Conference FAQ

FREQUENTLY ASKED QUESTIONS

General Conference & Research Symposium 
Registration & Travel
Presenters
Volunteers
Exhibiting & Advertising

GENERAL CONFERENCE & RESEARCH SYMPOSIUM

When and where will the Conference and Research Symposium be held?

  • The conference will be held at the Spokane Convention Center, 334 West Spokane Falls Boulevard, in Spokane, Washington.
  • The conference formally begins with the opening reception, welcome ceremony, and keynote address on the evening of Wednesday, October 10 and runs through mid afternoon on Saturday, October 13.
  • The Research Symposium requires separate registration and will be held on Tuesday, October 9 and Wednesday, October 10.
  • Full-day and half-day pre-conference workshops and field trips require separate registration and are offered on Wednesday, October 10. Two post-conference field trips are offered on Sunday, October 14. 

What's the difference between the conference and the Research Symposium? 

  • The two-day Research Symposium is held before the general conference and explores emerging issues in EE research. Participants discuss opportunities, challenges, conceptual models, ethical dilemmas, new and overlooked techniques, applications to practice, and emotional responses related to undertaking EE research.
  • Concurrent sessions for the conference and Research Symposium are selected through independent review processes with different criteria. Each respective Call for Presentations includes details about this year's priority topics, session formats, and tips for submitting proposals.  

REGISTRATION & TRAVEL

How much is registration?

  • The full listing of Conference and Research Symposium registration fees can be found here.
  • Early bird rates apply until August 24, 2018.
  • Advanced rates apply until September 30, 2018.
  • After September 30, there is a late fee of $25 added to each registration.
  • One-day rates are offered for the conference; there are no two-day rates. There are no daily rates for the Research Symposium.

When can I register?

  • Registration is open now.

Are there any discounts available? 

  • NAAEE members receive a discount on registration fees. 
  • Individuals can volunteer during the conference to earn discounted registration fees. This option does not apply to the Research Symposium. Volunteer registration is expected to open around August 1. 
  • NAAEE offers a limited number of registration scholarships. The scholarship application deadline was June 8. Check the conference scholarship page for information.
  • Students and retired educators are eligible for a 30% discount. To apply these discounts, enter "STUDENT" or "RETIRED" when asked for a discount code during the online registration process. Students will need to show current student identification at registration. 

What is the refund policy?

  • Please read Conference Policy for information on cancellations, refunds, photography, and liability.

Where should I stay?

  • NAAEE is holding blocks at two hotels, the Davenport Grand Hotel ($145/night plus tax and fees) and the Doubletree by Hilton ($134/night plus tax and fees).
  • Both hotels are adjacent to the convention center.
  • You must book hotels through the housing bureau using this link; hotels will not take calls directly.
  • If you'd like to connect with others to share a ride or a room, join our Facebook Group.

PRESENTERS

When will I be notified if my presentation is accepted?

  • The review process began in April and we expect to notify individuals of the review results by July 5. 
  • Notification comes through the All Academic conference management system via an email message from <Do_Not_Reply@AllAcademic.com>. Sensitive filters sometimes reject this address; check your email settings to ensure these messages are not filtered out as spam. 

Will you tell me if my proposal is rejected?

  • Yes, we notify all submitters of the results of their review.

How do I confirm my participation in the conference? 

  • To secure their place on the conference or Research Symposium program, proposal submitters must confirm their participation by July 23, 2018.
  • Only the person who originally submitted the proposal will have access to confirm the session; additional presenters confirm their participation with their registration by the August 24 early bird deadline.
  • Proposal submitters should follow these instructions to confirm their session acceptance: 
    • Go to the conference home page.
    • Click on the "Confirm/Update Sessions" link at the top of the page.
    • On your All Academic home page, click on "Submit or Edit a Proposal." 
    • Select the session title you want to confirm. 
    • Click on "confirm participation" in the action menu on the right and select "yes" or "no." 
  • If you are trying to confirm a session, but see only "View" in the action menu, someone else submitted the proposal, and that individual will need to confirm the session.
  • All Academic has no mechanism to allow us to acknowledge confirmations; you will not receive notification that you have confirmed the session. If you clicked "yes" or "no," please assume your session is confirmed.

