ASTC 2024 Annual Conference
Chicago, Illinois, USA
Frequently Asked Questions
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General Questions
What are the dates of the 2024 ASTC Annual Conference?
Conference activities will begin on Friday, September 27, 2024 with preconference experiences and the host party. The Opening Plenary session will be held on the morning of Saturday, September 28. The conference will conclude with Museum Experience Day on Tuesday, October 1, 2024. See more information on the schedule overview.
Where will ASTC 2024 be held?
The conference will be in Chicago, Illinois, USA. All plenary, concurrent, lightning, and poster sessions—as well as registration and the exhibit hall—will take place at the McCormick Place Convention Center, 2301 South Dr. Martin Luther King Jr. Drive, Chicago, Illinois, unless otherwise noted. Selected events will be held at our local host—Griffin Museum of Science and Industry—other ASTC members in the Chicago area, conference hotels, and at other locations around the city.
What’s special about this year’s conference?
ASTC is fully embracing being in the Windy City, offering more preconference sessions and exhibit hall experiences than ever before. In addition to all of the valuable sessions, experiences, and networking you’ve come to expect at the ASTC Annual Conference, this year’s conference will highlight the diverse array of ASTC members in the Chicago area—including the Griffin Museum of Science and Industry, Field Museum, Adler Planetarium, International Museum of Surgical Science, and Peggy Notebaert Nature Museum. The program features many opportunities to get out and explore these world-class organizations and the city of Chicago. This conference also incorporates an additional focus on natural history museums and other natural history settings, with a set of featured sessions highlighting these topics as well as leading product and service providers in our Exhibit Hall.
Is there a conference hashtag?
Yes, if you’ll be sharing anything about your participation in the ASTC 2024 Annual Conference on social media, we encourage you to use the hashtag #ASTC2024.
What forms of payment will be accepted on site?
All on-site transactions with ASTC (including registration payments and ASTC 2025 exhibit booth purchases) will be cashless and must be paid via credit card, check, or ACH. This requirement applies to transactions with ASTC and doesn’t necessarily apply to all vendors at the conference (including those at McCormick Place).
How do I become a volunteer?
The host institution is responsible for selecting and assigning volunteers through its own network.
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. We also encourage you to pack gear from your institution so you can show your science center spirit.
What health and safety precautions does ASTC encourage for participants?
As always, ASTC prioritizes the health and safety of our community. We encourage all conference participants to practice good health and hygiene practices everywhere they go, including staying home when sick, keeping up-to-date with vaccinations of all kinds, monitoring the local public health situation, testing for COVID-19 as warranted, and frequently washing your hands. We also encourage anyone to wear a well-fitting mask, especially if you are part of a sensitive group.
Will I be able to obtain Continuing Education Credit?
No, ASTC does not offer CE credits.
Will my photo be taken during the conference?
ASTC may take photographs and videos during its meetings and events for use in livestream and session recording, 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 likeness for such purposes.
Are there accommodations for people with disabilities and those requiring special assistance?
We ask about needed accommodations as part of the registration process. If you require special assistance, auxiliary aids, or other reasonable accommodations to fully participate in this event, please indicate during registration or email conference@astc.org. Information regarding disabilities and special assistance will remain confidential.
Will childcare be provided during the conference?
ASTC does not provide childcare services during the conference. Attendees requiring assistance with childcare should contact their hotel concierge.
Does the convention center have a nursing room?
Yes, McCormick Place hosts several Mamava Lactation Suites (download the mobile app to unlock the suites) as well as First Aid Offices that are available for nursing. See the McCormick Place amenities list for specific locations.
I am bringing my family with me to Chicago. Will there be activities for them to enjoy during the conference?
ASTC does not have specific activities designed for guests or family members, although we will are providing a list of things you may want to see and do, curated by our hosts at Griffin Museum of Science and Industry. In addition, we invite you to contact your hotel concierge to help plan activities and day trips during your stay or consult information from Choose Chicago to get some additional ideas.
Can my group host a meeting or event at the ASTC Annual Conference?
Potentially. ASTC traditionally allows selected groups to host meetings or other events during the Annual Conference, including at the convention center and at conference hotels. Please note that all costs for these events will be the responsibility of the organizer. Stay tuned for additional information or contact us at conference@astc.org with any immediate questions.
I am interested in sponsorship opportunities. Whom should I contact?
ASTC has published a prospectus with information about sponsorship opportunities. Contact exhibits@astc.org with any questions or to inquiry about custom options.
I am interested in exhibiting at the conference. Whom should I contact?
Booth sales are open, and more than 100 have already been reserved. Don’t delay in securing your spot in the exhibit hall as booths continue to fill up. Contact us at exhibits@astc.org with any questions.
I am interested in advertising opportunities. Whom should I contact?
Please contact exhibits@astc.org to discuss opportunities for advertising in the conference app, printed materials, emails, or on-site signage.
Will the attendee list be shared with others?
As part of registration, you can determine which information will be shared with other conference attendees. ASTC does not work with any third-party list broker. Please do not engage with and/or acquire/purchase any list from any company claiming to have access to the ASTC conference database, attendees, or contact information; even responding to these inquiries may put your and others’ information at risk.
Registration Questions
What are the registration fees?
Complete information about registration is available on the registration page.
What is included in my registration fee?
Full conference registration for the 2024 ASTC Annual Conference includes:
- Access to all Keynote and Plenary sessions
- Access to all Concurrent, Lightning, and Poster sessions
- Access to the Exhibit Hall during open hours
- Access to networking and community experiences
- Included meals, snacks, and receptions throughout the conference
How do I register for the Host Party and other optional events?
