Annual Meeting FAQ's

Annual Meeting FAQ's

Make the most of your Annual Meeting & Expo conference experience by reviewing the answers to Frequently Asked Questions below.


The ASAE Annual Meeting is where thousands of association professionals and industry partners gather to exchange knowledge, resources, strategies, solutions, and more. Over three days of learning, growing, and finding inspiration, attendees are equipped with a year’s worth of support in their daily responsibilities as leaders in the association industry.


The ASAE Annual Meeting & Exposition is open to association professionals, federal government employees, higher education personnel, independent consultants, corporate meeting planners, and attorneys. Meeting registration is only open to those industry partners (i.e., suppliers) who exhibit, speak at a session, or serve on ASAE's Board of Directors or on a council/committee. This ensures a high buyer/seller ratio. ASAE reserves the right to refuse ineligible registrations. Please do not hesitate to contact with any questions or concerns regarding this policy.


Registration and housing will open on March 23, 2022. Registration rates will be available during that time.


Full conference registration fees include access to all learning activities Sunday through Tuesday, admission to the Association Solutions Marketplace (Expo Hall), evening receptions on Saturday and Tuesday, and transportation between official hotels, the Music City Center, and the venues for official evening events. Registered attendees will also receive access to all available session handouts and the attendee roster.
Meals included are: lunch in the Expo Hall Sunday and Monday, lunch as part of the Closing General Session on Tuesday, food and beverage at the Saturday and Tuesday evening events and morning and afternoon beverages Sunday through Tuesday. 


A confirmation of your registration will be sent to you via email immediately upon registering online. The confirmation will come from the email address: ASAEservice@asaecenter.org, so please add this address to your "safe list." Please note this is an HTML-based email, so if your settings do not allow receipt of this type of email, or If you do not receive confirmation after 10 days, please do not hesitate to contact our Member Service Team at 202.371.0940 or 888.950.ASAE (2723).


Family and friends will love Nashville, so invite them to join you! A special spouse/guest bundle package is available for $445 which includes: access to the opening and closing evening celebrations on Saturday and Tuesday, General Sessions and the expo hall on Sunday and Monday. Please note that guests are those individuals who are not in the industry and must be 18 years of age or older.


Individual tickets for these events will be available onsite. Tickets may be purchased for $99 adult and $29 for attendees under 21.

Please note: if you have guests are already registered under the spouse/guest program, these events are included in their registration and do not need to be purchased separately.


For those bringing children to the 2022 ASAE Annual Meeting & Exposition, babysitting services are available with Nannies of Brentwood. This local company, will provide a babysitter for your hotel room or other space on an individual basis.

Nannies of Brentwood will find the perfect person for your nanny or babysitting needs.  With over 12 years of experience in child care, they dedicate their time to matching you with the ideal caregiver.  Hotel nanny services are provided at all Nashville hotels.  Their screening process insures that only highly qualified individuals are considered for placement within their company.

Please note it is best and recommended to provide at least one week’s notice when booking.  

To book, you can call 615-485-2250 or 615-373-0300.  Upon booking, please reference the 2022 ASAE Annual Meeting & Exposition. We care for your child as one of our own!
 


The Attendee Service Center (ASC), is available to you 24-hours a day, 7 days a week, wherever there is internet access. If you need to update your registration, download a receipt, purchase guest tickets, and/or make appointments with exhibitors, please log in to the ASC. Your credentials are included in your official confirmation.  If you have any issues, please email ASAEservice@asaecenter.org so that we can assist!


We'll be sorry that you won't be able to join us for this exceptional learning and networking experience! However, we understand that things happen so if you simply can't attend, please notify us in writing by August 12, 2022. Refunds will be processed less a $75 administrative fee. No refunds will be made after August 12, 2022 or for no-shows. Cancellations may be submitted via email to ASAEservice@asaecenter.org.

The ASAE Research Foundation's The Classic event is a fundraising event and therefore we are unable to refund tickets purchased. However, tickets are fully transferrable.

Substitutions may be made at any time. If you are unable to attend but someone else from your organization can come in your place, please notify us in writing via email at ASAEservice@asaecenter.org.

Full policies can be found online here: https://annual.asaecenter.org/policies.cfm
 


Please email ASAEservice@asaecenter.org so that we can assist!


