Conference FAQs

 

 

BasicsRegistrationOnline Registration

 

Basics

What are the official dates of the 2018 ASTC Annual Conference?

The official conference dates are Saturday, September 29, through Tuesday, October 2, 2018. The first official event is the Opening Keynote Presentation on Saturday, which begins at 8:00 a.m. with a complimentary breakfast beforehand. Some events, including preconference ASTC Intensive sessions will be held on Friday, September 28, before the official start of the conference. Please check the schedule online at conference.astc.org for up-to-date information.

Where is the 2018 ASTC Annual Conference located?

The 2018 ASTC Annual Conference will be held at the following locations: Connecticut Convention Center (registration, main sessions, and Exhibit Hall), the Hartford Marriott Downtown hotel, and the Connecticut Science Center (Saturday Night Party and Tuesday’s Museum Experience Day).

When does onsite registration open?

Onsite registration opens Friday, September 28, at 7:00 a.m., in the Connecticut Convention Center. Registration is open Friday, September 28–Monday, October 1.

How do I become a volunteer?

The host science center selects and assigns volunteers through its own database.

Does ASTC offer any scholarships/assistance for conference?

Currently, ASTC offers two programs for conference related assistance. Please visit http://www.astc.org/about-astc/awards/ for more information.

What is the dress code?

Attire is business casual. Feel free to be comfortable in slacks, polo shirts, sweaters, blazers, blouses, and, most importantly, comfortable shoes. We do recommend you dress in layers as temperatures in meeting rooms can vary.

Can I use my mobile phone during the conference?

As a courtesy to presenters and other attendees, we ask that you kindly turn off your mobile phones or set them to vibrate during the keynote presentation, sessions, and other events with speakers. Please quietly exit the room to attend to important phone calls. Of course, use of phones for sharing insights and photos is highly encouraged!

What should I do if the session I would like to attend is full?

ASTC suggests that you arrive at the assigned meeting room at least 15 minutes prior to the start of the session to obtain a seat. Be sure to note alternate sessions you would like to attend during a particular time slot in the event your first choice is full. All session rooms are intended to help foster a creative learning environment and are set to the maximum number of seats allowed per the fire marshal.

How can I obtain a copy of a presenter’s presentation?

Presentations shared with ASTC will be made available on the ASTC website following the conference.

Will my photo be taken during the conference?

ASTC takes photographs during its meetings and events for use in its advertising, newsletters, and other promotional materials, whether in print, electronic, or other media, including the ASTC and conference websites. By participating in this conference you grant ASTC the right to use your name and photograph for such purposes.

Are there reasonable accommodations for people with disabilities and those requiring special assistance?

If you require special assistance, auxiliary aids, or other reasonable accommodations to fully participate in this event, please email conference@astc.org. Information regarding disabilities and special assistance will remain confidential.

I have an allergy or specific dietary restriction. Whom should I contact?

We will do our best to accommodate your dietary needs. Please contact the ASTC Conference Team by phone at (202) 783-7200 or email at conference@astc.org by August 31, 2018.

Will child care be provided during the conference?

ASTC does not provide child care services during the conference. Attendees requiring assistance with child care should contact their hotel concierge.

I am bringing my family with me to Hartford. Will there be activities for them to enjoy during the conference?

ASTC does not have specific activities designed for guests or family members, but we do offer guest tickets (which can be purchased during online registration) for the Saturday Night Party on September 29. The event is open to guests over the age of 21. Contact your hotel concierge to help you plan activities and day trips during your stay, or visit www.ctmeetings.org/astc2018 for more information.

Can I host a meeting at the annual conference?

Certain groups are permitted to host a meeting at one of the conference facilities during the annual conference. Please email conference@astc.org for more information.

I am interested in sponsorship opportunities. Whom should I contact?

Please contact Kellie Shevlin at kellies@astc.org.

I am interested in exhibiting at the conference. Whom should I contact?

Please contact Kellie Shevlin at kellies@astc.org.

I am interested in advertising opportunities. Whom should I contact?

Please contact Todd Happer at (202) 783-7200 x144 or thapper@astc.org.

My company/institution is not an ASTC member. How do I learn more about joining ASTC, including the benefits of membership?

Please contact Michelle Kenner at (202) 783-7200 x139 or at mkenner@astc.org.

Registration

What are the registration fees and what’s included?

Click here for more information.

Why is there a fee for the Saturday Night Party?

To date, the ASTC Diversity and Leadership Development Fellows program has made it possible for more than 170 science center professionals from more than 90 science centers and museums in the United States and Canada to participate in the Annual Conference. In 2013, ASTC implemented this small contribution as part of the Saturday Night Party in an effort to fulfill the needs of this growing program. Thank you for your support!