Do presenters have to pay conference registration fees? 

  • Yes. All conference presenters are required to register for a minimum of the day their session is scheduled. Research Symposium presenters must register for the full two-day symposium.
  • All presenters for the conference and the Research Symposium are required to register by the early bird registration deadline on August 24. 
  • Approximate fees are included in the "Attendee" section below. 

I can't make the date/time I was assigned for my presentation. How can I change it? 

  • We urge presenters not to make specific travel plans until they receive their scheduled session time(s). Because we try to include as many qualified presenters as possible on the schedule, it can be difficult for us to accommodate changes in session days and times. 
  • Sessions for the general conference will be scheduled on Thursday, Friday, and Saturday (October 11–13, 2018). 
  • Sessions for the Research Symposium will be scheduled on Tuesday and Wednesday (October 9 & 10, 2018). 
  • Conference workshops will be scheduled on Wednesday, October 10, 2018. 
  • Once you receive your session time(s): 
    • If you have a schedule conflict for the general conference, contact Lori Mann
    • If you have a schedule conflict for the Research Symposium, contact Erin Kelly

The format of my session was changed; what do I need to do? 

  • Format changes are made to accommodate an increased number of sessions on the conference program. In most cases, formats are changed only where presenters indicated they would accept an alternate format when they originally submitted their proposals. 
  • Review your new format in the Conference Session Format Descriptions or the Research Symposium Session Format Descriptions and adjust your session—and your session description—to reflect the new format. Please make changes by August 3; instructions are provided in the next FAQ entry.

How do I make changes to my session description or presenter list? 

  • To edit your proposal until the deadline on August 3, go to the conference home page and click on the link to "confirm/update sessions" at the top of the page. This takes you to the conference proposal system. 
  • Select the title of the session you wish to revise and click on "edit" in the action menu to the right. 
  • Edit the appropriate sections as needed. 
  • Presenters will not be able to access the system to make changes after August 3. Contact us at conference@naaee.org if you need assistance with a session listing after August 3. We cannot guarantee that late changes will be reflected in the printed programs. 

How do I add a presenter to my proposal? 

  • Before an individual can be added to a proposal, he or she must have an account (eePROfile) in NAAEE's new eePRO directory AND that account must be linked to the conference proposal system (All Academic). Careful! It is a two step process, but many people miss the second step. 
  • Creating multiple accounts can cause problems with your ability to submit or add presenters to your proposal(s). If you're not sure whether you or your co-presenters have existing accounts or whether the account email addresses are current, please search the eePRO directory or contact NAAEE for assistance. Email Regina Fong or call 202-419-0412. 
  • Adding an individual to the system is a two-step process: 
    • Step 1: To create an eePROfile, go to NAAEE's website (naaee.org) and click on the link to "create an account." (Note: Creating an account is not the same as becoming a member of NAAEE.) Use your email address as your login, create a password, and provide the information requested. 
    • Step 2: After creating a profile, add it to the conference proposal system (All Academic) by clicking the link to "confirm/update session." This step takes you to All Academic’s NAAEE home page and creates the "handshake" that connects the two systems. You can then log out. 
    • During your initial submission process or when you go back to edit your proposal, you will be able to search the All Academic database for the individual you want to add to your proposal. 
  • Names, affiliations, and email addresses will appear in the conference program exactly as they appear in the NAAEE eePRO directory

My co-presenter created an account on the NAAEE site, but his/her name isn't appearing when I search for it during the submission process. What's wrong? 

  • Most likely, the account was not linked to the All Academic online conference management when it was created. 
  • Ask your co-presenter to log in on the NAAEE website, naaee.org
  • Once on his or her eePROfile page, click on the link to "confirm/update session" to create the "handshake" that connects our directory to All Academic. 
  • Once this step is completed, the name should appear when you search for it from within your online proposal. 
  • If the name still does not appear, please contact conference@naaee.org for assistance. 

What audio-visual equipment is provided? 

