Frequently Asked Questions

What is the ADEA House of Delegates? 
The ADEA House of Delegates is ADEA’s governing body. The House of Delegates consists of the ADEA Board of Directors and all or some members of the Association’s seven councils.


When does the ADEA House of Delegates meet?

The ADEA House of Delegates convenes twice at each ADEA Annual Session & Exhibition. 


If I am a delegate, what do I need to participate in the Opening or Closing Session?

At the ADEA House of Delegates booth, each delegate (or alternate) will receive three cards: one for admission to the Opening Session, one for admission to the Closing Session and one ballot for Chair-elect of the ADEA Board of Directors if an election is required.

Each delegate and alternate will surrender the signed, appropriate card when entering the floor for the Opening and Closing Sessions. Any delegates or alternates who misplace their admission or voting cards should immediately report the loss to staff in the Association’s registration area.

I am traveling with a minor. What should I know?
If children accompany a participant to any ADEA event, arrangements should be made for their supervision. Children under the age of 18 are not permitted in meeting rooms, receptions or the Exhibit Hall. No one under 21 years of age is permitted at events where alcohol is served. 


What if I have a disability or a special need?

If you have a disability or special need that may affect your participation in the 2018 ADEA Annual Session & Exhibition, please contact ADEA at MCET@adea.org prior to the meeting or on-site to discuss your requirements. 


What is the attire for the meeting?

Attire for the 2018 ADEA Annual Session & Exhibition is business casual. Feel free to wear comfortable slacks, polo shirts, sweaters, blazers, blouses and, most importantly, comfortable shoes! 


Do I need tickets to attend events or sessions?

Your 2018 ADEA Annual Session & Exhibition badge will be required for admission to all sessions and the Exhibit Hall. You will need to obtain tickets to attend some special events.  

All seating is available on a first-come, first-served basis; please plan to arrive early to sessions and events.


How do I obtain my badge and other conference materials?

Check in at the registration booth when you arrive in Orlando to receive your badge, badge holder, event ticket(s) (if any) and conference bag. 


How can I find out if a session has been cancelled?

Room cancellations, changes and updates will be announced using push notifications in the mobile app. "Cancelled" signs will be posted at the session rooms. 


What recreation is available on the property? What restaurants are on the property?

Please refer to the individual Gaylord Palms Resort & Convention Center and Annual Session hotel website for more information.


Will I be photographed or videotaped?

ADEA takes photos and videos at this event. By registering, you give ADEA permission to use any photos or video taken at the conference in which you appear, as well as any written comments you submit on evaluation forms.

How will I obtain CE credits or a SoTLfest certificate?
To evaluate educational sessions attended and obtain a CE Verification Form or an SoTL certificate, ADEA Annual Session & Exhibition registered attendees may use the mobile app or online program planner. 

The deadline to complete the evaluation and download or print a PDF of your CE Verification Form was Monday, April 30, 2018. The evaluation process is electronic only. CE Verification Forms cannot be reproduced by ADEA after the deadline.

Questions concerning completing the evaluation process or printing and saving a CE Verification Form or ADEA SoTLfest Certificate may be directed to support@ConferenceHarvester.com or 410-638-9239.


What is the ADEA SoTLfest? 

The ADEA Scholarship of Teaching and Learning (ADEA SoTLfest) sessions examine how teaching is valued, assessed and rewarded, and how it contributes overall to the learning experience of students and educators.

To be eligible for an ADEA SoTLfest Certificate of Recognition, you must participate in a minimum of three ADEA SoTLfest-designated sessions, plus at least one ADEA Chair of the Board Symposium, and complete the online evaluations associated with those sessions. 

What are the meeting dates?
Saturday, March 17 to Tuesday, March 20, 2018.

Where will the meeting take place?
The 2018 ADEA Annual Session & Exhibition will be held at:

Gaylord Palms Resort & Convention Center
6000 W Osceola Pkwy
Kissimmee, FL 34746

Information about the 2018 ADEA Annual Session & Exhibition headquarters hotel can be found here

 

What if I need a letter of invitation?
ADEA will be pleased to issue an invitation letter upon request. You must be registered for the 2018 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 from 8:30 a.m. to 5:00 p.m. Eastern Time, Monday through Friday, to request a letter of invitation.

Note: An invitation from ADEA is not a commitment on the part of the Association to provide any financial support or a guarantee that a visa will be issued to you to enter the United States. 


How far in advance should I apply for a visa?

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.

What is the Speaker Ready Room? 
Presenters are encouraged to use the speaker ready room to upload their PowerPoint presentations, test their equipment and check their slides. This allows the AV provider to preload presentations. Speakers are encouraged to visit the Speaker Ready Room the day before their presentations. 


What do I do if my audiovisual equipment isn’t working? 

Go to the Speaker Ready Room and a Freeman representative will assist you. 

What is the registration fee to attend the meeting?
Registration fees are based on your ADEA membership status and the date you register.

You may need to renew your membership to receive the membership rate. You can do this by going to adea.org/renew, where you will enter your username and password. (If you forgot either, you can enter some basic information and answer a security question to retrieve it.)

If you encounter difficulties, please email membership@adea.org or call Tracy Beale at 202-289-7201 between 9 a.m. and 5 p.m. Eastern Time. 


Is ADEA membership required to attend this meeting?

ADEA membership is not required to attend this meeting; however, the registration rate is lower for ADEA members. 


How do I register for the meeting?

All participants must complete their registrations online. If you have questions regarding registration, you may contact the 2018 ADEA Annual Session & Exhibition registration center at 800-272-1261. International callers may dial 703-449-6418.


Where is the registration booth located, and what are the registration booth hours? 

The registration booth is located in the Gaylord Palms Resort & Convention Center. Registration hours can be found on adea.org/2018/Registration


What are ADEA’s guest policies?

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.


How do I cancel my meeting registration?

  • All cancellation requests must be received in writing by Feb. 23, 2018. Send requests to the ADEA registrar at adearegistration@spargoinc.com. ADEA does not accept telephone cancellations.
  • Cancellation requests received after the deadline are not eligible for refund or credit (including cancellation of events and guest registrations).
  • All refunds are subject to a $75 processing fee. Refunds or credits will not be given for failure to attend, late arrival, unattended events or early departure.
  • 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.
  • PLEASE NOTE: Tickets to the Gies Awards, In the Mix and ADEA Signature Series are non-refundable once purchased; however, tickets are fully transferrable.


What should I do if I have difficulty registering?

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. 


What if I have questions about ADEA membership?

ADEA staff will be on hand throughout the meeting to answer your questions about membership services and benefits. Before the 2018 ADEA Annual Session & Exhibition, questions about ADEA membership can be addressed to membership@adea.org.

What airport is closest to the conference site?
The Orlando International Airport (MCO) is the closest airport to the conference site and is the recommended airport. It is located approximately 19.2 miles from the Gaylord Palms Resort & Convention Center.


How do I get to and from the airport?
A cab ride from MCO to the hotel costs approximately $59 (estimate fare) for one person, one way, or $59 (estimate fare) for two people.

Gaylord Palms partners with Mears Transportation, a company providing Orlando transport service for over 60 years, to ensure you have a top-notch experience. A member of Mears Transportation can bring you from Orlando International Airport to the hotel as part of their 24-hour airport shuttle service. There is a charge for the service. To secure your shuttle reservation, call Mears Transportation's 24-hour reservations line at (407) 423-5566.


If I drive, how do I get there, and where do I park?
Driving directions are available here. Valet parking for overnight guests is available for $33 per night. Self-parking for overnight guests is available for $22 per night.

 

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 acfd.ca.