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 49th Annual NAAEE Conference will be held on October 14–17, 2020 in Tucson, Arizona. The 17th Annual Research Symposium is scheduled for October 13–14, 2020.

  • The conference will be held at the Westin La Paloma, 3800 E. Sunrise Drive, Tucson.

  • The conference formally begins with the opening reception, welcome ceremony, and keynote address on the evening of Wednesday, October 14 and runs through mid afternoon on Saturday, October 17.

  • The Research Symposium requires separate registration and is held on the two days (Tuesday and Wednesday) preceding the conference.

  • Full-day and half-day pre-conference workshops and field trips require separate registration and are offered on Wednesday, October 14. There may also be post-conference field trips on Sunday, October 18.

  • For more information about opportunities in the area, check out Visit Tucson.

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

  • For nearly five decades, NAAEE has convened one of the leading annual conferences for environmental education professionals, designed to promote innovation, networking, learning, and dissemination of best practices. 

  • The annual Research Symposium, held in advance of the conference, attracts new and established researchers to examine in-progress EE research, explore the current state and future directions of environmental education research, and advance the use of practices proven to be effective.

  • 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.  

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PRESENTERS

How do I submit a proposal for the Conference or Research Symposium program?

  • The Call for Presentations is open now.

  • The deadline for submitting proposals is March 23, 2020 (11:59 PM Pacific time).

  • All proposals must be submitted online through the link on the conference home page.

  • The requirements for the Conference and the Research Symposium differ and are explained in separate Calls for Presentations. Both are available for download on the conference home page.

  • Each Call for Presentations includes detailed information on this year's session formats, strands, priority topics, and review criteria. Successful proposals will reflect these guidelines.

  • To help maximize the number and diversity of presenters and perspectives on the conference program, each individual or team of individuals is limited to three proposal submissions.

When will I be notified if my presentation is accepted?

  • The review process begins in late March and we expect to notify individuals of the review results around the end of June. 

  • 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 the review process.

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 "Registration and Travel" section above. 

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

  • To edit your proposal until the March 23 submission deadline, go to the conference home page and click on the “submit proposals" 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 during the review and selection process. The system will reopen for updates when the review process is complete.

  • The final deadline for making any changes to session descriptions and presenter lists is July 31.

How do I add a presenter to my proposal? 

  • Before individuals can be added to a proposal, they 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 "submit 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 and Research Symposium programs exactly as they appear in the NAAEE eePRO directory. Please ensure correct spelling and capitalization, and avoid using unfamiliar abbreviations.

My co-presenters have created accounts on the NAAEE site, but their names are not appearing when I search for them 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. 

  • On the individual’s eePROfile page, click on the "submit proposal" link 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 conference and research symposium 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. 

What do I need to know about poster presentations? 

  • 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.

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REGISTRATION & TRAVEL

When can I register?

  • Registration is expected to open by July 1.

How much is registration?

  • Fees for the 2020 conference are not yet set; they will be finalized in June.

  • We anticipate 2020 rates will be similar to those of 2019 rates. The early bird, full conference registration for current NAAEE members is expected to be about $450 for professional members and $315 for student and retired members.

  • Nonmember rates will be about 30% higher than member rates.

  • Research Symposium registration is expected to be about $275 for professionals and $175 for students and retirees. 

  • One-day rates will be offered for the Conference. One-day rates cannot be combined; individuals wishing to attend more than one day of the conference must register for the full conference.

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. 

  • NAAEE offers a limited number of registration scholarships. Information will be posted on the conference scholarship page in March, with application deadlines in early June. Check 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. 

Where should I stay?

  • NAAEE is holding a block at the Westin La Paloma at the special rate of $164 per night (plus taxes and fees) for single and double rooms.

  • Information about booking hotels at the conference block rate will be available on our website in June.

  • A Facebook group will be available to help facilitate connections with others who wish to share a ride or a room.

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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 10 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 will begin in mid July. Instructions for signing up as a volunteer will be posted at that time. 

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 

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EXHIBITING & ADVERTISING

What are my options for exhibiting and advertising at the conference?

Organizations and individuals can purchase exhibit booths (8’x10’), mobile app banner ads, or print ads in the conference program.

  • Where and when can I sign up?

  • Information on purchasing exhibits and ads will be available in March. Please check back on the website.

What are the costs for exhibiting and advertising?

  • Prices vary based on a variety of factors. Information will be posted in March.

  • Early bird pricing will be available until June 30, 2020.

I'm a nonprofit; do you offer discounts on advertising? 

  • Yes, we offer nonprofit rates for both exhibiting and advertising at the conference. 

  • We also hold a Share Fair for nonprofit organizations during the opening reception on Wednesday evening. This low-cost tabling event allows nonprofits a short opportunity to share their products and services. Nonprofits can register for the Share Fair through online conference registration on a first come, first served basis. Registration will open by July 1. Space is limited. 

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? 

  • Once purchased, submit your camera-ready art, sized for both phone and tablet, to conference@naaee.org by July 31, 2020.

  • 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? 

  • Once purchased, submit your camera-ready art to conference@naaee.org by July 31, 2020 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.

 

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