Frequently Asked Questions

When will the conference take place? Where is it located?

The 2012 AIEA Annual Conference will take place February 19-22. It will be held in the JW Marriott, Washington, DC. Please click here for more information on the conference.

How can I register? What are the registration rates?
Current AIEA Members may request a Members-Only link by emailing aiea@metroconnections.com. Non-Members may access online registration by clicking here. Become an AIEA Member and save at least $150 on your conference registration! To join, please visit Member Services here. Full registration is $500 for Members and $750 for Non-Members, until January 26, 2012. These rates will increase on January 27. Please click here for details on registration options, refund/cancellation policies, and other information. Note that member rates are still the same as the 2011 rates!

What are the on-site registration hours in Washington DC?
Sunday, February 19 - Tuesday, February 21 (7:30am - 5:00pm)
Wednesday, February 22 (7:00am - 10:00am)
Avoid waiting in line by registering early! Click here for more information on registering for the conference.

How can I register for the 2012 ACE-AIEA Internationalization Collaborative Meeting to be held on Saturday, February 18, 9am – 5pm?
Go through the AIEA Conference Registration system and you will be given an option to attend the ACE-AIEA Internationalization Collaborative Meeting. You can register for this as a solo event or you can choose to attend the AIEA Conference AND the ACE-AIEA Internationalization Collaborative Meeting. Note that each event has separate fees.

I need to add a workshop to my registration, how can I do that?
Simply contact the Conference registrar at aiea@metroconnections.com and they’ll be happy to help you add that to your registration.

How can I reserve a hotel room, and what are the rates?
You may access online booking for the 2012 AIEA Annual Conference by clicking here. To make reservations over the phone, please call 800-266-9432 / 506-474-2009. To secure the group rate of $229.00 single/double occupancy, please make reservations by Thursday, January 19, 2012. For further information regarding the hotel, please click here. Some information regarding airfare is also available on this webpage.

I only want to attend one day of the conference, is that possible?
Yes, one-day conference registration is available. Please note that your registration is valid only for sessions and events on that day and badges will be actively checked throughout the conference to ensure that participants have registered properly.

Is the Conference Schedule available?
Yes. To access the general conference schedule, please click here. The conference schedule will be updated and posted online as details are confirmed. A detailed conference schedule, including conference sessions, will be available in late January.

When will the Exhibit Hall be open?
Tuesday, February 22 (10:00am - 6:00pm)
Wednesday, February 22 (8:00am - 12:00pm)

How can I reserve Exhibitor space in the Exhibit Hall?
Please click here to access our Exhibitor page for information. Note that Exhibitor Space is limited and available on a first-come, first-served basis.

How can my organization be a Sponsor for the conference?
Please click here to access our Sponsor page for information.

Can I advertise in the conference program?
Yes, advertisements in the conference program are possible. Copy and payment must be received by December 15, 2011. Contact aiea@duke.edu if interested.

How can I receive a list of participants in advance of the conference?
The participant list is posted twice: once after the early bird registration deadline on December 15, 2011, then after the regular registration deadline on January 26, 2012. A full participant list including contact information will be distributed at the conference.

What accommodations and/or services are available for special needs and requests?
Please contact us at aiea@duke.edu by January 20, 2012, to request ASL interpreter services or other accommodations for special needs. If you have dietary concerns, please be sure to mark those on the space provided on the registration form when you register.

Will I receive a certificate of attendance?
A certificate of attendance is available upon request only by emailing aiea@duke.edu following the conference.

What is the cancellation policy for the conference?
Registration fees are refundable, less a $75 processing fee, up until January 13th. No refund will be issued for cancellations starting January 14, 2012.

Registrations are transferable until January 13th with a $50 administrative transfer fee. Starting January 14th, transfers will not be accepted.

All cancellations must be sent in writing via fax or e-mail to the conference registrar.
Please fax or e-mail cancellations, if possible, and expect confirmation within two business days.

AIEA is not responsible for problems beyond our control such as weather conditions, campus conditions, travel difficulties, health issues, etc. No refunds will be given in these situations if occurring after Jan 13.

I’m an overseas participant and need a letter of invitation before I can receive my visa. What’s the procedure on that?
It is the policy of the Conference office NOT to supply an invitation letter to unpaid or unregistered participants. Upon payment of registration, the participant may request an invitation letter by emailing aiea@duke.edu.

My question is not listed here. Whom do I contact?
Please contact aiea@duke.edu for assistance.