AAACN Annual Conference FAQS

We hope all of your questions and concerns have been addressed in this comprehensive FAQ regarding the AAACN 43rd Annual Conference on May 9-12, 2018, Walt Disney World Dolphin Resort, Lake Buena Vista, FL!

In the event we missed something, use the AAACN Annual Conference Contact Form with your question/concern and the National Office will help you. Please be as specific as you can when asking questions.

More information will be added to the FAQ as it becomes available, so check back often! If you would like to be notified when conference registration is available, enter your email address at this form.

Abstracts

What are the deadlines for submitting abstracts?

Oral abstracts are accepted until May 15, and poster abstracts are due by December 15, annually.

I missed the deadline for submitting my oral abstract. What should I do?

AAACN’s program planning committee runs on tight deadlines are unable to consider late submissions. However, you are encouraged to submit a poster abstract.

How do I submit an abstract?

Visit https://www.conftool.com/aaacn2018/ to submit your abstract.

Are there any guidelines for submitting poster abstracts?

If you’re planning to submit a poster abstract, be sure to review the new abstract submission guide, which will likely answer most questions you may have. Submit your poster abstracts by December 15, 2017 by 4:00 pm Eastern US.

How will I find out if my abstract has been accepted?

You will receive an email from Kristina Moran, AAACN’s Education Coordinator letting you know either way. She will reach out to those who have submitted oral abstract by August 31, and those who have submitted poster abstracts by February 1, annually.

Please contact our Education Coordinator at Kristina.Moran@ajj.com for specific questions about your abstract submission or presentation.

Registration

How much is the registration fee? Can I save by registering early?

Yes!

The registration fee for the full 3-day main conference is:

$479 - Member/Early Bird Register by 3/27/2018
$539 - Member after 3/27/2018

$639 - Non-member/Early Bird Register by 3/27/2018
$699 - Non-member after 3/27/2018

Register for the conference

Would I really save that much as a member, or with the Early Bird discount?

Absolutely!

Early Bird Members save $160 on the full 3-day main conference fee, which is $30 more than the cost of membership ($130 annually).

If you can’t join right now, or your employer does not cover membership, you will still benefit from this discount: Non-Member Early Birds save $60!

How can I join and register so I’ll receive member pricing right away?

Purchasing AAACN membership will provide your member discount immediately.

You have several options:

Are there any other registration discounts?

Yes!

If you are certified in ambulatory care nursing, care coordination and transition management, or telehealth, you can save $20. Check off the box for your certification and provide the expiration date.

You will see the discount reflected in your final total. If you do not see the proper amount, do not enter your payment; go back through the previous screens until you see this option.

Limit 1 certification discount per registrant. May be combined with Early Bird discount and/or member discount.

I have already registered but forgot/didn't know how to use my certification discount.

Unfortunately, AAACN is not able to issue partial refunds for unused certification discounts. Please be sure to enter your discount before checking out when you register.

Be sure to provide your certification type and expiration date.

I’m a member but my discount isn’t showing up online.

Please check that you are logged in to your member account. You should see member pricing before you’re asked to enter payment.

If you’re still having trouble, please use the AAACN Annual Conference Contact Form with your concern and the National Office will help you.

I registered already, but forgot/don’t know how to get my member discount.

Your member pricing will come up automatically once you are logged in to your member account.

If you do not see the correct price, do not proceed with checkout, please use the AAACN Annual Conference Contact Form and the National Office will help you with your member discount.

What food and refreshments does AAACN provide during the conference?

Attendees receive the following with their full conference registration:

  • Opening Reception
  • Two Continental Breakfasts
  • One Networking Box Lunch
  • Refreshment Breaks

How much are the other events?

Visit the Registration page to see the fees for the pre-conference session (Wednesday), and the Ambulatory Care Nursing Certification Review Course (Saturday).

How do I register on behalf of someone else? (a supervisor, an employee, etc.)

The best way to register on behalf of someone else is to print the registration form and submit it with payment via mail, fax, or email.

Where do I go to register online?

Use the button directly below.

Register for the conference

I didn’t receive a confirmation.

Be sure to check your spam folder for your confirmation email. Your email server also may have blocked it.

Please use the AAACN Annual Conference Contact Form and let us know if you have not received your confirmation email.

I just tried to register online and I’m not sure if it went through/I received an error message.

You should receive an auto-generated email confirming your registration and payment within minutes of registering.

Please use the AAACN Annual Conference Contact Form and let us know if you have not received your confirmation email.

I know I have a login, but I can’t log in to register.

Please use the AAACN Annual Conference Contact Form before proceeding further and the National Office will help you.

Can I bring a guest? What will they be allowed to attend?

You may bring a guest to the Opening Reception/Silent Auction ONLY, for a $35 fee.

The reception takes place Wednesday, May 9, 2018 at 7:00 pm -9:00 pm, featuring heavy hors d'oeuvres and soft drinks on us, and a cash bar.