We'll be sorry that you won't be able to join us for this exceptional learning and networking experience! However, we understand that things happen so if you simply can't attend, please notify us in writing by July 22, 2022.
Please check the box to confirm that you have read and understand the Cancellation/Refund/Substitution and Special Offers/Discount Codes Policies:
All registration cancellations and refund requests must be made in writing by July 22, 2022. A refund of the full conference fee, minus a $75 administrative fee, will be given for cancellations received by that date. No refunds will be granted for requests submitted after July 22, 2022. Submit all requests to ASAE Registration via email at ASAEservice@asaecenter.org. ASAE regrets that refunds will not be given for no-shows. All requests for exceptions to the cancellation/refund policy must be submitted in writing by the registrant with appropriate documentation no later than August 26, 2022. After that time, no refund considerations will be made.

Substitutions within this program are gladly accepted. A substitution of your full registration is permitted prior to the conference by submitting a written request to ASAEservice@asaecenter.org. Onsite transfers must be accompanied by proof of the original confirmation letter. 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.

PLEASE NOTE: ASAE Research Foundation's - The Classic, Nashville City Tours, Community Connections, and 5K are all fundraising activities, and we are therefore unable to refund tickets purchased; however, tickets are fully transferrable.
 
Use of a discount code is only valid at the time of the initial purchase/registration. Refunds will not be authorized for existing registrations where the special offer was received after the initial purchase. Limit one (1) special offer/discount code per registration.

Full policies can be found online here: https://annual.asaecenter.org/policies.cfm


This year there are a total of 17 hotels with rates ranging from $239–$349. ASAE does not name an official headquarters hotel. Please refer to the Hotel & Travel page for specific details and to book online.


Housing for the meeting will open March 23 through our official housing company, Expovision. Please note that in order to reserve your hotel room, you need to register first and then there will be a link to secure your housing.

Will I receive a confirmation of my housing reservation?
A confirmation of your reservation will be sent to you via email within 72 hours of receipt. The confirmation will come from the official housing company, Expovision, at email address asaehotels@expovision.com. Please add this address to your "safe list." Please note this is an HTML-based email, so if your settings do not allow receipt of this type of email, please contact Expovision directly via email: asaehotels@expovision.com, or by calling: 866.812.8749. Only one confirmation will be sent, so please be sure to watch for it. This confirmation will NOT come directly from the hotel at which you will be staying.


A confirmation of your reservation will be sent to you via email within 72 hours of receipt. The confirmation will come from the official housing company, Expovision, at email address asaehotels@expovision.com. Please add this address to your "safe list." Please note this is an HTML-based email, so if your settings do not allow receipt of this type of email, please contact Expovision directly via email: asaehotels@expovision.com, or by calling: 866.812.8749. Only one confirmation will be sent, so please be sure to watch for it. This confirmation will NOT come directly from the hotel at which you will be staying.


Most of our hotels are within walking distance to the Music City Center.  There will only be shuttle service during the day, between the MCC and Grand Hyatt & Renaissance.

The city of Nashville is such a walkable city that all of the evening venues are also within walking distance. Transportation will be provided on a smaller scale from hotels to those venues.  Please check the Hotel & Travel page for more updates.

 


We'll be sorry that you won't be joining us. Your room reservation will be refunded in full if notice is received in writing by July 22, 2022. Commencing July 23, 2022, we regret that your housing deposit is non-refundable. Failure to check-in on the scheduled date of arrival will result in the loss of your housing deposit and the cancellation of your room for the remainder of the stay.

Cancellations may be submitted to asaehotels@expovision.com, via fax to 703-205-0235, or via mail to ASAE 2022 Annual Meeting Housing Office, c/o Expovision, 3141 Fairview Park Drive, Suite 550, Falls Church, VA 22042.

Please note, sending your room cancellation request directly to ASAE does not guarantee processing of the request. You MUST send your housing cancellation request directly to Expovision, ASAE's official housing company.
 


We want you to be comfortable so you can enjoy your meeting experience! Therefore, business casual dress is strongly encouraged. We suggest bringing a light sweater or jacket with you during the day as the Music City Center rooms are air conditioned.
 


