Frequently Asked Questions

2020 ADEA Annual Session & Exhibition

March 14–17, 2020
Gaylord National Harbor and Convention Center
National Harbor, MD

 


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. 


Can I bring my family or a guest with me?
Registration of guests will be limited to one adult guest (18 years or older) who is not a dental education colleague. The registered adult guest may attend all meal functions and evening receptions. Individuals under the age of 21 are not permitted at events where alcohol is served. 

A guest is a spouse, partner, friend or adult child (18 years and over) who is not a dental education colleague and who registers with an ADEA member or nonmember.  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. Guest registration includes admittance to social events only (receptions, etc.) as noted in the event program. Guests will not have access to meeting sessions or to the Exhibit Hall and will not receive meeting materials.  Tickets for fee-assessed events are not included in the guest registration fee.


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 2020 ADEA Annual Session & Exhibition, please contact ADEA at MCET@adea.org prior to the meeting or onsite to discuss your requirements. 


What is the attire for the meeting?

Attire for the 2020 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 2020 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 National Harbor, MD 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 Gaylord National Harbor and Convention Center 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 SoTLfest certificate, 2020 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 is Thursday, April 30, 2020. 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 14, 2020 to Tuesday, March 17, 2020.


Where will the meeting take place?
The 2020 ADEA Annual Session & Exhibition will be held at:

Gaylord National Resort & Convention Center
165 Waterfront Street
National Harbor, MD 20745
(877) 628-5427

 

View the 2020 ADEA Annual Session & Exhibition headquarters hotel information

 

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 2020 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 2020 ADEA Annual Session & Exhibition Registration Center at ADEAreg@streampoint.com or 1-888-985-9737 from 9:00 a.m. to 6:00 p.m. Eastern Time, Monday through Friday, to request a letter of invitation.

PLEASE 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 audiovisual 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, ADEA Membership Associate at 202-289-7201 between 9:00 a.m. and 6:00 p.m. Eastern Time, Monday through Friday. 


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 2020 ADEA Annual Session & Exhibition Registration Center at 1-888-985-9737.


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

The registration booth is located in the Gaylord National Resort & Convention Center. Registration hours can be found on adea.org/2020/Registration.


What are ADEA’s guest policies?

A guest is a spouse, partner, friend or an adult child (18 years and over) who is not in a dentistry-related occupation. Coworkers or associates in dental education may not use the guest registration category. The badge admits a guest to take part in non-ticketed social events and to enter the Exhibit Hall only. At events where alcohol is served, no one under 21 years of age is permitted. 


How do I cancel my meeting registration?

  • All cancellation requests must be received in writing by Friday, Feb. 14, 2020. Send requests to the ADEA registrar at ADEAreg@streampoint.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 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 2020 ADEA Annual Session & Exhibition Registration Center at ADEAreg@streampoint.com or 1-888-985-9737 from 9:00 a.m. to 6:00 p.m. Eastern Time, Monday through Friday. Please note that telephone registrations are not accepted. 


What if I need to make a substitution?

Substitutions within this program are gladly accepted prior to the conference. Request a substitution of your full registration by submitting a written request by Friday, Feb. 14, 2020 to ADEAreg@streampoint.com. Onsite transfers will not be permitted. Only one substitution is permitted per original registrant. The individual submitting the substitution request is responsible for all financial obligations (any balance due) associated with that substitution. Badge sharing, splitting and reprints are strictly prohibited.

 


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 2020 ADEA Annual Session & Exhibition, questions about ADEA membership can be addressed to membership@adea.org.

Membership Hours are: 

 
Friday, March 13

 3:00 - 6:00 p.m.

Saturday, March 14

 7:30 - 11:00 a.m.

Sunday, March 15

 Visit membership at the ADEA showcase in the exhibit hall.

Monday, March 16 

 Visit membership at the ADEA showcase in the exhibit hall.

Tuesday, March 17 

 Closed

What airport is closest to the conference site?

The closest airports to the Gaylord National Resort & Convention Center are Reagan National Airport (a 15-minute drive), Dulles International Airport and Baltimore Washington International Airport (both a 45-minute drive). Shuttle and car service are available from airports to the hotel; Hertz is a Gaylord Hotels preferred partner for car rentals.

Air Travel Advisory: Starting Jan. 22, 2020, passengers who have driver’s licenses issued by a state that is not yet compliant with REAL ID and has not received an extension will need to show an alternative form of acceptable identification for domestic air travel. You can check if your state is REAL ID compliant at  dhs.gov/real-id.

