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 will open in mid-June.

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. The scholarship application deadline was June 8. Check the conference scholarship page for information.
  • Students and retired educators are eligible for a 30% discount.

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)V.
  • 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 begins in April and we expect to notify individuals of the review results by 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 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 15, 2018.
  • Proposal submitters should follow these instructions to confirm their session acceptance: 
    • Log in on NAAEE's website and go to your eePROfile page. 
    • Click on the "Confirm/Update Sessions" link at the top of your eePROfile 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. 

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 you receive their scheduled session time(s). 
  • 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

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

  • To edit your proposal until the deadline on July 30, log in on the NAAEE web site and click on the link to "confirm/update sessions." 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 July 30. Contact us at conference@naaee.org if you need assistance with a session listing after July 30. 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). 
  • 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. Conference posters hung by 5:00 PM on Wednesday will be available for casual viewing during the opening reception. 

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 will begin in 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 

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.