General Convention FAQS
The 2021 ASEEES Convention in New Orleans is scheduled for November 18 - 21, 2021. Will the virtual component of the Convention happen concurrently?
No, the virtual component is scheduled for Dec 1-3, 2021.
Can someone present at both the virtual and in-person conventions?
Yes, it is possible to participate both in-person and virtually. However, the two-session limit, as outlined in the rules for convention participants, still applies. Registration should be purchased for the In-Person+Virtual Convention rate.
Will there be an option to move our session to the virtual format if we cannot attend the in-person convention?
Yes, we understand that the choice to participate virtually or in-person will involve many evolving variables. We will do our best to accommodate requests as necessary. Complete this In-Person or Virtual Participation Change Request form as soon as you are sure of your change.
I am scheduled to present my paper on an In-Person individual paper panel, but I requested to have my paper moved to the Virtual Convention. When will I know if my paper can be moved to an individual paper panel at the Virtual Convention?
Moving individual paper panels from the In-Person to Virtual Convention is contingent on space becoming available on an individual paper panel at the Virtual Convention. As ASEEES receives changes to the Convention program, staff will be in touch as the composition of panels evolves. Unfortunately, we cannot guarantee that your paper will be reassigned to a virtual session.
Can a presenter participate virtually (via a platform such as Zoom) during the in-person convention if they cannot be physically present?
We are continuing to evaluate what options are available and will evaluate each session on a case by case basis. Please email aseees.convention@pitt.edu with concerns about your session.
IS COVID-19 SAFETY PROTOCOL IN PLACE IN MEETING SPACED AT THE HOTEL?
Hilton developed EventReady with CleanStay, a global meetings and events program designed to create event experiences that are clean, flexible, safe and socially responsible. The hotel maintains strict compliance with city and state safety recommendations. For more information on these measures: click here Hilton CleanStay
ASEEES has adjusted our convention schedule to allow for 30 minutes of thorough meeting room cleaning between sessions. Seating in meeting rooms will comply with 6 foot social distancing until further notice. Large social gatherings will be limited. For more information: CleanStay and EventReady Slides.pdf
GIVEN THE EVOLVING MEETING RESTRICTIONS RELATED TO THE COVID-19 PANDEMIC, HOW WILL ASEEES EVENTS OUTSIDE OF PANELS, ROUNDTABLES AND LIGHTNING ROUNDS BE CONDUCTED?
Social gatherings during the Convention, such as the Opening Reception, Book Awards and general receptions will adhere to the catering and hotel mandatory protocols for safety.
How will affiliate group meetings take place?
Affiliate groups are entitled to one meeting slot/room per convention. You may choose to hold a virtual meeting or an in-person meeting during the convention. Virtual participation will be limited to those who are registered to attend the convention.
Will the film screenings take place virtually or in-person?
Most screenings will take place in-person but some may also be available on the virtual platform.
WILL 2021 CONVENTION SESSIONS BE RECORDED?
The Virtual convention will provide the option for panels, roundtables and lightning rounds to record their session. All sessions recorded during the virtual convention must be stored on the Zoom platform “cloud”. Recordings will be available on the ASEEES convention site for one year. All panel/roundtable/lightning round participants must agree to be recorded. Do NOT save recordings to your own computer. ASEEES cannot be responsible for recordings that are accidentally saved to the session manager’s personal device.
A few of the In-Person plenary convention sessions may be recorded. General sessions will not be recorded.
How can I access the session recordings from the 2020 Virtual Convention?
The recordings from the 2020 convention are posted within the 2020 ASEEES Virtual Convention Platform and will be available until November 1, 2021. Those who were registered for the convention can access the videos by logging into the 2020 ASEEES Convention Site with their email address. A link to confirm registration will be sent via email. That link will grant access to the 2020 convention platform. Please note that videos are embedded within the convention schedule and not all sessions were recorded.
Can recordings made during the 2020 convention be shared to other locations?
The use of session recordings is restricted to the ASEEES 2020 Convention platform and cannot be shared on other sites.