American Speech-Language-Hearing Association

Convention Services and Policies

We have information from A–Z about what you need to know for the ASHA Convention. All attendees, presenters, and exhibitors should familiarize themselves with the policies, guidelines, and services outlined before attending the ASHA Convention.

Accessibility for Registrants with Disabilities

ASHA is committed to providing an outstanding experience for all participants at its live events. We strive for full access to the activities of these events based on an awareness of participants' needs and appropriate planning. Accessibility accommodations relating to mobility, hearing, vision or other areas may be provided.

We ask that requests for reasonable accommodations at our live events be made as early as possible, and well in advance of the event, so we may best accommodate individual needs and requirements. Onsite requests will be accommodated to the best of our ability, however, available resources may be limited.

For questions or concerns about accessibility at ASHA's live events, please contact registration@asha.org.

ASHA Member Services Center (AMSC)

Convention Center, Level 2, Exhibit Halls WB1–4

ASHA staff will be on hand at the ASHA Member Services Center to help you with all the information and services the association provides. The AMSC is your one-stop solution at the Convention for all of your ASHA membership needs and can also help you with questions about the Exhibit Hall. Special ribbons may also be found in the AMSC.

ATMs

Automated teller machines (ATMs) and money-changing machines are located in the lobby areas of the West Building at the Orange County Convention Center.

Attire

Business casual attire is recommended during the Convention. Session rooms are often cool and attendees are advised to dress in layers. Comfortable walking shoes are a must.

Badges

Name badges will be issued to all registered attendees, regardless of registration type, and must be worn at all times to gain entrance to sessions, events, the Exhibit Hall and all other areas of the Convention. One-day registrants will find the day they selected for attendance prominently printed on their badges. Exhibit Hall-only passes indicate limited Convention access. Guests must also wear their badges.

Badges are generated based upon the information you provide when registering so be sure to indicate your name and organization exactly as you would like it to appear on your badge. You will have the opportunity to preview and edit your badge information during the online registration process. There will be a $10 fee to reprint any badge that has already been issued.

Business Center

The Orange County Convention Center has an on-site business center in the West Building. These business centers offer the following services exclusively to our guests: faxing, packing, shipping & receiving, computer rentals, e-mail & Internet browsing, office supplies, photocopying, signs/posters/banners, business cards, and copy machine rentals. They also serve as the pick-up and drop-off point for wheelchair and electric scooter rental.

Cameras, Photography and Photo Release Policy

The services of an official professional photographer are used for the ASHA Convention. By registering for the ASHA Convention, you agree to allow ASHA to use your photograph in ASHA-related publications, on the ASHA website, or in other Association materials.

Limited use of cameras is allowed for exhibitors in their own booth area. Photography, video production and/or graphic reproduction of other exhibitors' booths and products displayed therein are prohibited unless authorization is obtained from the exhibitor. Commercial use of photographs of attendees by exhibitors is prohibited unless written consent is given by the attendee.

Personal photography is permitted at social functions. Please see the Recording Policy for additional information on situations where photography is restricted or limited.

Cell Phones

Talking on cell phones is strictly prohibited during all education sessions and other non-social events at the ASHA Convention. Cell phones should always be in silent mode during sessions, meetings, and events to avoid disruption. Recording and photography is prohibited during sessions and events without prior consent from the presenter.

Certificates of Attendance

Certificates of attendance are available to all attendees. To retrieve your certificate, complete the online CEU/attendance reporting process. As soon as you have finished, you will be able to print your certificate.

CEU Information and Help

Convention Center, Level 1, Hall W A/B Lobby
Convention Center, Level 2, Hall W C Lobby
Convention Center, Level 3, 314 A/B Lobby
Hyatt Regency Orlando, Convention Level

Visit any of the Information Booths listed above during registration hours for help with continuing education (CE) questions. CE staff at the Information Booths can also provide instructions about how to report your continuing education credit earned during the ASHA Convention online.

Children

The ASHA Convention is a professional development event and is not intended to be inclusive of children. Due to safety and liability issues, children under age 18 are not permitted in Exhibit Halls WB1–B4, and strollers are not permitted in the Exhibit Halls or in session rooms. Due to space limitations and the potential for disruption in session rooms, as well as safety issues should overcrowding occur, the presence of children in education sessions is discouraged. ASHA does not provide child care services. Your hotel concierge may be able to provide information about on-site child care services or other local options for child care.

