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AAOE Annual Conference FAQ

 

AAOE’s Annual Conference is Going Virtual!

Updated 1:40 pm EDT, March 16, 2020

Like you, AAOE has been monitoring the escalating and constantly evolving COVID-19 outbreak, specifically in the United States. Based on recent events, we have decided to hold the meeting virtually rather than in person in San Diego, California.

 

There are still a lot of events going forward as planned in California. Why did AAOE make the decision to go virtual and why now?

Our entire team has been diligently working since the COVID-19 outbreak began to assess the ever-changing circumstances affecting our community of members, speakers, and vendors. After much consideration and deliberation, we decided to pivot to virtual based on the following:

  • Escalation of the outbreak to an official Pandemic status.

  • President Trump declaring a National Emergency for the United States.

  • CDC recommending postponing or canceling events of over 50 through the middle of May.

  • A growing number of travel restrictions being placed at a federal, local and even individual level making it likely that many of our attendees will not be able to travel to San Diego.

  • With recent high-profile event cancellations, we have seen the impact that short notice has had on the vendors, speakers, and attendees for those events. We want to make sure that we provide the most time possible for our community to take steps to mitigate those issues.

  • Most importantly, AAOE needs to ensure we do everything we can to protect the health and welfare of our members, speakers, vendors, and staff.

 

I'm already dealing with a lot right now. What is AAOE doing to help its members, speakers, and vendors?

We hear you and we understand. This has been an incredibly challenging couple of weeks where the landscape has shifted daily. With our commitment to providing impactful and engaging content and experiences, our entire staff has been working to create plans for providing the best conference experience in the safest way possible. To help make this transition as easy as possible for our community we are providing the following:

  • You do not need to take any additional actions concerning registration. Your registration will automatically transfer to the virtual meeting.

  • The $500.00 fee for hotel cancellations is being waived.

  • The non-refundable first night’s deposit will also be refunded/waived.

  • All current purchases for pre-conference sessions and recorded sessions will be refunded. This content will be included in the cost of registration for the virtual conference.

  • All USS Midway party tickets and guest registrations will be refunded.

  • Each AAOE administrator registration is eligible for a free physician registration for AAOE’s Physician CME Weekend that will provide free CMEs for attending online portions of the virtual conference (not available for recorded sessions). Stay tuned for further details!

  • When you actively participate in a virtual exhibit hall, you will be automatically registered for the 2021 AAOE Annual Conference in Dallas, TX at no additional cost to you. 

When will I receive the refunds mentioned above?

Refunds for pre-conference workshops, recorded content, party tickets, and guests will be issued in the next 30 days.

What are the advantages of going virtual?

  • Going virtual allows us to provide multiple sessions over multiple time slots, all from the comfort and convenience of your own home or office.

  • No travel means less interruptions to your work and home life.

  • Recorded sessions allow you to watch or re-watch impactful sessions over and over at your convenience.

  • Interacting and networking with speakers and fellow attendees can be as easy as a few clicks of a mouse button.

  • Virtual has a “no stress dress code.” Throw on jeans and a sweater or relax in your pajamas.

  • You will have access to more recorded sessions to add to your personal resource library or share with your colleagues.

  • Those who haven't been able to attend the live meeting in the past can now attend virtually.

  • Digital collateral helps make the event more environmentally friendly. 

 

What do I need to do?

  • Contact the airline to cancel or change your ticket. Delta, United, and American have all issued travel waivers allowing for changes and cancellations during the COVID-19 pandemic and more airlines are following suit every day.

  • Get ready to have an experience unlike anything AAOE has ever offered before!

 

How do I cancel my hotel reservation?

  • The Marriott has cancelled all rooms booked within our block. If you made a reservation within our block of rooms, there is no further action that you will need to take.

  • For hotels reservations made outside of Marriott, please contact them directly. 

 

Where can I find information about the airline my flights are on?

You can use the links below to find more information on major airlines' websites.

 

I'm a speaker at the event. How does this affect me?

Thank you for your continued commitment to the AAOE Annual Conference as we pivot to virtual. We will be here along the way to help you navigate this update. We greatly appreciate your patience and flexibility.

Check your inbox for instructions on confirming availability, extended deadlines, as well as format and session updates. More information can also be found on our Speaker FAQ.

 

I'm a vendor and I rely on being able to meet people in person. How is a virtual event going to help me?

We know how important our conference is to our vendors and how important it is for you to meet with attendees. AAOE staff have been researching multiple ways to make this happen during this situation. We are really excited about what we are working on for you. Watch for an email from AAOE staff in the next couple of days. 

 

Everyone's kind of in the same boat right now. Is there anything we can do to help support AAOE?

We appreciate both the understanding and support of our community during this time. We definitely need both. As we learned with the 50th Anniversary Celebration of AAOE last year, the Annual Conference is an event that was created to provide members with education and networking: Value. As such, it doesn’t generate a lot of revenue for AAOE. It does however require a lot of revenue and resources to run. Due to the long lead times required for an event of this size, quite a few of those resources cannot be recovered at this point, including deposits, contractual payments to vendors, design work, printed materials, travel costs, etc.

We ask for your continued patience and understanding as we work through the logistics of converting the outstanding offerings you’ve come to expect from our Annual Conference event into a virtual format. We have some very exciting plans we look forward to sharing with you in the coming weeks! If you have any questions, please don’t hesitate to contact us at 1-800-247-9699 or info@aaoe.net. 

 

Other Questions?

Please submit additional questions using this form.

 

Looking for information for your practice about federal, state, and payer responses to the COVID-19 outbreak? Visit our COVID-19 Resource Center here.


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