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, we may be able to accommodate you if we have space at the time you desire. Please fill out the space request form.
AAG Specialty Group business meetings are scheduled by the conference team, so there is no need to make a request using the form. 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?
Annual Meeting sessions will take place in at the Hyatt Regency Denver at Colorado Convention Center and Sheraton Denver Downtown, which are an approximately 6 minute walk from each other. Learn more about the hotels and accommodations here.
What is provided in each room?
All 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 that is needed and that is not provided, such as a laptop or a laser pointer. AAG is unable to guarantee internet access in the meeting rooms. If you require reliable internet, please contact us for a quote.
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 firstname.lastname@example.org.
I can't attend the Annual Meeting in person, can I present remotely?
AAG's current position on remote presentation is as follows: organizers are welcome to try it, but unfortunately, we are unable to support or guarantee that it will work. Our free wifi may or may not be strong enough. We have arranged for a few dedicated wifi codes that you can purchase, but even then, we don't have support staff for this, so any troubleshooting would be on your own. We encourage presenters to have a back-up plan, such as a pre-recorded talk.
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, you may
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 November 2019.
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. If you change the subject material of your abstract, you may alienate your session organizer and potential session attendees who have selected to attend your talk based on the original content.
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 email@example.com, 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 and Refunds 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 firstname.lastname@example.org 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 person to present as chair, as they have a stake in keeping everyone else in the session within their allotted time. Please see Presentation Guidelines for more information. Please contact email@example.com if you do not wish to be chair.
I am having trouble signing up for a Field Trip or Workshop, how can I add one?
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?If you require a certificate of attendance/presentation, please contact firstname.lastname@example.org after the conclusion of the Annual Meeting.
How can I find and search the online program?
You can access the 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.
How do I use the Mobile App?
You can learn more about the Mobile App here