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Preparing for the Conference
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Table of Contents

1. Registration

A. How do I register for the conference?
B. Do I have to pay my registration fee at the time that I register?
C. If I register during the early registration period, but request an invoice and do not pay until closer to the conference, will I still be able to pay the early registration fee rather than the more expensive fee?
D. What if I don’t know in advance that I can attend the conference and I miss the pre-registration deadline? Can I still attend?

E.
What if I can’t attend the entire conference? Can I pay a lower registration fee and come for a shorter time?

F.
Does AAAL offer group registration?
G. How do schools or organizations register entire groups?
H. If I have already paid my registration fee for the conference, and then find that I cannot attend, is it possible to get my registration fee reimbursed?
I. What is a pre-conference workshop?
 
J. Are pre-conference workshops open to all AAAL members?
K.
How can I register for the pre-conference workshops?
L.
Can I register for the pre-conference workshop on the day of the workshop?
M. Can I register for the pre-conference workshop only?

2. Travel and Hotel

A. I’m making my travel arrangements. When does the conference end?
B. How can I get a reservation at the conference hotel?

C. How can I get to the hotel from the airport?
D. What if the conference hotel is already full before I get a reservation?
Are there alternatives?

3. At the Conference

A. How can I find out about the conference schedule and the presentations that will be offered?    
B. Will I receive a conference bag to carry things in?
C. I see that the conference program includes both colloquia and roundtable discussions. What is the difference?
    
D. What happens at a “plenary” presentation?

E. What happens at a paper presentation?
      
F. What happens at a poster session?
G. Can I attend every session that is offered as part of my conference registration fee?      
H. I see that the program refers to “strands”. What does this mean?     
I. How can I decide what sessions to attend?
J. How can I organize my time at the conference? There seems to be a lot going on at every part of the day.     
L. I heard that sessions sometimes get cancelled.  What will happen in that case?

4. Conference Culture

A. Is there a dress code for the conference?
B. What if I am delayed? Is it acceptable to enter a session late?   
C. What if there are two sessions going on at the same time that I would like to attend?  Is it acceptable to split my time between the two sessions?
D. What if I find that a presentation that I’m in doesn’t meet my needs?  Is it acceptable to leave and go to a different presentation?
E. Is it acceptable to take pictures of presenters’ slides with my cellphone or tablet?
F. Is it acceptable to ask presenters if I could take a photo with them after their presentation?
      

Registration

How do I register for the conference?

Registration for the 2016 AAAL Conference can be done online by using the following link: http://www.aaal.org/event/2016ConferenceRegistration

Once you fill-in the registration information, you will be able to pay your conference fee by using your credit card.

Do I have to pay my registration fee at the time that I register?

No.  You can request to be invoiced and then pay your registration fee at a later time. You can also send a check to the AAAL office in Atlanta at the following address:

The American Association of Applied Linguistics
1827 Powers Ferry Road, Building 14, Suite 100

Atlanta, GA 30339

USA

Checks can be drawn from U.S. or Canadian banks as long as the currency is in U.S. Dollars (USD).

The mailing address for sending checks is also on the registration form, and will be printed on the invoice. We request that all payments be made within 30 days of registration, however if you have difficulty meeting that time frame please contact info@aaal.org.

 

If I register during the early registration period, but request an invoice and do not pay until closer to the conference, will I still be able to pay the early registration fee rather than the more expensive fee?

A $30 late fee is assessed to all unpaid invoices beginning March 10, 2016. An additional $30 late fee (beyond the late fee already assessed) will be assessed to all unpaid invoices beginning March 24, 2016.

 

What if I don’t know in advance that I can attend the conference and I miss the pre-registration deadline? Can I still attend?

Yes. You can do what’s called “on-site” registration at the conference venue when you first arrive. However, if you think you can attend, it is more economical to pre-register.

 

What if I can’t attend the entire conference? Can I pay a lower registration fee and come for a shorter time?

Yes, there are day rates for registration. The rates are the same whether your are a AAAL member or a non-AAAL member.

 

Day rate fees are as follows:

Day Rate (Non-Student)

On or before March 9                      $165

Between March 10-23                    $195

On-site registration April 8-12       $225

 

Day Rate (Student)

On or before March 9                      $83

Between March 10-23                    $113

On-site registration April 8-12       $143

Please note:  If you can attend two days of the conference, but not the entire conference, it is more economical to register for the entire conference.

