Registration

Registration Information

• Virtual Meeting Registration

  Registration for the Virtual Annual Meeting is required for access to all live-streamed and recorded content.
  

  Fees: AACRAO Members: $495 (through February 15, 2024)
  Non-Members: $645 (through February 15, 2024)
  Fees increase by $50 on February 16, 2024.
  
  Virtual-only registration is only available to individuals affiliated with a college or university. Registrations will be reviewed periodically by AACRAO staff. Non-institutional registrations will be notified of the requirement to register for the in-person full conference. Failure to register for the full conference by non-institutional attendees will result in the cancelation of their virtual registration.
  

  The AACRAO Virtual Annual Meeting registration fee will include:

  • live-streaming of the plenary sessions (Sunday, Monday, and Tuesday)
  • live-streaming of a select number of breakout sessions (Monday and Tuesday: 30+ sessions from which to choose).  Note: not all breakout sessions on the Annual Meeting program are live-streamed.
  • on-demand access to recordings of live-streamed sessions for 60 days following the 2024 Annual Meeting
  • on-demand access to pre-recorded sessions.  Note: pre-recorded sessions will not be played in onsite session rooms to an audience.
  • access to all session slide PDFs (as provided by presenters) via the Annual Meeting Whova App.  Note: PDFs are attached after presentations have taken place to ensure the correct iteration of the slides is provided.
  • networking opportunities with virtual and in-person AACRAO Annual Meeting attendees via the Whova App
  • access to Annual Meeting sponsor resources via the Whova App

  Registrants may switch from an in-person registration to a virtual registration. Email meetings@aacrao.org to request a change of registration type.

  • On or Before February 8, 2024: no penalty for change; refund in the difference of fees given
  • February 9 - March 7, 2024: refund in the difference of fees given minus a $200 administrative fee
  • On or After March 8, 2024: No refund in the difference of fees given
• Registration Fee Guidelines

  Your AACRAO Annual Meeting registration fee includes:

  • Keynote speakers, breakout sessions, workshops, small group discussions, and more
  • Session handouts
  • Social and networking opportunities
  • Cocktail Opening Reception on Sunday | Coffee breaks in the Exhibit Hall on Monday and Tuesday
  • Access to recorded content on the Virtual Annual Meeting platform

  Deadlines

  • February 9, 2024: Deadline to fax or postmark paper registrations for the Early-Bird discount (only applicable to individuals unable to register online)
  • February 15, 2024, 11:59 PM ET: Early bird registration deadline
  • March 25, 2024: All paper registrations with payments via check or wire must be received (only applicable to individuals unable to register online)

  Fees

  • To qualify for the member rate, the registrant must be employed by a member institution
  • Discounts are available for full-time students and minority first-time attendees. Information can be found in the sections below.
  • Pre-Conference Workshops each require an additional fee (full-conference registration is not required to register for a workshop).
  • Guest Passes are available for $215 for each additional guest. Professional colleagues are required to register for the conference; access sharing is not permitted.
  • Registrants affiliated with a non-institutional organization will be reclassified as a "Corporate Attendee" and will be required to pay the appropriate fees.
• Paper Registration Form

  Fillable Registration Form PDF

  • Fax the completed form(s) to: (202) 872-8857
  • Paying with a check? Mail the completed form to:

  AACRAO
  Attn: Meetings Dept
  1108 16th St. NW
  Suite 400
  Washington, DC 20036

  Due to PCI security compliance, emailed registration forms that include credit card details will be deleted, and the form will not be processed.
  

• Payment

  Paper registration forms MUST be accompanied by a check, wire, or money order. Payment with Credit Cards will only be accepted through the online registration portal. Funds must be in US dollars. Checks or money orders should be made payable to AACRAO (purchase orders will not be accepted).  Wires must include detailed memo information and an email to meetings@aacrao.org providing detailed information about when the wire was executed.
  
  Payments via check, wire, or money order must be received by Monday, March 25, 2024.  Paper registration forms received without payment will not be processed. AACRAO does not provide invoices for meeting registrations; payment must be received in advance of a meeting registration being processed.
  
  For accounting purposes, the AACRAO Federal Tax ID number is 52-2274900.

• Substitutions, Cancelations, and Refunds

  All changes, substitutions, and cancelations must be made in writing and emailed to meetings@aacrao.org. There is no penalty if the substitute is employed by the same institution as the original registrant.

  Cancelation and Refund Deadlines
  Refund requests will be considered based on the following deadlines. Refunds will be credited in the manner paid. Allow up to 30 days after the meeting to receive your refund.
  

  • On or Before February 8, 2024: no penalty for cancellation; refund given
  • February 9 - March 7, 2024: refund given minus a $200 administrative fee
  • On or After March 8, 2024: No refunds of any fees paid

  These terms and conditions apply to paper registrations received via mail or fax. If the meeting is canceled or converted to an all-virtual delivery, registrants will be notified in advance. 
  

• Special Needs

  If you have special needs and require accommodation to participate fully in the meeting, please email your requirements to meetings@aacrao.org.

• Sample Registrant Budget

  AACRAO has created a sample budget for Annual Meeting registrants to download for planning purposes.

• Justification Letter

  AACRAO has created a sample "justification letter" for registrants to use when seeking institutional support for funding to attend the Annual Meeting.  Please feel free to download and edit, as necessary.

• Minority First-Time Attendee Discount

  To qualify for the first-time minority attendee discount ($100), the registrant must be employed by an AACRAO member institution and complete the Minority First-Time Attendee Application before March 1, 2024. When the application has been reviewed and approved, the attendee will be notified and may register at the discounted rate.

  Minority First-Time Attendee Discount Application
• Full-time Student Discount

  To qualify for the student rate (50% of the member fee) the registrant must be a full-time student at an accredited, AACRAO-member institution, and may not be employed more than twenty hours per week. Students must complete the Student Discount Application and return it with proof of enrollment from their school to meetings@aacrao.org before March 1, 2024. When the application has been reviewed and approved, the student will be notified and may register at the discounted rate.

  Full-time Student Attendee Discount Application
• Press Registration

  Claim your complimentary press pass for the 109th AACRAO Annual Meeting by filling out the press registration form.

  Press Registration
• Exhibitors, Sponsors, and Corporate Registration

  
  Sponsors and those interested in sponsorship opportunities should contact corporates@aacrao.org for more information about how to register as a corporate attendee.  A "corporate attendee" is any registrant affiliated with an organization that provides products or services to AACRAO members. AACRAO reviews and will reclassify corporate registrations that come through the Institutional portal, as necessary, which may dictate a higher fee.