  • Rooms for all presentations except roundtable discussions and poster sessions are equipped with a PC laptop (with Office Suite loaded), LCD projector, and screen. We strongly recommend that presenters bring their presentations on a portable drive and use the computer provided. We cannot guarantee proper connections on any other equipment. 
  • No audio-visual equipment is available for roundtable discussions and posters, but presenters may use their own battery-powered laptops or tablets. 
  • Wireless Internet access is available in all meeting rooms. 

I'm presenting a poster session; what do I need to know? 

  • Posters can be any size up to a maximum of 4 feet by 4 feet. 
  • Posters are fixed to portable bulletin boards that are 8 feet across. 
  • Research Symposium posters are placed one poster per side; Conference posters are placed two posters per side. 
  • Posters for the Research Symposium can be hung prior to the start of the Symposium on Tuesday morning, starting at 8:00 AM. They will remain in place through Wednesday morning. 
  • Posters for the Conference can be hung on Wednesday between 4:00 PM and 5:00 PM or Thursday morning between 7:30 AM and 8:30 AM and will remain on view until noon Saturday.
  • There is a general Poster Session held during the Exhibit Fair Luncheon on Thursday, which is attended by most conference participants. All poster presenters staff their posters at this time to share their work. Each poster title and session description is listed in the conference program. 
  • Conference posters hung by 5:00 PM on Wednesday will be available for casual viewing during the opening reception. Poster presenters are welcome but not required to staff their posters at this time.

VOLUNTEERS

Do volunteers receive a discount? 

  • Individuals can volunteer during the conference to earn discounted registration fees. This option does not apply to the Research Symposium. 
  • Volunteers have two options: 
    • Work one half-day shift and attend the remainder of that day free of charge (Thursday or Friday only)
    • Work eight hours throughout the conference and earn free registration for the full conference. 
  • Meals are not included with volunteer registration, but can be purchased separately.  

How do I volunteer? 

  • Volunteer roles are filled on a first come, first served basis.   
  • Volunteer registration is open. Instructions for signing up as a volunteer are posted here

What do volunteers do? 

  • This is a sampling of the types of work our volunteers assist with: 
    • Monitoring sessions 
    • Helping with registration 
    • Taking tickets at meals and other events 
    • Helping in the office 
    • Assisting with special events
    • Conducting short surveys  

EXHIBITING & ADVERTISING

Where can I sign up to purchase an exhibit booth, mobile app banner, or print ad?

  • Follow this link to register for an exhibit booth, mobile app banner, or print ad.

What are the costs for exhibiting and advertising?

What are the Exhibit Fair hours?

  • Wednesday, 5:00 PM–6:30 PM
  • Thursday, 9:00 AM–5:00 PM
  • Friday, 9:00 AM–3:00 PM

When can exhibitors set up?

  • The hours have not been finalized but are expected to be: 
    • Wednesday, 1:00 PM–4:30 PM 
    • Thursday, 6:00 AM–8:30 AM
  • We strongly recommend moving in on Wednesday to participate in the Exhibit Fair opening on Wednesday evening. 

When is exhibitor move-out? 

  • Friday, 4:00 PM–6:00 PM

What are the specifications for Mobile App Banner Ads? 

  • Submit your camera-ready art, sized for both phone and tablet, to conference@naaee.org by July 30, 2018.
  • Include both ad sizes as JPEG or PNG files only:
  • Banner ad (phone): 640 x 150 pixels
  • Banner ad (tablet): 552 x 150 pixels
  • To link your banner ad to a website, include the desired URL.

What are the specifications for conference program print ads? 

  • Submit your camera-ready art to conference@naaee.org by July, 30, 2018 as a JPEG, PNG, or PDF file with a resolution of at least 300 dpi.
  • For half-page or quarter page ads, please submit both horizontal and vertical versions.
  • Do not place text within ½-inch of the edge of your ad.
  • Ad sizes (without crops):
    • Quarter-page ad (vertical): 5.5” H x 4.25” W
    • Quarter-page ad (horizontal): 2.75” H x 8.5” W
    • Half-page ad (vertical): 11” H x 4.25” W
    • Half-page ad (horizontal): 5.5” H x 8.5” W
    • Full page ad (vertical): 11” H x 8.5” W
  • For assistance with advertising, contact conference@naaee.org.