Guests may not attend any other sessions.

Cancellation/Transfers

I need to cancel my registration. Can I get a refund?

You may request a refund by the cancellation deadline 4/9/2018. An administrative fee of $50 will be retained, per AAACN’s cancellation policy.

I missed the cancellation deadline. What should I do?

Please use the AAACN Annual Conference Contact Form with the circumstances and any official documentation of your cancellation (e.g. doctor’s note, etc). In cases pertaining to medical emergencies, natural disasters, death of a loved one, court dates, and others of serious or unforeseeable nature, refunds beyond the deadline may be considered. This year’s cancellation date is 4/9/2018.

Can I substitute a co-worker since I can no longer attend?

Yes!

Please use the AAACN Annual Conference Contact Form with the following information:

  • Name of current registrant (yourself, or your employee)
  • Name of person who will be replacing that individual
  • Completed registration form of the replacement attendee (print the form and write in the margin “replacing [registrant’s name], already registered”. This can be sent via mail, fax, or email (see details below).
  • If new sessions are not selected, the replacement attendee will be given the sessions originally chosen.

AAACN
East Holly Ave Box 56
Pitman, NJ 08071

Fax: 856-218-0557
aaacn@aaacn.org

Hotel/Lake Buena Vista

Where is the hotel? How much is it per night?

Walt Disney World Dolphin Hotel, 1500 Epcot Resorts Blvd, Lake Buena Vista, FL, 32830.

A special rate of $199/night (plus tax) will be available for AAACN registrants who reference the conference.

Reserve your room using this special link for the AAACN 2018 Annual Conference. You may also call 1-800-227-1500 and refer to the AAACN Annual Conference.

The conference rate is available through April 13, 2018, or until the room block is full. Reservations received after this date will be accepted on a space and rate available basis.

View the most up-to-date information for hotel accommodations in the Hotel and Travel page of the AAACN Annual Conference Website.

I’m planning to arrive earlier in the week/stay later in the week. Can I still get the special hotel rate?

The special rate of $199/night (plus tax) rate is available for the nights of May 6, 2018 through May 15, 2018 (based on availability).

View the most up-to-date information for hotel accommodations in the Hotel and Travel page of the AAACN Annual Conference Website.

When do I have to book my room to receive the special AAACN registrant rate?

The conference rate is available through April 13, 2018 or until the room block sells out.

Reservations received after this date will be accepted on a space and rate available basis.

View the most up-to-date information for hotel accommodations in the Hotel and Travel page of the AAACN Annual Conference Website.

Is smoking allowed in the hotel(s)?

The hotel has a 100% smoke-free policy, which includes all guest rooms, pool, and other common areas.

Smoking areas will be designated in appropriate areas to accommodate smokers.

Will all conference activities take place within the hotel?

Yes- all sessions and events will take place in the New Orleans Marriott Walt Disney World Dolphin Hotel, which has been designated as the official hotel for the 2018 AAACN Annual Conference.

View the most up-to-date information for hotel accommodations in the Hotel and Travel page of the AAACN Annual Conference Website.

What is nearby that I can do for fun?

Visit Disney Resorts:

  • Complimentary scheduled transportation to Walt Disney World Resorts. Each day 1 of the 4 Disney Theme Parks stays open up to an extra 2 hrs after regular closing for Dolphin Resort guests.
  • Order Disney Park tickets.
  • Nearby attractions include: Disney's Pleasure Island, Downtown Orlando, Universal Orlando Resort, a variety of water parks, outlet shopping, and fine dining.

Can the National Office help me find a roommate?

Yes, we can!

Please use the AAACN Annual Conference Contact Form and tell us a bit about yourself:

  • Name, age, & location
  • What practice area do you work in?
  • Are you a night owl/early bird?
  • Are you a smoker?
  • Do you already have a room reservation, and if applicable, which hotel?
  • Anything else we should know

Sessions/Handouts

Can I make session changes?

Yes!

Print the registration form, write your name at the top and “already registered, updating sessions”, and complete the sessions section at the bottom.

Return via mail, fax, or email at:

AAACN
East Holly Ave Box 56
Pitman, NJ 08071

Fax: 856-218-0557
aaacn@aaacn.org

Note: You will not receive a confirmation email for session changes.

If you’d like to confirm we received it, please use the AAACN Annual Conference Contact Form and request a confirmation email reflecting your changes.

What sessions are being offered?

We are offering a tremendous variety of ambulatory care-related sessions!

If you’d like to stick to a specific track, we indicate with a colored letter at the AAACN Annual Conference Website, and also in the downloadable Conference Brochure:

 C   Care Coordination

 L  Leadership

 T  Telehealth.

View the full program.

How do I download handouts?

Approximately 2 weeks prior to the conference, AAACN will email all registered attendees with instructions to download the handouts.

They will be available in the AAACN Online Library - just log in and redeem the conference code we’ll provide in the email, and click “download handouts.”

