2020 ADEA Annual Session & Exhibition (#ADEA2020) Cancellation FAQs


March 26, 2020 – New Update: ADEA Pandemic Guide for Dental Education



March 20, 2020 – Update: Registration Refunds and #ADEA2020 Cancellation (See below for further information)



March 19, 2020 – ADEA Pandemic Guide for Dental Education



March 17, 2020 – Response of the Dental Education Community to Novel Coronavirus (COVID-19)



March 16, 2020 – ADEA Resources and Information



March 12, 2020 – COVID-19 Update From ADEA



As a result of recent updates concerning the COVID-19 outbreak, the difficult decision was made to cancel the 2020 ADEA Annual Session & Exhibition and related ADEA eventsincluding the ADEA GoDental Recruitment Event and Gies Awards Gala—planned for March 14-17, 2020 at the Gaylord National Harbor Resort & Convention Center in National Harbor, MD.
 

March 9, 2020 – View the Message From ADEA Leadership Regarding This Important Update

 


Below, please find the answers to some anticipated questions.


Will my ADEA Annual Session & Exhibition (#ADEA2020) conference registration be refunded?

ADEA will begin refunds for the full amount of registration fees paid (or any cancellation fees assessed if you previously cancelled your attendance and already received a refund). Refunds will be made via the same method of payment used when registering and will be completed within the next 30 days.

Additionally, if you purchased tickets for any of the special events listed below, these will be refunded to you as well:

  • ADEA Signature Series,
  • ADEA Leadership Institute Commencement Reception and Dinner,
  • Howard University College of Dentistry Tour and/or

If you renewed your ADEA membership or ADEA Leadership Institute Alumni Association membership during the registration process and paid membership fees, those fees are not part of this refund transaction.

Questions about refunds of registration fees or ticket fees for special events should be directed to adeareg@streampoint.com.


I purchased tickets for the William J. Gies Awards Gala. How do I get a refund?

Questions about the William J. Gies Awards Gala should be directed to Savannah John at JohnS@adea.org.


How do I cancel my hotel reservation?

Hotels require cancellation no less than 72 hours before your reservation start date for a full refund.

To cancel your hotel reservation, please use the contact information below.

  • Gaylord National Resort & Convention Center, (301) 965-4000
  • Hampton Inn & Suites National Harbor, (877) 782-9444
  • AC Hotel National Harbor Washington, DC, (301) 749-2299
  • Residence Inn National Harbor Washington, DC, (301) 749-4755
  • The Westin Washington National Harbor, (301) 567-3999


Is ADEA refunding flights or other travel costs?

ADEA will not refund individual travel costs. Check with your airline regarding their refund policy.


How are you handling future ADEA conferences and events?

While there are no plans at this moment to cancel any upcoming ADEA conferences or events, we are closely monitoring the rapidly changing COVID-19 situation as it impacts our members.


Please continue to monitor ADEA.org for the latest updates.

 


My organization is scheduled to hold an education session and/or social event at the conference. How can I go about cancelling my vendor orders for audio/visual, catering, etc.?

Please contact the hotel representative that you worked with to make your arrangements. They will be able to assist you.

 


I was invited to receive an award during the conference. How will I receive this recognition?

Recognition of your achievement is important to the ADEA community. We will contact all award recipients and identify next steps in the coming days.

 


Now that the conference is cancelled, what happens with the elections for Chair-elect of the ADEA Board of Directors and Board Directors for Councils and Council Administrative Board positions?

The ADEA Board of Directors will develop alternative plans for conducting elections according to the ADEA Bylaws. In the coming days, we will communicate with the appropriate electing group.

 


My program submission and/or poster was accepted to be presented at this year’s conference. Will my session be automatically accepted for next year’s ADEA Annual Session & Exhibition (#ADEA2021) in Boston, MA?

We deeply regret the challenges that cancelling this year’s conference has caused registrants and presenters. It will not be possible to automatically move accepted 2020 ADEA Annual Session & Exhibition program or poster submissions to #ADEA2021. However, accepted 2020 submissions can be resubmitted for consideration in the 2021 review process at adea.org/2021/submit.


Is it possible to access the #ADEA2020 educational sessions via webinar?

Not at this time. Options are being evaluated.


Will the ADEA GoDental Recruitment Event be rescheduled?

Currently, there are no plans to reschedule this event. Registrants are encouraged to check the ADEA GoDental website at adea.org/GDVF20 for information regarding the ADEA GoDental Virtual Fair on May 19, 2020.

 

I am a sponsor or an exhibiting company. How do I transfer or get a refund?

ADEA’s Senior Vice President for Corporate Relations is in the process of contacting exhibitors and sponsors regarding refunds.

In the meantime, exhibitor and sponsorship questions can be sent to Simone Smith at SmithS@adea.org.