General Registration Instructions and Attendee Information
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Important Notes
- Registration is an online process only.
- ADEA accepts American Express, MasterCard, Visa, and Discover, as well as checks.
- Checks must be in U.S. dollars, drawn on a U.S. bank.
- The last day to register online is March 2, 2012. Your registration materials may be picked up on site. After March 2, 2012, you must register onsite and pay onsite registration fees.
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Key Deadline Dates |
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January 27, 2012 |
Early Bird registration deadline |
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February 24, 2012 |
Deadline for all conference registration cancellations |
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February 24, 2012 |
Deadline to make hotel reservations |
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March 2, 2012 |
Last day for advance registration (11:59 p.m. Eastern Time) |
ADEA Membership Information
ADEA staff will be on hand throughout the meeting to answer your questions about membership services and benefits.
Participants with Disabilities or Special Needs
If you have a disability or special need that may affect your participation in the 2012 ADEA Annual Session & Exhibition, please contact ADEA at dpdm@adea.org prior to the meeting or onsite to discuss your requirements.
Letters of Invitation
ADEA will be pleased to issue an invitation letter upon request. You must be registered for the 2012 ADEA Annual Session & Exhibition and payment must be made in full before the letter will be sent. Those needing an invitation letter to obtain a visa are urged to register for the meeting as early as possible.
Contact the ADEA Registrar at adearegistration@jspargo.com or 703-449-6418, between 8:30 a.m. to 5:00 p.m. Eastern Time, Monday through Friday, to request a Letter of Invitation.
Note: An invitation is not a commitment on the part of ADEA to provide any financial support or a guarantee that a visa will be issued to you to enter the United States.
U.S. Entry Requirements
It can take as long as four months to get a visa to enter the United States. If you require a visa to enter the United States, please check with the American embassy or a consulate to obtain the necessary documents as soon as possible. Consult the following web sites to obtain more information about visas and machine-readable passports:
Temporary Visitors to the U.S. (Travel.State.Gov) or Travel to the United States (Board on International Scientific Organizations)
Registration Fees
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Early bird |
Advance |
Onsite |
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Deadline |
Jan. 27, 2012 |
Feb. 24, 2012 |
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Member |
$425 |
$445 |
$515 |
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Nonmember |
$765 |
$800 |
$870 |
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Student Member |
$150 |
$150 |
$150 |
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Student Nonmember |
$200 |
$200 |
$200 |
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Retired Member |
$0 |
$0 |
$0 |
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Guest |
$140 |
$190 |
$235 |
Any person with an interest in allied, predoctoral, or advanced dental education and research — including a presenter — is required to pay the appropriate registration fee. Member, nonmember, and student registration fees include all sessions (except ticketed events with fees) and admission to the exhibition.
ADEA Membership Categories
Member or student member
To register as an ADEA member and receive the discounted rate, you must have an active membership. If you wish to join ADEA to take advantage of member rates, visit join ADEA online or call 202-289-7201, ext. 195. If your membership application with dues (if applicable) has not been processed by the time you register, the nonmember rate will apply. If you have already paid the member rate for registration, you will receive an invoice for the balance due, which must be paid to receive conference materials including your badge.
Student nonmember
To register as a student nonmember, you must be enrolled full-time in a recognized academic institution, not hold an academic appointment, and send proof of student status (a letter from an advisor or a dean) upon request from the ADEA Registrar. Nonmember students registering onsite must bring proof of student status.
Retired member
To register as a retired member, verification of retirement from full-time employment and payment of ADEA dues for 25 consecutive years is required. A retired nonmember must pay the full nonmember registration fee.
Guest Policy
A guest at an ADEA meeting is defined as a spouse, partner, friend, or adult child (18 years and over). A guest badge admits the guest only to social events as noted in the event program. Tickets for fee-assessed events are not included in the guest registration fee.
A dental education colleague who will attend educational and professional programming may not register as a guest. He or she must pay the appropriate registration fee.
Policy on Children
If children accompany a participant to any ADEA event, arrangements should be made for their supervision. No one under 21 years of age is permitted at events where alcohol is served.
Children under the age of 18 are not permitted in meeting rooms, receptions, or the Exhibit Hall.