You may purchase tickets for the Host Party during registration. If you need to modify your registration by adding a ticket, please email conference@astc.org. All other optional events on the program are non-ticketed and open to conference attendees (including A Night at the Museum: Field Edition on Sunday, 9/29), unless otherwise specified.
Is there a special rate for students?
Yes! Full-time students are welcome to register for the full conference at a discounted rate of $385. A valid student ID and/or proof of enrollment is required, which you will be asked to provide during registration.
Does ASTC offer any scholarships/assistance for conference?
ASTC is pleased to be able to provide financial support to assist those who would be unable to participate in the conference otherwise. Applications for the Todd Happer Memorial Scholarship and the Lee Kimche McGrath Worldwide Fellowship have now closed.
What if I can only attend one day of the conference?
There is a single-day registration option for those who are unable to participate in the full conference. Single-day registrations permit access to conference sessions, meals, and events for the selected day only. If you would like to attend more than one day, please purchase a full conference registration; multiple single-day registrations are not available.
Is there a discount for group registration?
ASTC is once again offering the opportunity for individuals associated with ASTC-member organizations to receive a discount on registration if at least five individuals sign up.
Once five or more individuals (including full-time and part-time staff members, interns, volunteers, board, and trustee members) from a Member Organization register at the Early Bird, Advance, or Regular rates for the full conference, additional registrants associated with that organization will receive an automatic 5% discount on the fifth and all subsequent full conference registrations.
Please note that all registrations do not have to be done at the same time in order to receive this automatic discount.
Who is eligible for the member rate?
The ASTC-member registration rate is available to individuals currently affiliated with an ASTC-member organization in good standing, as indicated in your myASTC profile. This includes full-time and part-time staff at the organization, committed volunteers (including board members), and close partners.
If your organization is not currently a member, we invite you to join as a Science Center and Museum Member or an Allied Member. See complete information about ASTC membership.
Do presenters need to register?
ASTC greatly appreciates the time and commitment of all presenters. In order to ensure that all contributors are fully integrated into the conference and the larger ASTC community, we expect session leaders, presenters, poster leaders, facilitators, and others to register for the conference at the normal rate and to participate in as much of the conference as possible. In addition, presenters are responsible for any fees associated with the session/workshop in which they present.
Do exhibitors need to register?
All exhibit staff must submit an individual registration for the conference, whether as part of the complimentary registration that comes with the booth or as an additional registration. Each 10′ x 10′ exhibit booth includes two complimentary, full-conference registrations, and additional registrations can be purchased separately.
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—as well as freelance reporters with a track record of relevant publications. 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 applicable conference rate. For more information, please contact communications@astc.org.
What if I need to cancel my registration?
All cancellations must be made in writing to conference@astc.org. Cancellations received on or before August 13, 2024, are entitled to a full refund of registration and event fees. Cancellations received August 13–September 16 will be subject to a $200 cancellation processing fee. No refunds will be granted for cancellations (to include Preconference Intensives) after September 16. Cancelled registrations cannot be credited to a future conference.
Are you attending the Griffin MSI host party and might not have time to pick up your badge?
You are encouraged to pick up your badge before hopping on the bus to Griffin MSI. Ticket holders who are unable to pick up their badge should be prepared to show confirmation of purchase.
Travel Questions
Where should I stay while attending the conference?
ASTC has contracts with several hotels directly connected to McCormick Place, where most activities will be held, offering special discounted rates to conference attendees. Please see the hotel information page for details about conference hotels and to book your stay.
We strongly encourage you to book as part of the conference room block. Not only will you be close to conference activities and other participants, you will help ensure that ASTC meets its contracted commitments, which holds down the overall conference costs.
Does ASTC have an official housing company or travel agent?
No, we contract directly with the official conference hotels, and no other housing company or travel agent is authorized to place hotel reservations for the ASTC Annual Conference. Please reserve your hotel using the links and/or phone numbers listed on the hotel information page.
I am an international attendee. How do I obtain a visa?
We encourage you to apply for a visa as soon as possible, as you can expect the process to take several months. Most visitors, except those who are citizens or nationals of countries designated under the Visa Waiver Program, will need to complete an interview and security checks in your home country. To apply for a nonimmigrant visa, you will generally need a passport valid for at least six months beyond your period of stay, a completed application, a photo, and applicable fee payment. To facilitate this process, ASTC can provide a letter of invitation once you register for the conference (see below). See U.S. Visa information on the Department of State website for the most current information.
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 2024 ASTC Annual Conference, which can be requested as part of completing your conference registration.
My visa application was denied. What should I do?
If the visa application is rejected and you can provide us documentation confirming the rejection, we will refund the amount entirely. Please contact the ASTC Conference Team by email at conference@astc.org.
Exhibitor and Sponsor Questions
How can I become an exhibitor for the conference?
ASTC 2024 will feature a vibrant exhibit hall where exhibitors will be able to show off their latest offerings, raise their visibility, and interact with participants formally and informally. Learn more about exhibiting at ASTC 2024 and reserve your booth now.
Are there opportunities to sponsor the conference?
Yes! ASTC provides a number of sponsorship opportunities to support the conference and raise the profile of your organization in our community of science and technology centers and museums and other organizations committed to engaging the public in science. Learn more about sponsorship opportunities.
Do I have to register for the conference if I am an exhibitor or sponsor?
Yes, all exhibit staff and sponsors must submit an individual registration for the conference, whether as part of the complimentary registration that comes with the booth or sponsorship or as an additional registration. Each 10′ x 10′ exhibit booth includes two complimentary, full-conference registrations, and additional registrations can be purchased separately. Registration details will be sent after your booth or sponsorship sale.