About REAL ID: Passed by Congress in 2005, the REAL ID Act established minimum security standards for state-issued driver’s licenses and identification cards and prohibits federal agencies, like the Transportation Security Administration, from accepting licenses and identification cards for official purposes from states that do not meet these standards. To learn more, download a  factsheet or view  FAQs.


How do I get to and from the airport?

SuperShuttle services all local airports.

Ticket Prices*:

From Reagan National (DCA) to Gaylord National Resort & Convention Center
6:00 a.m. - 8:00 p.m. | Departs every 20 minutes

  • $18 one-way
  • $33 per person, pre-paid round trip
  • $85 for exclusive van service
  • Pricing does not include $2 airport entry fee

From Dulles International Airport (IAD) to Gaylord National Resort & Convention Center

  • $45 per passenger
  • $125 exclusive van
  • Pricing does not include $1 airport entry fee

From Baltimore/Washington International Airport (BWI) to Gaylord National Resort & Convention Center

  • $45 per passenger
  • $125 exclusive van

To make your shuttle reservation, call 1-800-660-8000, visit online at www.supershuttle.com or stop by the Transportation Desk located in the Front Lobby of Gaylord National.

SuperShuttle Transportation Discount: A special Gaylord discount applies to SuperShuttle and ExecuCar services with discount code GNR50. (This applies to prepaid reservations only. It is also available on SuperShuttle app.)

*Estimated pricing is for a one-way rate. Schedules are subject to change at any time without prior notice. Please verify directly with SuperShuttle.


If I drive, how do I get there, and where do I park?


Ronald Reagan Washington National Airport (DCA)
Airport Phone: +1 703-417-8000
Hotel direction: 6.9 miles W

Gaylord National does not provide complimentary shuttle service.
Estimated taxi fare: $28 (one-way)
Visit DCA airport website.

Driving directions when coming from Reagan National
Follow signs to George Washing Parkway South to Alexandria. Veer right at the sign to Slaters Lane, make a right at traffic light. Follow signs to US Route 1 and merge onto US-1. Follow signs to I-95 North (Maryland). Veer right at signs toward I-95. Veer left toward I-95 and merge onto I-95 North / I-495 East (Capital Beltway). Cross the Woodrow Wilson Bridge toward Maryland. Take exit 2A toward National Harbor. Turn right on Waterfront Street. The resort is on the right.


Baltimore/Washington International Thurgood Marshall Airport (BWI)
Airport Phone: +1 410-859-7111 
Hotel direction: 42 miles S

Gaylord National does not provide shuttle service.
Alternate transportation is available through SuperShuttle for $45 fee (one-way). A reservation is required.
Estimated taxi fare: $70 (one-way) 
Visit BWI airport website.

Driving directions from BWI
Follow Airport Exit signs toward Washington DC. Take exit 2B for MD 295-South / Baltimore Washington Parkway toward Washington. Merge onto I-295-South toward Washington. Stay on I-295-South for about 35 miles. Take Exit 1B (the very last exit on I-295-South, past exit 1) toward National Harbor. Turn right on Waterfront Street. The resort is on the right.


Washington Dulles International Airport (IAD)
Airport Phone: +1 703-572-2700  
Hotel direction: 32.3 miles W

Gaylord National does not provide shuttle service.
Alternate transportation is available through SuperShuttle for $44 fee (one-way). A reservation is required.
Estimated taxi fare: $80 (one-way) 
Visit Visit IAD airport website.

Driving directions from Dulles International
Follow Airport Exit signs. Take VA-267 East toward Washington and follow signs to I-495 South toward Richmond/Alexandria. Take I-495 South (Capital Beltway - Outer Loop) toward Richmond/Alexandria. Continue on Capital Beltway, but merge with I-495 East/ I-95 North toward Baltimore. Stay to right, following signs for Local Traffic to National Harbor. Cross the Woodrow Wilson Bridge toward Maryland. Take Exit 2A toward National Harbor. Turn right on Waterfront Street. The resort is on the right.

 

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.

 

If you have questions regarding housing and transportationplease contact Mas Tadesse, Senior Manager of Governance and Special Projects, at TadesseM@adea.org or 202-238-3957.

For any questions regarding membership, please contact Tracy Beale, Membership Associate, at 202-289-7201, or email membership@adea.org.

Registration Questions:
2020 ADEA Annual Session & Exhibition Registration Center
Phone: 1-888-985-9737
Fax: 1-844-256-3378
Email: ADEAreg@streampoint.com

Customer Service Hours:
9:00 a.m. - 6:00 p.m. Eastern Time