Frequently Asked Questions

How do I register for the conference?

Registration will be online for the Pecora 18 Symposium. A downloadable PDF form will also be available on the symposium web site. Registration will be open in June 2011.

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Will I receive confirmation of my registration?

Yes, your registration will be confirmed by e-mail. You will receive two confirmations when registering online. A registration is not considered complete until all registration fees are received by the Meeting Registrar. Please notify the Meeting Registrar at 301-493-0290 x109 or at registrar@asprs.org if you have not received your confirmations within two business days of submitting your registration, or if you have any questions. Your registration packet will be available at the Conference Registration Desk, in the Hilton Washington Dulles Hotel, during registration hours.

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What is the cancellation/refund policy?

To qualify for a full refund, a written cancellation must be received by the ASPRS Meeting Registrar by October 14, 2011. For cancellations received by October 28, 2011, a 50 percent refund will apply. No refunds will be made after October 28, 2011. This policy applies to all fees paid for the conference. All refunds are subject to a $50.00 processing fee and will be issued one month after the conference concludes. Cancellations for medical emergencies after October 28, 2011 will be considered on an individual basis and will require a physician's signed letter.

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When must Technical Paper and Poster Presenters register?

For a paper/poster presenter's name and paper title to appear in the final conference program, their registration must be received within 60 days of their receiving notification of the paper/poster acceptance. August 24, 2011 is the deadline for paper/poster presenter registration.

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As a student, presenting either a Technical Paper or Poster, what registration fee do I pay?

All students attending the conference, whether they are presenting (a paper or poster) or not, are eligible for the student registration fee. To receive the student registration fee, you must register with ASPRS before registering for the Pecora 18 Symposium.

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I am a part-time student at an accredited institution. Do I qualify for the student registration fee?

Anyone who is currently enrolled as a full or part-time student at an accredited college or university may register at the student registration rates if they have not previously held an ASPRS membership in another category, e.g. someone who previously held full membership then returned to college cannot now register as a student. You must first register with ASPRS as a student before using the online registration form.

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Must I pre-register for the conference?

No. On-site Registration will be located in the Hilton Washington Dulles Hotel. However, a deep discount is available to everyone registering at least 30 days prior to the conference start date.

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Are Daily Registrations permitted for all categories?

Yes. Daily registrations may be done in advance or on-site. However, a deep discount is available to those who register at least 30 days prior to the conference start date.

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May I bring a Guest to the conference?

Yes, we welcome adult guests. This is a professional conference and children under age 13 are not permitted to attend any sessions or visit the Exhibit Hall. A separate registration fee has been set for all guests. This fee includes the admission to the Exhibit Hall, and the Exhibitors' Reception. Admission to the general and technical sessions is not included with this registration. If guests wish to attend any of these sessions, they must register at the appropriate rate.

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How do I reserve a hotel room for the Symposium?

ASPRS has arranged for a special Symposium hotel room rate for all Symposium attendees at the Hilton Washington Dulles Hotel. Registration for hotel rooms will be open in June 2011. A Hotel Information link will be available on the symposium web page.

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I am not a US citizen and am coming from outside the United States, how do I get a Letter of Invitation to obtain a visa?

You must first register for the conference following the procedures outlined above and pay the appropriate registration fee. Within the online registration form, there will be a box to check indicating you need a Letter of Invitation. Please check this box within the online registration form. Your Letter of Invitation will be automatically mailed to you via postal mail. If you submit a registration via fax, please send a written request for a Letter of Invitation to:

Sokhan Hing
Membership Manager
ASPRS
5410 Grosvenor Lane, Bethesda, Maryland 20814 USA
sokhanh@asprs.org

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How do I get into the Exhibit Hall if I am not registered for the conference?

Daily Exhibit Hall badges may be purchased at the Pecora 18 Registration Desk in the Hilton Washington Dulles Hotel. Everyone entering the Exhibit Hall must have a name badge, including children 13 years of age and older. Children under 13 years of age are not permitted in the Exhibit Hall at any time due to insurance and safety regulations.

