 and international attendees), you can print your badge at the Print & Go counters on-site. Only one badge is permitted per attendee and identification is required upon pick-up.

How do I find session rooms?

The most up-to-date session room numbers are available on the mobile app and added to the online conference planner. The Conference Guide, distributed onsite, offers locations and a convention center map. The mobile app and the Daily News provides the most up-to-date information.

Where can I get a copy of the session handouts?

All session handouts, unless otherwise specified by the lead presenter, are available electronically (except Learning Labs and Academy Research Conference) on our mobile eHandout app. Printed handouts may be distributed for Learning Labs and Academy Research Conference (ARC) participants at the discretion of the lead presenter. The eHandout app allows session participants to take notes directly onto the session handouts with the ability to print for later reference.

Is there a business and ship center at the convention center?

The Indiana Convention Center & Lucas Oil Stadium Business Center, in partnership with RICOH Business Solutions, is located on the first floor of the Indiana Convention Center in the Speedway Corridor, directly across from Meeting Room 116. For more information see the Business Office page. Limited services include:

  1. Black and White Copy Services/Color Copy Services
  2. Large Format - Color and Black and White
  3. Document Finishing / Binding
  4. Fax Services
  5. Copier Rental
  6. Facsimile Rental
  7. Basic Office Supplies
  8. Shipping thru UPS. Domestic Only

Contact

Location: on the 1st Floor of the ICC, directly across from Room 116
Phone: 317.262.4496
Fax: 317.262.4435
Email: eric.normington@ricoh-usa.com

On Friday, April 7, the UPS Shipping Center will be set up at a remote location, adjacent to Academy Central.

Normal Business Hours

Monday - Friday from 8:30AM-4:30PM

Can I register to only go into the Exhibit Hall and not attend sessions? When does the Exhibit Hall open?

Yes. You can register as "Exhibits Only" for $50. The Exhibit Hall opens on Wednesday evening with Celebrate! at 5:00 p.m.

AFTER THE CONFERENCE

CEUs

CEU Manager will be available until Saturday, April 8, 1:00 p.m.  A link to CEU manager will be posted to our home page for use during and after the conference.

Certificate of Attendance

A link to print out your certificate of attendance can be found on the AAA 2018  home page post-AAA.

Handouts

eHandouts are available via the web and our mobile app post-AAA.

Session Proceedings

Listen to sessions at home that you may have missed on-site! Unless otherwise noted, Featured Sessions, Learning Modules, Exhibitor Courses, and Research Podiums are recorded and offered for purchase on our website after AAA has commenced.

Refund Processing

All refunds are processed post-conference between April and May 2018.

Registration Receipt

If you need verification of payment for AAA registration, please contact customer service, 800- 424-5249, Monday through Friday 9:00 am–5:00 pm ET.

2017 Program Committee

Interested in volunteering for the 2018 program committee? Committee assignments have already been set for 2017, but if you are interested in volunteering your time for 2018, contact us, so we may pass along your request appropriately.