Registration Questions
Yes, if you register as an in-person attendee, you may change your registration to virtual if you can no longer attend in person. In-person registrations may be converted to virtual attendance prior to July 7, 2023 with a refund provided reflecting the registration rate differential. However, after July 7th, no refund of the rate difference can be provided. Virtual registrants may also switch to in-person attendance by paying the registration rate differential applicable at the date the switch occurs. Request for switching registrations must be submitted in writing via email to [email protected].
Conference registration includes access to all scientific and networking programs, including:
- Plenary sessions
- Concurrent oral sessions
- Poster sessions
- Social events
- Student networking activities
- Access to virtual presentations and meeting content for 180 days after the conference
See the Networking Events page for a description of what will be provided. Light snacks will be provided during the AM and PM breaks.
Yes. Click here to view instructions for group registration.
Yes, you can make two payments using different credit cards. Here are the instructions:
- After logging in to the site, click the Shopping Cart icon, ensure the invoice only contains registration items and no other items.
- Select Payment by Credit Card and provide credit card payment details.
- Log back into the site, click the Update button to bypass your contact profile and enter the Registration Form, add the social tickets and any other items you wish to charge to your personal credit card, click Checkout and follow the on-screen instructions to make payment by credit card.
Registration will remain open until the final day of the conference (August 24, 2023). Early registration rates end on July 7.
All cancellation requests received on or before July 7, 2023, will be issued a refund. No refunds will be given thereafter except in the event of extenuating circumstances, which the AFS office will identify on a case-by-case basis. Requests for registration cancellation must be submitted in writing via email to [email protected].
If you are not able to attend one or more sessions, AFS will not prorate or refund any part of your registration fee. Substitute attendees will be permitted. Substitution requests must be in writing via email to [email protected] no later than 7 days prior to the event start.
In-person registrations may be converted to virtual attendance prior to July 7, 2023 with a refund provided reflecting the registration rate differential. However, after July 7th, no refund of the rate difference can be provided. Virtual registrants may also switch to in-person attendance by paying the registration rate differential applicable at the date the switch occurs. Request for switching registrations must be submitted in writing via email to [email protected].
You can check your registration by signing into your account. Events that you signed up for are also listed on your emailed invoice.
For registration questions not answered here, please contact: [email protected].
Hybrid Meeting Format
Virtual Attendees
In-person Attendees
The Grand Rapids Annual Meeting will allow for participation and presentations by both in-person and virtual attendees. Each hybrid event has slightly different capabilities; here is an explanation of how the Grand Rapids event will work for both in-person and virtual attendees and presenters.
Caveats: Due to bandwidth limitations at our venue, only in-person presentations at Plenary sessions and certain select symposia can be livestreamed out from Grand Rapids for live viewing by virtual attendees. Likewise, only those selected sessions will have the capability to livestream in virtual presentations to in-person attendees at Grand Rapids. Conference center bandwidth will also probably not support the playing of pre-recorded virtual presentations for in-person attendees during a session, but session organizers are welcome to organize “watch parties” of virtual presentations at other times or locations.
All presenters, whether in-person or virtual, will need to provide a pre-recorded version of their presentation 10 days prior to the start of the conference. These recordings will be available on demand for both in-person and virtual attendees to view for up to 180 days after the conference. Pre-recorded presentations will have asynchronous question-and-answer capability.
All presenters are being asked to provide a recorded version of their talk that will be available to all registrants. Live events, such as plenary sessions, will also be recorded and posted to the meeting website.
For program questions not answered here, please contact Tricia Fry, [email protected].
Technology Questions
All presenters at the Grand Rapids Annual Meeting are asked to record a virtual version of their presentation. This way, all presentations will be embedded into the virtual platform and thus viewable to all our attendees without a need for Zoom.
However, networking sessions and one-on-one meetings may be impacted if Zoom is used for those sessions and meetings.
It is the responsibility of the registrant to confirm system requirements and test their computers prior to the start of each virtual session. If a technical failure is the fault of the service provider and the session is not able to be broadcast as planned, AFS reserves the right to reschedule the event. If an attendee experiences a technical failure on their end, AFS is not responsible for refunding the participant.
Click the following links for more details regarding how to record/upload presentations:
For technology questions not answered here, please contact [email protected].
COVID Policies
Update February 22, 2023:
In order to protect our diverse participants, along with their families and communities, we will follow the state guidelines in Grand Rapids, Michigan. More information is coming soon.
We are actively watching advice on gathering and travel while working with local and national advisory groups. If conditions and advice change and warrant a reduced in-person event or fully online event, we will inform our attendees as soon as possible.
- Protect yourself by frequently washing your hands and minimizing close contact with others.
- Hand sanitizing stations: We will provide ample hand sanitizing stations throughout the event spaces for you to use.
- Colored stickers corresponding to your comfort level with being approached by others will be provided.
- Do NOT attend the event if you feel ill or were recently exposed to Covid-19.
- If you can no longer attend in person, full registration refunds are available until July 7, 2023.
- If the Spokane meeting becomes fully virtual, the difference between in-person registration and virtual registration will be refunded with no fee.
Resources
- World Health Organization (WHO) recommendations and data
- U.S. Centers for Disease Control and Prevention Center (CDC) travel guidelines
- CDC COVID data tracker
- State of Michigan COVID-19
Full refunds are available until July 7, 2023. After that date, we encourage you to attend online or find a substitute attendee.
Full refunds are available until July 7, 2023. After that date, we encourage you to attend online.
The difference between in-person registration and virtual registration will be refunded with no fee.
Welcoming Environment
AFS is committed to providing safe and welcoming environments for all who participate in our events and activities, whether in person or virtual. We prohibit and will not tolerate any form of harassment, bullying, or discrimination. Together, we can ensure that AFS events support free expression and exchange of scientific ideas in environments that are positive and productive for all. To read the full Code, please visit the Meetings Code of Conduct web page.