Registration Fees for Commercial Exhibitors (excluding educational exhibitors)
Commercial exhibitors are eligible to receive four complimentary registrations per booth ($1,200 value per booth), for use by registered company employees who are staffing the booth. The registrations are not limited to the Exhibit Hall and exhibitors are encouraged to participate fully in ADEA Annual Session & Exhibition programming. All exhibitors have full access to the ADEA Annual Session & Exhibition (excluding ticketed events, which are available at an additional cost). Any additional registrations will be at the full registration price.
Educational exhibitor booth personnel must register for the meeting and pay the appropriate registration fee. Educational exhibitors are not eligible for complimentary registration. No educational exhibitor who will serve as a representative in the booth may register as a “Guest.”
It is the responsibility of the exhibiting company to request use of those complimentary registrations, either by submitting the Exhibitor Registration Form (which will be sent to the contact person listed on the Exhibit Application) or by registering onsite. Verify that you will be one of the complimentary registrants for your company before you register! If you are not a complimentary exhibit registrant, you are required to register and pay the appropriate registration fee. If any booth personnel who have paid the registration fee later request a complimentary meeting registration, a $75 processing fee per person will be applied to the refund. All refunds will be processed after the ADEA Annual Session & Exhibition. If you have any exhibition questions, contact Simone Smith, ADEA Exhibits Manager, at 202-289-7201, ext. 196.
Registration for Special Events
For events where reservations are required, you may reserve your space during the registration process. Where attendance is limited, reservations will be made on a first-come, first-served basis. Tickets for events you have successfully reserved will be included in the registration packet you receive when you arrive at the ADEA Annual Session & Exhibition. Ticketed events requiring payment must be paid for within 15 days of reservation or the reservation will be cancelled.
Requests for cancellations and refunds of registration fees for special events must be received by ADEA on or before February 24, 2012. No refund or credit will be made for cancellations of special events received after the deadline.
Substitutions
ADEA does not allow substitutes for meeting registrations. Registration fees cannot be transferred to another person. Anyone who registers but is unable to attend the meeting must cancel their registration; fees will be refunded if the request is received on or before February 24, 2012. If someone is attending in your place, he or she must complete his or her own registration.
Confirmation
You should receive an email confirmation of your advance registration within three days after registering online. Please check your confirmation carefully. If you do not receive a confirmation, please contact the ADEA Registrar at adearegistration@jspargo.com or 703-449-6418 from 8:30 a.m. to 5:00 p.m. Eastern Time, Monday through Friday.
Continuing Education Credits
The American Dental Education Association is an ADA Continuing Education Recognition Program (CERP) Recognized Provider.
ADA CERP is a service of the American Dental Association to assist dental professionals in identifying quality providers of continuing dental education. ADA CERP does not approve or endorse individual courses or instructors, nor does it imply acceptance of credit hours by boards of dentistry.
American Dental Education Association designates this activity for continuing education credits. Credits vary per educational session.
To receive CE credit, you must complete the evaluation process for all eligible attended sessions. Education session evaluations will be available electronically during and after the 2012 Annual Session & Exhibition. Detailed instructions for completing the education session evaluations and obtaining a CE Letter of Verification will be provided in the printed program distributed during the event. The deadline to complete the evaluation and receive CE credit is Monday, April 23, 2012.
Please reference agendas for detailed information. Contact hours are earned by attending sessions in their entirety and completing the post-conference evaluation, which will be emailed to participants. Once the evaluation closes, a CE verification form will be sent to you within 30 days via email.
Questions regarding the evaluation process or receiving a CE Letter of Verification may be directed to the ADEA Registrar at adearegistration@jspargo.com or 703-449-6418 from 8:30 a.m. to 5:00 p.m. Eastern Time, Monday through Friday.
Concerns or complaints about a CE provider may be directed to the provider or to ADA CERP at www.ada.org/goto/cerp.
The evaluation process is electronic only.
Onsite Services
We strongly recommend that you register in advance. If you miss the advance registration deadline of March 2, 2012, you must pay the onsite registration fee. After March 2, you must register onsite. Payment in full must be made at the time of onsite registration. All participants registered in advance may pick up conference materials on site during registration hours.
