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 making the Convention accessible and working to ensure compliance with the Americans with Disabilities Act (ADA). Attendees with a disability who anticipate needing accommodations in order to participate to the fullest extent possible at the ASHA Convention should indicate this when prompted during the registration process. If you need disability-related accommodations and did not indicate this when registering, please contact email@example.com.
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.
Cash machines are available in each building of McCormick Place: South Level 2.5 in the Convenience Center; North Level 2, near McDonalds; West Level 1 near the Transportation Center and Lakeside Level 2, near the Arie Crown Theater box office. All cash machines accept American Express, VISA, Master Card, Cirrus and Plus.
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.
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/FedEx Office
McCormick Place offers the convenience of providing the business services of FedEx Office to guests. FedEx Office is located on Level 2.5 of the Grand Concourse in the South Building. It is open Monday–Friday, 8:30 a.m. until 5:00 p.m. A satellite store is also located on Level 2 in the West Building.
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.
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
An information desk will be available during registration hours to assist you with CEU information and questions. You may visit the CEU Information Booth for detailed instructions about how to report your continuing education credit online.
The ASHA Convention is a professional development event and is not intended to be inclusive of children. Children under age 18 are not permitted in the Exhibit Hall and strollers are not permitted in the Exhibit Hall or in session rooms. Both space limitations in session rooms and the potential for disruption are prohibitive of having children present during education sessions. ASHA does not provide child care services, however, your hotel concierge can 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.
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 and other key locations.
A first aid room will be located at the Convention Center should a situation arise in which an attendee needs medical assistance. Please check back for updates on the specific location.
Representatives from ASHA's housing company will be available during registration hours to assist you should any issues arise with your hotel reservations.
The Information Booths are available for your questions and answers about the ASHA Convention. Hours of operation will be posted later this year.
Internet and Wi-Fi
Limited free wireless internet service is offered by McCormick Place in various public areas of the convention center including exhibit halls, meeting rooms and public spaces.
McCormick Place's complimentary Wi-Fi service will provide attendees the ability to check e-mail, surf the Web, and perform other low-bandwidth functions with their smartphone, laptop, or tablet device.
Internet access is not available for presenters in the session rooms. Wired internet access provided by ASHA is available in the Cyber Cafe during Exhibit Hall hours. Many of the ASHA hotels have high-speed Internet available for Convention attendees to use (fees may apply).
Please see Personal Consideration Room below.
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 in the ASHA Convention Office for the remainder of the day; all items will be turned over to McCormick Place at the end of each day. It is the responsibility of attendees to follow up with the convention center to retrieve lost items.
There are three main parking lots on the McCormick Place campus. All are in close proximity and walking distance to the convention complex. Events in Lakeside Center and Arie Crown Theater designate Lot C as the primary parking location, while events in the North, South and West Buildings designate Lot A as the primary parking location. View detailed information and directions to McCormick Place Parking LOT A, McCormick Place Parking LOT B, McCormick Place Parking LOT C or McCormick Place Parking Lot Map (also includes information about pickup/dropoff areas).
Personal Consideration Room
A private room will be available in the Convention Center for nursing mothers and others with sensitive personal health needs. Please note that this room will not be staffed.
Personal Security & Responsibility
Your safety and security is important, so please remember some general safety points during your stay in Chicago. 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.
Presenters will make their presentation slides available for attendees for note-taking purposes.
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.
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 firstname.lastname@example.org to your preferred contact list in your e-mail program.
Restaurant and Concierge Services
More information coming soon.
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@example.com 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 and careful planning goes into scheduling sessions in appropriately-sized rooms. However, occasionally overcrowding may occur. If a session room reaches capacity, attendees are expected to follow instructions provided by ASHA staff, McCormick Place staff, student volunteers or security. Instructions may include not standing against the walls, not blocking the aisles or doors, or being denied entry if the room is too crowded. ASHA is obligated to abide by the guidelines established by the Fire Marshal in Chicago. If a room reaches full capacity and we do not have attendees' cooperation, the Fire Marshal has the authority to delay or terminate the session or even the entire Convention until the problems have been satisfactorily corrected.
Limited 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. Information about shuttle routes and hours of operation will be available in late October.
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 McCormick Place 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.
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. The weather in Chicago in November can be quite cold, with daytime temperatures averaging between 35–45 degrees and nighttime temperatures around 25–35 degrees. Dressing in layers is recommended since the temperature in meeting rooms can vary.
It's a Paper-Lite Convention
ASHA is trying to reduce the amount of paper used at our Convention. This is an effort both to be responsible toward our environment and to increase the quality and timeliness of the resources provided through this learning experience. Electronic program materials and presentation handouts will replace paper whenever possible and will be accessible before, during, and after the program on the Convention website.