2018 Conference: Frequently Asked Questions 

When will the conference take place? Where is it located?
How can I register? What are the registration rates?
Am I eligible for the member rate? 
How do I add a workshop to my registration? Are workshops included in conference registration? 
How can I register for the 2018 ACE-AIEA Internationalization Collaborative Meeting?
How can I reserve a hotel room, and what are the rates?
I only want to attend one day of the conference, is that possible?
When will the exhibit hall be open?
How can I reserve exhibitor space in the exhibit hall?
How can my organization become a conference sponsor?
Can I advertise in the conference program?
How can I receive a list of participants in advance of the conference?
What services are available for special needs and requests?
I  just want to attend one session.  Is that possible to do without registering for the conference?

I'm a presenter - is there a PowerPoint template I should be using?
Is there funding available to help with travel/registration costs?
Will I receive a certificate of attendance?
What is the cancellation policy for the conference?
I am an overseas participant and need a letter of invitation before I can receive my visa. What is the procedure?
My question is not listed here. Whom do I contact?

When will the conference take place? Where is it located?
The 2018 AIEA Annual Conference will take place February 18-21, 2018 at the Washington Marriott Wardman Park in Washington, DC. 

How can I register? What are the registration rates?
AIEA members will receive an email with registration details in Fall of 2017, when registration opens.
Please visit the registration page for deadlines, rates, and other registration information. 

Am I eligible for the member rate?
All 2017-2018 members are eligible for Annual Conference member rates.If you have a question about your membership status, please email aiea@duke.edu or call (919) 668-1928. 

How do I add a workshop to my registration? Are workshops included in conference registration?
You can register for workshops on the registration form. Workshops are not included in conference registration and incur an additional fee. 

How can I register for the 2018 ACE-AIEA Internationalization Collaborative Meeting?
Registration must be done at the ACE website.

How can I reserve a hotel room, and what are the rates?
Please visit the AIEA Conference Hotel page for information. Attention: To receive the AIEA Conference discount, you MUST use the website or phone number listed at that page.

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?
Details will be posted on our website as they are confirmed. A full conference schedule, including conference sessions, will be available on our website in late January.

When will the exhibit hall be open?
The schedule is forthcoming. 

How can I reserve exhibitor space in the exhibit hall?
Email aiea@duke.edu for more information. 

How can my organization become a conference sponsor?
Sponsorship opportunities are limited, so act today. Sponsorships are processed in April thru August for the conference the following year. To become a sponsor and for more information, please contact aiea@duke.edu

Can I advertise in the conference program?
Yes, please contact aiea@duke.edu to make arrangements. 

How can I receive a list of participants or attendees?
The participant list is sent to registered attendees twice: once after the early bird registration deadline, then after the regular registration deadline.  A full participant list will be available at the AIEA Conference. 

What services are available for special needs and requests?
AIEA encourages persons with disabilities to participate in their programs and activities. Please contact aiea@duke.edu no later than January 20, 2018 to request ASL interpreter services or other accommodations for special needs. If you have dietary preferences, please be sure to mark those on the space provided on the registration form when you register.

I just want to attend one session.  Is that possible to do without registering for the conference?
Individuals wanting to participate in one session must register for a one-day pass for that day; AIEA does not allow unregistered attendees to come to sessions or other conference events.

Session presenters-- those who are listed in the conference program and are formally presenting a session or facilitating a roundtable discussion-- are able to come to their session only without registering, but will not be permitted in the exhibit hall, will not receive conference materials, and will not be able to attend conference events other than the session they are facilitating. 

I'm a presenter - is there a PowerPoint template I should be using?
All presenters should have received a link to a page with information for session presenters, which includes a link to the PowerPoint template.

Is there funding available to help with travel/registration costs?
AIEA is unable to assist with travel or registration costs. 
 

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

What is the cancellation policy for the conference?

Registration fees are refundable, less a $99 processing fee, up until January 13. No refund will be issued for cancellations starting January 14, 2018.

Registrations are transferable (within the same membership category) until January 13 with a $75 administrative transfer fee. Starting January 14, transfers will not be accepted.

All cancellations must be sent in writing via e-mail to the conference registrar.
Please 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, visa problems, health issues, etc. No refunds will be given in these situations if occurring after January 13.

Check payments must be received at the AIEA Secretariat by February 6, 2018. If payment has not been received by this date, the registration will be cancelled.

I am an overseas participant and need a letter of invitation before I can receive my visa. What is the procedure?
AIEA will provide letters of invitation upon request to registrants only in the following circumstances: 

  • Registration is paid in full. Non-member registrants must pay via wire transfer.
  • Registrants must use an email address affiliated with an institute of higher education or a recognized organization related to international higher education. 
  • Registrants that are not Senior International Officers or International Relations Officers, may be asked to provide a brief statement regarding how the strategic issues in international higher education discussed at the AIEA conference is relevant to their work. 

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