I am a member of the press. Do you offer a special press registration rate?

ASTC welcomes the professional editorial staff of print, online, and broadcast media. Complimentary registrations are extended to the “working media” with the same benefits as other full conference registrations. Other publication staff (non-editorial positions, such as advertising directors and advertising representatives) may attend by registering at the full conference rate. For more information, please contact conference@astc.org.

Will I receive my registration materials in the mail?

Registration materials are not mailed prior to the conference; they will be available for pick-up beginning at 7:00 a.m. on Friday, September 28, at the Connecticut Convention Center.

If I am unable to attend the conference, how do I cancel my registration?

All cancellations must be made in writing to conference@astc.org. Cancellations received on or before Friday, July 27, are entitled to a full refund of registration and event fees. Cancellations received July 28–August 31 will be subject to a $200 cancellation processing fee. No refunds will be granted for cancellations after Friday, August 31. Cancelled registrations cannot be credited to a future conference. Cancelled individual registrations within a Group Registration without a substitution will result in forfeiture of the entire discount, and the full conference Registration rate at the time of registration will be charged.

I cannot attend the conference. Can I send a colleague in my place?

Substitutions are allowed with the written authorization of the registrant who is unable to attend. Send an email to conference@astc.org by Friday, August 31, or bring a signed letter to the onsite registration counter, along with a new completed registration form.

I am an international attendee. How do I obtain a formal invitation letter to submit with my visa application?

You may require an invitation letter to obtain a visa to attend the 2018 ASTC Annual Conference. We require a completed registration for the conference before an invitation letter will be sent to individuals not speaking or sponsoring the event.

If the visa application is rejected and you can provide documentation confirming the rejection, ASTC will refund the amount entirely.

If you will be making payment onsite, please indicate payment by check when using the online registration system.

Please submit the following information via email to conference@astc.org.
Prefix:
First Name:
Last Name:
Job Title:
Institution Name:
Institution Address:
City:
State:
Zip Code:
Country:
Contact Phone Number:
Contact Email Address:
Contact Fax Number:

How would you like to receive your letter: Email __ Fax __ Direct Mail __

I am an Exhibitor/Sponsor. How do I redeem my contracted complimentary registration(s)?

After your booth/sponsorship has been processed, you will receive an email with a unique discount code and instructions to register online. If you have not yet received this email, please contact Kellie Shevlin at kellies@astc.org for assistance.

Online Registration

I am completing the online registration for a colleague. Can I enter my email address in the “Attendee Email Address” and “Verify Email Address” fields?

All attendees must have a unique email address. Please enter the email address of the person you are registering. You may enter your email address in the “CC Email Address” field on the Attendee Information page.

I received the following error: “Your email address cannot be found in our database as entered. Please create an account or update your email address at members.astc.org.” What should I do?

Each attendee must have a myASTC account with a unique email address. If you do not have an account, please create an account at members.astc.org. If you suspect that you do have an account, but do not remember your username and password, please contact Michelle Kenner by phone at (202) 783-7200 x139 or email at info@astc.org.

My institution/company is an ASTC member, but only nonmember registration categories are listed. How do I register as a member?

Please contact contact Michelle Kenner by phone at (202) 783-7200 x139 or email at mkenner@astc.org to update your membership record.

My co-workers and I would like to register for a Group Discount registration. Can I register myself now and register them later?

All five attendees for a Group Discount registration must be registered at the same time, e.g., within the same online registration session. For your convenience, use the Online Registration Checklist to collect their information and expedite the registration process.

My co-workers and I would like to register for a Group Discount registration. Can we pay for our registrations separately?

After the information for all five attendees has been entered, the system will ask if you to enter payment information from one credit card. If you would like to pay with multiple cards, please call (202) 783-7200.

I am a presenter, but I do not know my session code. Whom should I contact?

Session leaders can provide their presenters with the session code. Alternatively, contact ASTC Conference team by phone at (202) 783-7200 or email at conference@astc.org.

I selected a session/event accidentally. How do I remove it?

Click the “Clear Selection” link to the right of the session/event name.

I registered online, but I did not receive an email confirmation. How can I get a copy of my registration confirmation?

Please contact the ASTC Conference team by phone at (202) 783-7200 or email at conference@astc.org.

How do I modify my registration, e.g., edit my name, add an event, sign up for the Saturday Night Party?

Please click the “Modify Registration” button at conference.astc.org/registration. You will be asked to enter your email address and reference number provided in your online registration confirmation email.

I made a modification to my registration, but my receipt does not show itemized payment information. Can I get an itemized receipt to submit to my accounting department?

Please contact the ASTC Conference team by phone at (202) 783-7200 or email at conference@astc.org for an itemized receipt.