See the Personal Consideration Room section below for information for nursing mothers.

Code of Conduct

ASHA expects Convention attendees to respect each other, student volunteers, ASHA staff, and convention center staff, and behave in a courteous and civilized fashion. Attendees should respect common sense rules for public behavior, personal interaction, common courtesy, and respect for private property.

Abusive, harassing, or threatening behavior towards any other attendee or directed at any student volunteer, ASHA staff, convention center staff, or security will not be tolerated. Please report any incidents in which an attendee of the meeting is abusive, insulting, intimidating, bothersome, or acting in an unsafe or illegal manner to ASHA staff or security immediately.

Comments and Feedback

All registrants will receive an e-mailed invitation to complete an in-depth online Convention evaluation survey after the event has concluded. If you have suggestions or feedback that you'd like to share while at the Convention, you may request a comment card at one of the Information Booths.

Convention Daily Updates/Program Addenda

Each morning during the Convention, a listing of session changes and/or cancellations, as well as daily activities and meetings, will be available for attendees at the Information Booths, Registration, and other key locations.

Cyber Café

Convention Center, Level 2, Exhibit Halls WB1-4, Booth 1535

Stay connected during the Convention at the Cyber Café. Check your e-mail, surf the web, or download presenter handouts to your thumb drive in your free time

First Aid

Convention Center, Level 1, Lobby

A first aid room is available at the Convention Center during the following hours should a situation arise in which an attendee needs medical assistance.

Wednesday, November 19 8:00 a.m. – 7:30 p.m.
Thursday, November 20 6:00 a.m. – 7:30 p.m.
Friday, November 21 7:00 a.m. – 8:30 p.m.
Saturday, November 22 7:00 a.m. – 6:00 p.m.

 

West Building Security Non-Emergency Telephone Number (for minor injuries): 407-685-9828

West Building Emergency Telephone Number (for major incidents, i.e., seizures and cardiac arrest): 407-685-1119

Please refrain from calling 911. If you do call 911, also call the Security numbers listed above. Stay on the line; calls are recorded. An officer will answer immediately. Be prepared to report the location of the emergency by building, level, and either hall, meeting room, or corridor. After you have called for emergency assistance, report the incident to ASHA staff at the nearest Information Booth, so that they may be apprised of the situation.

Floor Plans

View the floor plans [PDF] for the Orange County Convention Center, Hyatt Regency Orlando, and Rosen Centre.

Food and Refreshments

A lunch break in the Exhibit Hall will be held daily to allow dedicated time for attendees to network with exhibitors. If you purchased boxed lunch tickets with your registration, you may collect your lunch in the Exhibit Hall. On Friday and Saturday morning, coffee and tea will be available in the Exhibit Hall during the 10:00 a.m. – 11:00 a.m. break.

Hotel Help

Convention Center, Level 2, Exhibit Halls WB1-4

Representatives from ASHA's housing company will be available during registration hours to assist you should any issues arise with your hotel reservations.

Information Booths

Convention Center, Level 1, Hall W A/B Lobby
Convention Center, Level 2, Hall W C Lobby
Convention Center, Level 3, 314 A/B Lobby
Hyatt Regency Orlando, Convention Level

Staff at the Information Booths are available for your questions and answers about the ASHA Convention. They will be open during registration hours.

Internet and Wi-Fi

Limited free wireless Internet service is offered by the Orange County Convention Center in the public concourse areas and the permanent food court areas. The Convention Center's complimentary Wi-Fi service allows attendees to perform low-bandwidth functions, such as checking e-mail with their smartphones, laptops, or tablets.

Internet access is not available for presenters in the session rooms. Wired Internet access provided by ASHA is available in the Cyber Café during Exhibit Hall hours. Many of the ASHA hotels offer complimentary high-speed Internet access for ASHA Convention attendees (fees may apply for some).

Lactation Room

Please see Personal Consideration Room below.

Location

The 2014 ASHA Convention will be held in the West Building at the Orange County Convention Center, 9800 International Drive, Orlando, Florida, 32819.

Lost and Found

ASHA is not responsible for items lost during the Convention, nor is ASHA responsible for returning found items to attendees.

