What are special events?
Special Events are business meetings, committee and board meetings, workshops, and receptions. If you would like to schedule an event with us, visit our Host a Meeting or Event
AAG Specialty Group business meetings are scheduled by the conference team. Specialty Group chairs should watch the SG Chairs listserv email for a message from the conference team about timing requests.
Where will sessions take place?
In-Person Annual Meeting sessions typically take place in the conference hotels or nearby convention centers. Learn more about the hotels and accommodations here
. Virtual Sessions can be accessed through the session gallery.
What is provided in each session room?
All in-person Annual Meeting paper and panel session rooms will be equipped with an LCD projector and digital HDMI switcher with the following connections: Mini DisplayPort, VGA to HDMI, and HDMI. Please use a 16:9 aspect ratio to format your slides. Presenters are responsible for bringing any other necessary converters, however they must convert to HDMI. AAG does not provide computers in the presentation rooms. Presenters are responsible for bringing any equipment needed such as a laptop.
In-Person Poster sessions and Guided Poster sessions will be equipped with 4'x8' poster boards (landscape format). You may use any of the area within the board to display your poster.
If you need to arrange to rent any additional equipment, such as speakers or a sound patch, please email email@example.com
How was the program selected and put together?
The AAG accepts all submitted abstracts and organized sessions for presentation. Once an abstract has been submitted, there are a few routes for it to end up in a session:
For Paper, Lightning Paper, and Guided Poster abstracts,
a) organize a session around the topic of your own presentation,
b) communicate with an organizer via the Session Gallery about joining his/her session, or
c) wait for your abstract to be added to a session by the Program Committee in late November.
For Poster abstracts,
you may submit your abstract and be added by the organizer, or your poster will be sorted into a session by the Program Committee in February.
My paper was accepted and scheduled; can I still edit the title or the abstract?
Minor edits may be made at aag.secure-abstracts.com
through the editing deadline posted on the Deadlines & Submissions page
Why was my session scheduled at the same time as other sessions on similar topics? Can't this be avoided?
Each Annual Meeting has between 1400 and 1700 sessions, held over five days, so conflicts are inevitable. Great care is used to avoid thematic, and individual conflicts (a participant cannot chair one session and present a paper at another session, if both are held at the same time), but it’s not possible to avoid all conflicts.
I can't attend the session I was scheduled for, what are my options?
In cases where scheduling conflicts occur, often the best solution is for the presenter to switch sessions entirely. If you run into a conflict, please email firstname.lastname@example.org
, explain the circumstances, and name another session (with 4 or fewer presenters) you wish to switch to. If the session is organized by the program committee, AAG staff can simply add you to it. If not, the organizer should be contacted to ask for permission.
I can no longer attend, how do I cancel my registration or presentation?
Please see our Cancellations
page for more information on cancelling registration for the Annual Meeting. In the event that you wish to cancel your presentation, but will still attend the meeting, please email email@example.com
and the organizer of your session.
How did I become the session chair and what are the responsibilities?
For sessions put together by the Program Committee, it is our policy to designate the last presenter as chair, as they have a stake in keeping everyone else in the session within their allotted time. Please contact firstname.lastname@example.org
if you do not wish to be chair or have any questions.
I am having trouble signing up for a Field Trip or Workshop.
If you are unable to add a Field Trip or Workshop, it is likely full. However, sometimes people do not show up and spots are made available. Please go to the Field Trip meeting spot or workshop location early to ask to join.
To add an additional participant to a Field Trip (spouse, friend, etc) please call the AAG Headquarters at (202) 234-1450 to ensure there is space and to submit payment.
I need a Certificate of Attendance/Presentation to be reimbursed by my institution, how do I get one?
We provide certificates of attendance/presentation at the onsite registration desk during the Annual Meeting. If you require a certificate after the conclusion of the meeting please email us at email@example.com
How can I find and search the online program/galleries?
You can access the current online program here
. To search, use the filters on the left side. You can learn more about using the Gallery in our How To videos, found here
Will I get a hardcopy of the Annual Meeting Program?
The printed program is available for purchase. To buy one, please login to the registration portal and add one to your registration.
Still have a question? Contact firstname.lastname@example.org.