Everyone's looking to save a little money and stretch their dollar a bit further this year, so we're doing our best to help make that a possibility. Now you can get to the ASAE Annual Meeting & Exposition a little cheaper by taking advantage of these great cost-cutting offers. Please visit the Hotel & Travel page for full details.


The majority of programming will be held at the Music City Center unless otherwise noted. Locations for all events not being held at the Center will be noted in the schedule of activities.
 


At this time, the program at the 2022 ASAE Annual Meeting is finalized. Proposals were due by November 15, 2021, we're sorry you missed this deadline. However, ASAE does have a number of speaking opportunities throughout the year.  If you have specific questions about getting involved as a speaker with ASAE, please contact our learning department, learning@asaecenter.org.
Thanks for your interest in delivering quality learning to our members!
 


Exhibiting opportunities can be found online here.

 


We know you might not be able to get all your questions answered during exhibit hall hours, so join us in the Business Connections Lounge (BCL)! Schedule a private product demo, present your RFP, or just catch up with your favorite sales associates in the exclusive BCL. Think of it as a hospitality suite where you can connect with exhibitors one-on-one outside of the hustle and bustle of the tradeshow floor.

Exclusive access will be granted to attendees with confirmed appointments made through our Attendee Service Center (ASC), and registered exhibitors!


Both attendees and exhibitors asked us to shorten the number of days the show is open, but lengthen show hours. In response to this, the Association Solutions Marketplace (Expo Hall) will be open on Sunday from 11:30 a.m. - 3:30 p.m. and Monday from 11:00 a.m.–2:30 p.m. Lunch will be served in the exhibit hall both days.


Please join us for lunch on Tuesday, August 23 in the Ballroom prior to the Closing General Session. Lunch will be served from 12:30–1:15 p.m. The keynote presentation will begin promptly at 1:15 p.m. and conclude at 2:30 p.m.
 


There are no official scheduled events on Sunday evening. So have fun exploring all that is awesome in Nashville with your clients/prospects!


ASAE Research Foundation's The Classic is a fundraising event bringing entertainment and the epicurean delights of our hospitality partners all under one roof! The event will raise money for the ASAE Research Foundation, while providing an exceptional experience. A separate registration fee is required.

To learn more, please visit: The Classic page


Yes, there are offsite Only in Nashville tours on Saturday afternoon 1:15–4:00 p.m. and Tuesday afternoon from 2:45–5:30 p.m. These tours are just some of the activities that will support the chosen local charity, and requires a separate fee. 100% of the registration fees for these events will be donated to Hands On Nashville.

There are nine tours to choose from:

Saturday, August 20, 1:15–4:00 p.m.
  •     Nashville Live Music Tour
  •     Nashville Originals Culinary Tour
  •     Only in Black Nashville Tour
  •     Nashville Art & Culture Tour

Tuesday, August 23, 2:45–5:30 p.m.
  •     Nashville Music History Tour
  •     Nashville Neighborhood Tour
  •     Nashville Sports Tour
  •     Nashville Food & Wine Culinary Tour
  •     Only in Black Nashville Tour

Visit the Only In Nashville Tour page to learn more.


Give back by participating in these community projects and/or city tours to benefit Hands On Nashville (HON) charity on Saturday, August 20 and Tuesday, August 23. Anyone can participate, regardless of experience. All the supplies and instruction you need will be waiting for you when you get here.
HON's programs connect volunteers to opportunities supporting more than 200 nonprofits, schools, and other civic organizations, and they bring awareness to the challenges facing the people and places in the community. HON is also part of Nashville’s Comprehensive Emergency Management Plan, and coordinates volunteer efforts for the city when disaster strikes. 

Visit the Nashville Community Projects and Only In Nashville Tour pages to learn more.


ASAE welcomes professional editorial staff (including photographers and camera crews) of print, online, and broadcast media to attend the ASAE Annual Meeting & Exposition on a complimentary basis. Other publications staff (non-editorial positions, such as publishers, advertising directors, and advertising representatives) may attend the Annual Meeting & Exposition only if exhibiting and must pay all related fees. 

Members of the media interested and eligible to obtain press registrations should contact our Public Relations department. Please contact Chris Vest, CAE, Vice President, Corporate Communications & Public Relations, cvest@asaecenter.org to register.


We're sorry that you can't find the information you need. Please email us at ASAEService@asaecenter.org so we can assist you!
 


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