Found items brought to the Information Booths will be held at the booth for the remainder of the day; at the end of the day, the items will be brought to the ASHA Convention staff office. All unclaimed items will be turned over to the Orange County Convention Center when the convention ends on Saturday. It is the responsibility of attendees to follow up with the convention center to retrieve lost items after the convention has concluded.

Luggage and Coat Check

Thursday, November 20 8:00 a.m. – 8:00 p.m.
Friday, November 21 8:00 a.m. – 8:30 p.m.
Saturday, November 22 8:00 a.m. – 6:00 p.m.

Convention Center, Level 1, Lobby

An area is available at the Orange County Convention Center where coats and luggage may be stored for a small fee.

Meetings

A number of ASHA board, committee and council meetings, as well as affiliate meetings, Open Houses, and receptions are held during the ASHA Convention. The schedule of published meetings and receptions each day will be listed in the Daily Update program addenda, available at the Information Booths and Registration.

Parking

For attendees who plan on driving to the Orange County Convention Center, the West Concourse parking lot is a designated parking area for the West Building where the ASHA Convention will take place. Event-specific parking areas will be listed on overhead electronic (Dynamic Message System) signage on International Drive and the surrounding area. All parking at the Convention Center is available on a first come, first served basis, including accessible parking. The fee for parking at the Convention Center is $15.00 per car per entry and $25.00 for oversized vehicles (e.g., buses) per entry. After 5:00 p.m., the charge is $9.00 per car per entry and $15.00 per oversized vehicle per entry. The Convention Center accepts cash, traveler's checks, American Express, MasterCard, and Visa. More information on parking may be found on the Convention Center's website.

Personal Consideration Rooms

Convention Center, Level 1, Hall W A/B Lobby
Convention Center, Level 2, Hall W C Lobby
Hyatt Regency Orlando, Convention Level, Ballroom Foyer

Private rooms are available in the convention center and at the Hyatt Regency Orlando for nursing mothers and others with sensitive personal health needs. Locations listed here are for the nearest Information Booth where you may request a key—staff at the booths will direct you to where the room is located. Please note that these rooms are not staffed.

Personal Security & Responsibility

The safety of attendees is an utmost concern of the Orange County Convention Center.  For your security, uniformed guards are on patrol 24 hours per day, 7 days per week in addition to the maintenance of closed circuit TV monitoring of convention center buildings, parking lots, and surrounding grounds.

Please remember some general safety points during your stay in Orlando. Only answer your hotel room door when you can identify the person. Do not wear your meeting badge outside Convention functions or on the street. Walk in groups when outside the convention center or your hotel. And always let someone know where you are going when you leave the hotel or convention center.

Photo Release Policy

ASHA hires an official photographer for the Convention. Photographs taken at the 2014 ASHA Convention may be used in future ASHA publications, on the ASHA website, or in other Association materials. By registering for the ASHA Convention, you agree to allow ASHA to use your photograph in ASHA-related print or digital publications.

Presentation Materials

Presenters will make their presentation slides available for attendees for note-taking purposes.

Presenter Disclosures

All Convention presenters, including those displaying posters, are required to disclose relevant financial and nonfinancial relationships—or lack thereof—and must, at the beginning of their respective sessions or presentations, make a disclosure statement. The disclosure requirement is designed to promote transparency in the design, development, and presentation of courses offered for ASHA CEUs. The requirement provides Convention attendees with a more complete context in which to evaluate presenters' information. Presenter disclosures may be viewed via the Program Planner. To report a presenter disclosure issue, stop by one of the Information Booths and ask for a comment form.

Press Room

Convention Center, Level 2, Hall WC, Booth 2000

Registered press and media should come to the PR/Media Lounge for more information and to inquire about access to the Press Room.

Program Planner & Print Stations

Convention Center, Level 2, Lobby
Convention Center, Level 2, Exhibit Halls WB1–4
Convention Center, Level 3, Lobby

Program Planner stations are available in various locations in the convention center so you may search for sessions online and create or update your personal schedule. You will also be able to print advance handouts uploaded by presenters at the stations in the convention center. (Additional materials may be available for download after the Convention.) Reduce paper waste by saving the handout electronically to a thumb drive or your laptop.