                                   

Does AAAL offer group registration?

There is not a discounted group rate for conference registration.

 

How do schools or organizations register entire groups?

If the institution is paying the registration fees of the entire group, please follow these steps:

Have each member of your group register individually.

Each person should request an invoice (rather than pay the fee).

Have each person submit the invoice to the person/institution in charge.

 

If I have already paid my registration fee for the conference, and then find that I cannot attend, is it possible to get my registration fee reimbursed?           

You may request a cancellation of your registration and then receive a refund of 90% of the registration until March 9, 2016. After March 9, 2016, conference registration is non-refundable in any amount.

 

What is a pre-conference workshop?

A pre-conference workshop is a one day professional development course offered the day before the conference.  It is an all-day event which will focus on a specific topic of interest.  Participants may register for only one of the pre-conference workshops. Group size is kept relatively small to allow participants to have maximum engagement with the workshop leader.

The 2016 AAAL Conference is hosting two pre-conference workshops on Friday, April 8.  Please click the following link to learn more about the pre-conference workshops: http://www.aaal.org/?page=2016PreconWkshps

 

Are pre-conference workshops open to all AAAL members?

Yes, in fact the pre-conference workshops are open to anyone who plans to attend the AAAL Conference. You are highly encouraged to register in advance for the pre-conference workshops as space is limited.

 

How can I register for the pre-conference workshops?

You can register for the pre-conference workshops at the same time that you register for the conference. Please click the following link to register: http://www.aaal.org/event/2016ConferenceRegistration

 

Can I register for the pre-conference workshop on the day of the workshop?

No. On-site registration does not open until the pre-conference workshops are nearly done.  In order to participate in a pre-conference workshop, you must pre-register online.

 

Can I register for the pre-conference workshop only?

No. The pre-conference workshops are being offered to those registering for the AAAL Conference. If you are attending the conference for one day only (e.g., Saturday only), you may also register for the Friday pre-conference workshop.

 

Travel and Hotel

 

I’m making my travel arrangements. When does the conference end? 

The 2016 conference events will end at 5 PM on Tuesday, April 12.

 

How can I get a reservation at the conference hotel?        

In order to get the special conference hotel rates, you need to book your hotel reservation through the AAAL website.

Please click the following link to access hotel registration: https://aws.passkey.com/g/50760838

 

How can I get to the hotel from the airport?

You can find information about getting from the Orlando Airport to the conference hotel by clicking here or by visiting this website: http://www.thehiltonorlando.com/about/maps-directions-orlando/

 

What if the conference hotel is already full before I get a reservation? Are there alternatives?     

Yes. AAAL will provide information about nearby hotels with conference rates, if the conference hotel gets fully booked.

 

At the Conference

How can I find out about the conference schedule and the presentations that will be offered?     

We will post the program online before the conference begins.  A link will be made available closer to the conference.  Once you are at the conference you will be given a conference booklet with the schedule and presentation titles in it. You may use the paper copy, the online version, or both.

 

Will I receive a conference bag to carry things in?

No. If you’d like to have a bag you should bring one of your own.

 

I see that the conference program includes both colloquia and roundtable discussions. What is the difference?       

Colloquia consist of panels, usually in a large hall, where several speakers give formal presentations on a particular topic. Often there is a “discussant” who summarizes the issues and/or raises questions. There is usually a question-and-answer session at the end of the colloquium.

A roundtable discussion also includes more than one speaker, and it will typically start with a very brief presentation by each speaker. However, it is more interactive and less formal than a colloquium. A roundtable literally happens at a table, which can accommodate a small group of participants who engage in discussion with the speakers.

 

What happens at a “plenary” presentation? 

No other sessions are scheduled during a plenary, so it is a presentation that all the conference attendees are encouraged to attend. It usually starts with announcements, awards, and an introduction of the speaker.

Plenary speakers are chosen for their expertise, speaking ability, and wide audience appeal.

 

What happens at a paper presentation?        

A paper presentation lasts thirty minutes. Presenters are strongly encouraged to allow ten minutes for questions and answers after the talk. Presentations are either empirical or conceptual in their focus.