AAACN will not provide any printed handouts on site. If you would like to have a hard copy with you, you will need to print them ahead of time.

(TIP) Many also download handouts to their tablet or laptop.

Contact Hours

How many contact hours will the conference offer?

The main 3-day conference will offer 12.75 contact hours.

Additional contact hours are available if you register for the Certification Review Course (Saturday, all day).

Where do I earn contact hours?

You will earn your contact hours in the AAACN Online Library.

You will receive information in your program book at the conference, as well as an email in the weeks following the conference with instructions.

To earn contact hours, you will need to log in with your AAACN username and password, redeem a conference code (provided at the conference), and complete session evaluations.

Is there a deadline for earning contact hours?

You will have approximate 4 weeks after the conference ends to complete your session evaluations to earn contact hours.

You will receive multiple emails alerting you to the deadline date.

Where do I print a “certificate of attendance”?

AAACN does not mail certificates of attendance.

If you require proof of attendance or simply a record, we recommend printing your certificates; you receive one certificate per evaluated session.

This option will be available in the AAACN Online Library.

Exhibitors

I would like to exhibit at the 2018 conference.

View/download complete information for: Sponsorship Opportunities; Exhibitor Prospectus; Exhibitor Application; Exhibitor Interactive Floor Plan; Program Book Advertising.

Please contact our marketing coordinator with questions: lauren.mckeown@ajj.com

Certification Review Course

Can I add the Certification Review Course after I am already registered?

Yes!

Print the registration form, write your name at the top and “already registered, adding CRC” in the margin, and complete the payment section, authorizing the appropriate charge.

Return form with payment via mail, fax, or email at:

AAACN
East Holly Ave Box 56
Pitman, NJ 08071

Fax: 856-218-0557
aaacn@aaacn.org

Do I have to attend the whole conference if I’m only interested in the Certification Review Course?

No, you are welcome to attend the Review Course only. Simply register through the conference website for the course only.

Is the ambulatory care nursing certification exam offered after the Review Course?

No, it is not.

The certification exam is administered by the ANCC, the American Nurses Credentialing Center (whereas AAACN provides conferences, educational and networking opportunities, and study materials).

For more information on the exam, visit the ANCC Website, or contact them at certification@ana.org or 800-284-2378, and ask to talk to a nurse registrar in the certification department (this helps you get to the proper person much faster).

They can answer any of your questions about the exam and/or requirements.

Conference App

Will AAACN offer an app for this conference?

Yes!

All registrants will receive a broadcast email from AAACN when the app is available, which will include a direct link to the app, and your unique username and password. Log in as directed for access to your personal schedule, reminders about where you need to go at what time, and more.

What can I do with the conference app?

You’ll be able to plan your schedule, view session information and Poster Presentations, connect with other attendees, post pictures, contact speakers, and more!

Financial Questions

I think I was overcharged when I registered.

Your fee is based on your membership status, the date you register (before or after the Early Bird deadline), whether you are also attending additional events (pre-conference session, Tri-Service Military Evening Event, or the Certification Review Course), and whether you qualify for additional discounts (certification or presenter discount).

You should receive a receipt automatically at your primary email address.

Please review and let us know if you think something is incorrect. Please use the AAACN Annual Conference Contact Form with your concern and the National Office will help you.

I need an invoice so my employer can pay.

No problem!

Please use the AAACN Annual Conference Contact Form with this request, noting who the registration is for, and any other information you would like on the invoice (PO#, billing address, etc).

This is frequently how we handle facilitating employer payment, and we can do this quickly.

We recommend making these requests to your employer far in advance since the entire process of requesting payment often takes longer than expected.

I need a receipt for my employer.

You should have received a receipt automatically at your primary email address (check your spam folder).

If you don’t find it, or need something with additional detail, such as the credit card information used for the transaction, use the AAACN Annual Conference Contact Form, noting exactly what you need.

I/My facility sent payment a month ago and I haven’t heard anything.

First, please check your spam folder. Sometimes the email is blocked or filtered to spam.

If you don’t find it there, and you think your facility has sent a check and you still have questions, the National Office will help you.

Please use the AAACN Annual Conference Contact Form and supply the check number, date, amount, and facility name. [If your employer paid, it is also recommended to follow up with your Accounts Payable department to verify payment was sent.]

I need a W9 form.

Click the "W9 Form" tab on the AAACN Annual Conference Information Hub page.

What is AAACN’s federal tax ID number?

Federal tax ID #: 510231130

What is AAACN’s DUNS number?

DUNS # 029739138

I need AAACN to register as a vendor with my facility in order to purchase registration.

Please use the AAACN Annual Conference Contact Form to send any forms you need completed.

Is there a student discount?

Nursing students are welcome and encouraged to attend the conference, but there is no special student rate. Regular member/non-member rates apply.

Check out the AAACN Conference Scholarships, you might be eligible to apply!