Recording Policy

Audio, video, and digital recordings, live streaming or broadcasting, and photography, whether for personal or commercial use, are all strictly prohibited during any ASHA Convention education session, poster presentation, Short Course, or the keynote speaker's presentation at the Opening General Session unless consent from the presenter is granted or obtained prior to the start of the session. If the presenter does not explicitly state that you may record the session or event at the start of the presentation, assume that recording is not permitted. Individuals who do not comply with this policy will be asked to leave the session or event and to surrender their film or recording media. Under no circumstances may presentations be rebroadcast.

Registration Receipts

All attendees who register online will receive a receipt/confirmation via e-mail upon completion of the registration process and payment. Please make sure to add asharegistration@jspargo.com to your preferred contact list in your e-mail program.

Restaurant and Concierge Services

Thursday, November 20 9:00 a.m. – 6:00 p.m.
Friday, November 21 9:00 a.m. – 5:00 p.m.
Saturday, November 22 9:00 a.m. – 5:00 p.m.

 

Need help figuring out where to have dinner with old friends? Take advantage of the vibrant Orlando food scene! Orlando representatives will be on hand to provide information about location restaurants and attractions.

Ribbons

Convention Center, Level 2, Exhibit Halls WB1-4 (ASHA Member Services Center)

Special ribbons will be centrally located in the ASHA Member Services Center (AMSC) this year. Ribbons will be labeled so attendees can easily find what they are looking for, or they may ask ASHA staff for assistance.

Roommate Forum

Connect with other members who are looking for a hotel room and/or roommate on ASHA's Roommate Forum.

Session Changes and Cancellations

Both oral presentations and posters sessions are subject to change, due to cancellations or presenter changes. (Presenters who must cancel their session or substitute another presenter should send written notification to papers@asha.org as soon as possible.) Please refer to the session information listed in the online Personal Scheduler tool, as it is always up-to-date and current. Program addenda listing session changes, updates and cancellations will be available for attendees at the Information Booths and other key areas each morning at the Convention.

Session Room Behavior

Extensive planning goes into scheduling sessions in appropriately sized rooms; however, the popularity of sessions is not always predictable, and overcrowding occasionally occurs. If a session room reaches capacity, attendees must follow the instructions provided by ASHA staff, convention center staff, student volunteers, or security staff. Attendees may be instructed not to stand against the walls or block the aisles or doors, or they may be denied entry if the room is too crowded. ASHA is obligated to abide by the guidelines established by the Fire Marshal in Orlando. If a room reaches full capacity and we do not have your cooperation, the Fire Marshal has the authority to delay or even terminate the meeting until any problem has been satisfactorily corrected. Please be courteous and respectful to staff and student volunteers when you are directed elsewhere.

Attendees are asked to be respectful of their fellow attendees and be mindful of potential disruptions during sessions, such eating food, or the presence of infants and children. Phones and other mobile devices should always be silenced. Attendees should not be photographing presentation slides unless explicit permission has been granted by the presenter(s); please respect the Recording Policy.

Shuttles

Complimentary shuttle service will be offered during the ASHA Convention for attendees staying at official ASHA hotels located farther from the Convention Center. ADA-accessible shuttle service will be available for all properties during hours of shuttle operation for those with mobility issues. View the shuttle schedule and routes [PDF].

Social Media Policy

ASHA encourages the use of social media and blogging at the ASHA Convention as a way for attendees to summarize, highlight, and promote presentations, or share their thoughts on their experience in general, provided that presentation content and materials are not shared in full, and authors or presenters are referenced and cited where appropriate. Please keep in mind that presenters hold the intellectual property rights and copyrights to their materials.

Speaker Ready Room

Convention Center, Level 2, Exhibit Halls WB1-4 (Registration Foyer area)

A room at at the convention center will be designated for speakers to finalize and upload presentation slides and notes. Technicians will be available to assist in preparating materials and can answer questions regarding the operation of audio visual equipment. All oral session presenters must check in at the Speaker Ready Room at least 4 hours in advance of their scheduled session. Read more about the Speaker Ready Room and requirements for oral sessions.

Temperature

Meeting rooms will be kept cool. Plan to dress in layers or bring a sweater, since temperatures may vary from room to room. Business casual dress is appropriate at the Convention.

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