 

What happens at a poster session?

Poster sessions are a chance for presenters to share their research in a more informal way. Their information is outlined on a poster and several posters are featured in a central area, allowing attendees to walk through that area and read any posters of interest. If the presenter is standing by his/her poster, attendees should feel encouraged to ask questions and engage in interaction.


Can I attend every session that is offered as part of my conference registration fee?
         

No. Pre-conference workshops entail a separate fee and must be registered for in advance. Some sessions (e.g., editorial board meetings) will be indicated as “closed” meetings in the program. Any meeting designated as “closed” is not open to all attendees.  All other presentations are open to all conference attendees.

 

I see that the program refers to “strands”.  What does this mean?       

Strands refer to particular areas/topics of interest. In the program, all presentation (posters, roundtables, papers, and colloquia) are organized by strand. These designations allow attendees to make more focused decision about which presentations to attend based on their own professional interests.

 

How can I decide what sessions to attend?

You have several options. Some conference-goers choose to focus on a particular topic – e.g., if they are working on a research project, they may attend sessions that are closely related to their research. Or if you are teaching and find you must prepare for a new course, you could focus on sessions related to that course.

Others may have in interest in a particular presenter or group of presenters, such as the sociocultural theorists. You can search the program for presenters’ names.

Still others may want to get a broad overview of the field and attend sessions dealing with a wide range of topics.

 

How can I organize my time at the conference?

There seems to be a lot going on at every part of the day.       

There is space in the paper program booklet where you can make notes about your schedule. It’s a good strategy to plan your day in advance, so you don’t have to make selections at the last minute.

It’s also a good idea to have a first and second choice predetermined in case your first choice is cancelled or the room is already full when you arrive.

 

I heard that sessions sometimes get cancelled.  What will happen in that case?

If we are notified that a presenter cannot attend, we will announce the cancellation of that session online and by posting a sign on the door.

Unfortunately, there are times when presenters do not show up for their session but do not notify AAAL in advance. In these cases, we apologize profusely and ask that you let the AAAL staff at the registration area know that the presenter has not arrived.

 

Conference Culture

 

Is there a dress code for the conference?

No, not really. As a participant you should dress in comfortable shoes and “business casual” clothing. You’ll be doing a lot of walking (from session to session), standing (coffee breaks, poster sessions), and sitting (during sessions). As a presenter you may want to wear business attire.

What if I am delayed? Is it acceptable to enter a session late?    

Yes, it is acceptable to enter a session late, but please do so in a quiet and polite manner. Please understand that there may not be seating available if you enter a session late. It is acceptable to stand in the back, however.

 

What if there are two sessions going on at the same time that I would like to attend?  Is it acceptable to split my time between the two sessions?       

Yes, it is acceptable to start at one session and then move to another session. Please enter and exit sessions in a quiet, polite manner. If you have planned in advance to split your time, please make it a point to sit in the back on an aisle for the first presentation.  

Please note that if you enter a session late, there may not be any available seating.  If this is the case, you may stand in the back of the room.

 

What if I find that a presentation that I’m in doesn’t meet my needs?  Is it acceptable to leave and go to a different presentation?

Yes, it is acceptable to leave a presentation, but please do so in a quiet, polite, and respectful manner. If you are unsure whether the presentation will meet your needs prior to the session starting, please make it a point to sit in the back on an aisle.

 

Is it acceptable to take pictures of presenters’ slides with my cellphone or tablet?

It is generally acceptable for attendees to take pictures of presenters’ slide.  However, if presenters ask that you do not take photos, it is important that you respect their wishes.

Please note:  The AAAL Conference team is also working on the possibility of developing an online space for presenters to upload slides after the conference. Such a system would allow visitors to the website to download PDFs of handouts and slideshows.

 

Is it acceptable to ask presenters if I could take a photo with them after their presentation?        

It is acceptable to ask, but please respect the particular presenters’ wishes and time. Please keep in mind that presenters are also conference attendees and may wish to go to other sessions that will be starting shortly after theirs. 

In addition, in order to maximize the efficient use of space at the venue, there is a very short turn-around time between presentations in the same room. It is not acceptable to delay the start of the next session by staying in the room. For this reason, we ask that you please keep your interactions with the previous speakers to a minimum or step outside the room.

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