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 firstname.lastname@example.org.
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.
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.
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
Visit any of the Information Booths 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.
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 B1–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 and other key locations.
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
|Thursday, November 20
|Friday, November 21
|Saturday, November 22
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 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. 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.
Representatives from ASHA's housing company will be available during registration hours to assist you should any issues arise with your hotel reservations.
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
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. Most of the ASHA hotels have complimentary high-speed Internet available in ASHA guest rooms (please inquire with your hotel about availability).
Please see Personal Consideration Room below.
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 in the ASHA Convention Office for the remainder of the day; all items will be turned over to the Orange County Convention Center at the end of each day. It is the responsibility of attendees to follow up with the convention center to retrieve lost items.
Luggage and Coat Check
|Thursday, November 20
||6:00 a.m. – 7:00 p.m.
|Friday, November 21
||7:00 a.m. – 9:00 p.m.
|Saturday, November 22
||7:00 a.m. – 6:30 p.m.
An area is available at the Orange County Convention Center where coats and luggage may be stored for a small fee.
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.
Personal Consideration Room
Private rooms are available in the convention center for nursing mothers and others with sensitive personal health needs. Keys may be requested at the nearest information booth. Please note that these rooms will not be staffed.
Personal Security & Responsibility
Your safety and security is important, so 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.
Presenters will make their presentation slides available for attendees for note-taking purposes.
Registered press and media should come to the PR/Media Lounge at Booth 2000 in West Hall C for more information and to inquire about access to the Press Room.
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 email@example.com to your preferred contact list in your e-mail program.
Restaurant and Concierge Services
|Thursday, November 20
|Friday, November 21
|Saturday, November 22
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.
All ribbons will all be 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.
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 firstname.lastname@example.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 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, Orange County Convention Center 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 Orlando. 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.
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 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.
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.