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Are Workshops included with the registration fees?

No. Workshops require individual registration and a separate fee in addition to the general conference registration fees. Availability is based on space. We do not reserve spaces without full payment in advance and there is no waiting list. Workshop registrations must be received by October 14, 2011. ASPRS reserves the right to cancel any workshop if the minimum number of registrations is not received by October 14, 2011. On-site registration will be available for confirmed workshops with available space. Register early as many workshops will sell out prior to October 14, 2011.

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As a Technical Paper or Poster Presenter, whose presentation has been accepted, when do I submit my work to be included in the proceedings?

You will need to register for the conference using the methods described above and submit your complete paper or poster as directed in the e-mail instructions you received previously - not an abstract - no later than September 12, 2011.

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Do Technical Paper Presenters bring their own laptops?

Yes, ASPRS does not provide laptops or desktop computers for Presenters.

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Do Presenters have a Preparation Room?

Yes. A room will be available on a first come basis from 8 am to 5 pm November 15 & 16 and 7 am to 10 am November 17. This room will be equipped with an LCD projector and screen. All presenters must bring their own laptops for their presentations. The location of this room will be announced in the Final Program that will be included with the on-site registration materials available at check-in at the ASPRS Registration Desk. We encourage all presenters to review their materials prior to their presentation.

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What are Technical Paper Presenters expected to do when they arrive at the hotel?

All Technical Paper Presenters should report to the ASPRS Registration Desk in the Hilton Washington Dulles Hotel. An area will be designated for Technical Paper Presenters to initial a copy of the Final Program next to their name including either their hotel room number or cell phone number so that the session moderators will know they have arrived and can contact them if necessary.

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What are Poster Presenters expected to do?

ASPRS provides each Poster Presenter one side of a fabric covered poster board that measures three (3) feet wide by eight (8) feet high, and push pins. All Poster Presenters should plan to arrive between 6:30 am and 10 am on Tuesday, November 15 to affix their work to any available board. All posters must be removed by 1:00 pm on Thursday, November 17. All poster packaging must be removed from the poster area once posters are hung. ASPRS is not responsible for posters that are not removed. Please click here to download a PDF diagram of the poster boards.

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May I volunteer to assist with the Conference activities?

If you are a student at an accredited college or university, you are welcome to apply for service as a conference volunteer. More information regarding volunteer opportunities can be found on the conference web site. The volunteer application and final details will be available in September 2011.

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Is Disability Assistance Available?

If you have special needs, please contact ASPRS Headquarters at 301-493-0290 ext. 106. A written statement will be required outlining your particular needs. Please submit all requests for assistance by October 14, 2011 so that appropriate arrangements can be made.

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Why do I need a badge?

Your badge is verification of your paid registration and must be visible for admission to all sessions and the Exhibit Hall.

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What if I forget or lose my badge?

A charge of $5 will be made for replacement of lost badges.

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Why do I need tickets for certain events?

Your tickets are proof of payment for certain events and must be presented at the collection point. Lost tickets will not be replaced.

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Will it be possible to post resumes and job openings?

Yes, posting boards will be provided for all resumes and job openings. Please bring multiple copies of all postings to allow interested parties to take one and check the board frequently for new materials.

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How do I get a copy of the CD-ROM Proceedings?

All registrants, except for those registered as Spouse/Guest, will receive a CD-ROM of the proceedings on-site with their registration materials. Additional copies can be ordered with the Conference Registration Form or purchased on-site for $20 at the ASPRS Booth in the Exhibit area.

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What are the Conference Registration Desk Hours?

Sunday, November 13 5:00 pm to 8:00 pm
Monday, November 14 6:30 am to 5:00 pm
Tuesday, November 15 7:00 am to 5:45 pm
Wednesday, November 16 7:00 am to 6:30 pm
Thursday, November 17 7:00 am to 10:30 am

Conference Registration materials are available only during the above hours.

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What are the Exhibit Hall Hours?

Tuesday, November 15 10:00 am to 7:00 pm
Wednesday, November 16 10:00 am to 5:00 pm
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