Payment
ADEA accepts American Express, MasterCard, Visa, Discover, and checks in U.S. dollars drawn on a U.S. bank. Payment must be received at the time of registration. If payment is not received prior to arriving onsite, you will be charged the onsite registration fee. Your registration is not complete until payment has been received.
Financial Disclaimer for Credit Card Payments
ADEA reserves the right to charge the correct amount if it is different from the total payment you enter during the registration process.
2012 ADEA Annual Session & Exhibition Registration Cancellation Policy
All registrations and reserved special events are subject to the ADEA cancellation policy.
The ADEA Registrar must receive your meeting cancellation in writing no later than February 24, 2012 to process any refund of your ADEA meeting registration. A $75 processing fee will be assessed for all refunds; refunds will be issued after the meeting has concluded. A cancellation request received after February 24, 2012 is not eligible for refund or credit. Forward all cancellation requests to the ADEA Registrar at adearegistration@jspargo.com.
Telephone cancellations are not accepted. We must receive a written request.
Refunds will be issued via the same method of payment. If a credit card was used, refunds will be issued to the original credit card only.
Refunds or credits will not be given for failure to attend, late arrival, unattended events, or early departure.
ADEA Refund Policy
All refunds will be processed within 30 days after the 2012 ADEA Annual Session & Exhibition ends.
Registration Questions
If you have any questions or problems regarding your registration, please contact the ADEA Registrar at adearegistration@jspargo.com or 703-449-6418 from 8:30 a.m. to 5:00 p.m. Eastern Time, Monday through Friday. Please note that telephone registrations are not accepted.
How to Make Your Hotel Reservation
Please make your hotel reservation as soon as possible and prior to the February 24, 2012 deadline.
You may make your hotel reservations directly with the Hilton Orlando Bonnet Creek, the official conference headquarters hotel for the ADEA 2012 Annual Session & Exhibition.
Visit the ADEA hotel information web site for more details.
Volunteer Opportunities
ADEA Mentor/Mentee Program
The ADEA Annual Session & Exhibition Mentor/Mentee Program is designed to bring together conference veterans and first-time attendees. Experienced ADEA members are encouraged to participate in the Mentor/Mentee Program to help first-time attendees learn more about ADEA and the conference and begin networking with other members.
Mentors must have attended at least two ADEA Annual Session & Exhibitions, have a significant knowledge of ADEA, and possess great networking skills. Mentors will be matched with mentees prior to the meeting. When a match is made, ADEA will notify the mentor and mentee, provide contact information, and suggest guidelines. To sign up as a mentor or mentee, make your selection on your registration before the deadline.
If you have any questions about the program, contact Shalonda King at 202-289-7201 ext. 177 or kings@adea.org.
Call for A.S.A.P. Crew
Take your involvement with ADEA to a new level at the 2012 ADEA Annual Session & Exhibition. There are volunteer opportunities that fit a variety of interests and time commitments. If you’d like to participate in this program, apply on or before March 2, 2012 when you register for the conference.
A.S.A.P. Crew members are volunteers who agree to work a minimum of five hours on site. They act as session monitors, registration volunteers, information desk volunteers or ticket collectors. As an A.S.A.P. Crew member, you must attend an orientation session led by an ADEA staff member, be present at all assigned stations at the designated time, and check in daily at the ADEA Staff Office.
All A.S.A.P. Crew members must be ADEA members. In return for volunteering, a light breakfast and lunch are provided in the ADEA Staff Office on each day of duty. To sign up, make your selection during registration before the deadline. A volunteer time availability sheet will be provided to interested parties. For questions, contact Ms. Roberta Morehouse at 202-289-7201 ext. 199 or morehouser@adea.org. Volunteers will be notified on or before March 9, 2012 by email.
Photography/Videotaping Notice
ADEA takes photos of and videotapes this event. By registering, you give ADEA permission to use any images taken at the conference in which you appear, as well as any written comments you submit on evaluation forms.
ACFD/AFDC Annual Meetings
Each year, the Association of Canadian Faculties of Dentistry/L’Association des Facultés Dentaires du Canada (ACFD/AFDC) Board of Directors meets at the ADEA Annual Session & Exhibition. For further information, visit www.acfd.ca.