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. Read more about accessibility at ASHA events.

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 [email protected]

ASHA Member Services Center (AMSC)

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.

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 Pennsylvania Convention Center offers a FedEx Office Print & Ship Center on-site. The FedEx Office is open 8:00 a.m.–5:00 p.m. weekdays and on weekends during event hours.

The FedEx Office retail storefront is located inside the Pennsylvania Convention Center on the 200 level between Exhibit Halls B and C. FedEx Office staff members can assist with signs and banners, pre-convention printing and copying, and packing and shipping, and they also sell last-minute basic office supplies.

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 Completion

Certificates of Completion 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.

You must report your sessions by December 1, 2016, 11:59 p.m. Eastern time to earn ASHA CEUs or PDHs and to receive a Certificate of Completion. If you need a record of the sessions you attended—or think you may need a record in the future—you must report for credit by December 1. Questions about Certificates of Completion or reporting your continuing education may be directed to the ASHA Professional Development team at [email protected].

CEU Information and Help

Visit any of the ASHA Information Booths located throughout the Convention Center 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.

Citing Sessions

Use the following format to properly cite oral seminars or poster presentations offered at the ASHA Convention:

Johnson, A., Apel, K., & Prelock, P. (2015, November). 1018: Interprofessional education 101: What you need to know. Seminar presented at the annual convention of the American Speech-Language-Hearing Association, Denver, CO.

Substitute "Poster" for "Seminar," if the session is a Poster Presentation.

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 the Exhibit Hall, and strollers are not permitted in the Exhibit Hall 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 infants and 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.

First Aid

A first aid room is located in the Pennsylvania Convention Center should an attendee need medical assistance.

Call 215-418-4911, or dial ext. 4911 from any of the beige house phones located throughout the Convention Center. Please refrain from calling 911. If you do call 911, also call the Convention Center 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.

Food and Refreshments

A lunch break in the Exhibit Hall will be held daily to allow dedicated time for attendees to network with exhibitors. Tickets for convenient boxed lunches may be purchased for $12.50 each through registration. (Boxed lunches will be distributed 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.

The Pennsylvania Convention Center also operates The Overlook Café, which offers a variety of snacks and food, including vegetarian and gluten-free choices as well as various grab-and-go food and coffee carts. Adjacent to the center is Reading Terminal Market, home to numerous food vendors offering everything from Philly cheesesteaks to Amish favorites, and the Center City area of Philadelphia abounds with restaurants that range from fast-casual to fine dining.

Guest Services

The Concierge Services team staffs a Concierge Kiosk on the north end of the 200 level of the Pennsylvania Convention Center. The concierge can provide attendees with information on money-saving discounts, tour packages throughout the city and surrounding counties, attractions, transportation, maps, and all other general information that attendees may have about Philadelphia and Southeastern Pennsylvania. The Concierge Kiosk is a great tool for helping you optimize your visit..

Hotel Help

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

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

Complimentary basic wireless Internet service is offered by the Pennsylvania Convention Center in the public concourse areas and the permanent food court areas. Basic 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. Most 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 2016 ASHA Convention will be held at the Pennsylvania Convention Center, 1101 Arch Street, Philadelphia, Pennsylvania, 19107.

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 Pennsylvania 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.

Lounges

A number of themed lounge areas for groups to gather and rest in between sessions, or speak with ASHA staff representatives, are located throughout the Convention Center. These spaces are available for you to recharge and connect with colleagues and friends who share similar interests.

Luggage and Coat Check

Thursday, November 17 TBD
Friday, November 18 TBD
Saturday, November 19 TBD

An area is available at the Pennsylvania 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. Most meetings will take place at the Philadelphia Marriott hotel. 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.

Overflow Rooms

Networked session rooms give attendees instant access to overflow rooms for popular at-capacity sessions. If a session room reaches capacity, staff or student volunteers will direct attendees to one of the overflow rooms or areas where the audio feed and slides from the session will be broadcast

Parking

There are many parking options—both garages and lots—conveniently located within blocks of the Pennsylvania Convention Center. More information on parking and rates may be found on the Convention Center's website.

Personal Consideration Rooms

Private rooms are available in the convention center for nursing mothers and others with sensitive personal health needs. Locations listed will be 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 and Responsibility

For your safety and security, Pennsylvania Convention Center personnel are highly trained in disaster preparedness and emergency response procedures should an emergency situation arise.

Your safety outside the Convention Center is also important, so please follow these general tips during your stay in Philadelphia:

  • Answer your hotel room door only when you can identify the person knocking.
  • Do not wear your meeting badge outside Convention functions or on the street.
  • Walk in groups when you are outside the Convention Center or your hotel.
  • 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 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 are strongly encouraged to upload a 3-page handout in advance to facilitate learning for attendees. Presenters are also asked to make their final presentation slides available for attendees post-Convention. If they grant permission to do so, their final slides will be available in full when the Convention concludes and accessible through the Program Planner.

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

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 and Print Stations

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

Whether for personal or commercial use, the following recording types are strictly prohibited during all ASHA Convention education sessions, poster presentations, Short Courses, and the keynote speaker’s presentation at the Opening General Session:

  • Audio, video, and digital recordings
  • Live streaming or broadcasting
  • Photography

The only exception is if consent from the presenter was 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. Any individual who does not comply with this policy will be asked to leave the session or event and to surrender his/her 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 [email protected] to your preferred contact list in your e-mail program.

Ribbons

Special ribbons will be centrally located in the ASHA Member Services Center. 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 [email protected] 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 Philadelphia. 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 session 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 to be mindful of potential disruptions during sessions, such as eating food, use of phones or other mobile devices, 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

Limited shuttle service will operate Wednesday, November 16, through Saturday, November 19, to make travel to and from the Pennsylvania Convention Center convenient for ASHA Convention attendees who are staying at official ASHA hotels that are not within easy walking distance. ADA-accessible shuttle service will be available for all hotels during hours of shuttle operation for those with disabilities. Be sure to check with your hotel for any schedule updates when you arrive.

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

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 preparing 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.