AACE International Conference & Expo FAQs
- What is the dress code for the Conference & Expo?
For the Conference & Expo: Business Casual. If you tend to get cold, you may want to bring a jacket or a sweater as the rooms in the conference hotels tend to be cold.
- How do I get the best hotel rate?
AACE International has secured a discounted rate at the host hotel. You need to reserve your hotel accommodates directly with the hotel. Rooms are available on a first-come, first-served basis.
- Can I join AACE and register for the AACE International Conference & Expo at the same time?
No, unfortunately a two-step process is needed. Non-members will first need to purchase AACE membership. Once your membership application has been processed, you will then be able to register under the member rate for the AACE International Conference & Expo and continuing education seminars.
- How do I get the Group Rate?
If you have 5 or more people from your company registering for the Conference & Expo, just send an email: email@example.com.
- I want to bring my spouse/guest. What are the fees and who can register as a guest for the conference?
There is a guest fee of $300. It is not eligible for discount. The purchase of a guest registration is restricted to guests of registrants only. A guest may not be someone eligible for membership in AACE, a business partner or a supplier who is not exhibiting. The AACE Conference & Expo reserves the right to review eligibility for guest registration.
- What are you doing to ensure my safety from contracting COVID-19?
We are monitoring the CDC guidelines for events and will adhere to any requirements issued. The CDC's guidance for international travels can be found here. When possible, we will be spacing chairs to give each attendee more space. When possible, we will host any social activities outdoors. We are working with the hotel to provide hand sanitizing stations throughout the event space. We will also offer disposable masks for any attendee who requests one.
- What are the current restrictions/requirements relating to COVID-19?
The San Antonio Marriott Rivercenter information can be found here.The Visit San Antonio information is available here.
- Do you have other policies that I need to be aware of?
Yes. Please note the following:
Registration Cancellation Policy
All cancellation requests for registration must be received in writing. Registration payments made via credit card will be refunded to the original credit card on file and will take four to six weeks
- Cancellations received on or before May 1 will receive a full refund, minus a $100 processing fee.
- Cancellations received May 1 – May 30 will receive a 50% refund.
- No refunds will be given for cancellations received after May 30.
- At any time, should you need to transfer your registration to another person, you can do so without penalty by contacting AACE: firstname.lastname@example.org.
- Cancellation requests must be emailed to email@example.com.
Cancellation Policy Surrounding COVID-19
- Due to the changing nature of COVID-19 and its impact on in-person gatherings, if AACE needs to cancel the Conference & Expo all registration fees will be refunded in full.
- If a registrant can no longer attend the Conference & Expo, he/she can transfer his/her registration fees to another attendee (including a partial refund) without penalty.
- All other reasons for cancellation will follow the standard cancellation policy noted above.
Code of Conduct
The AACE Conference & Expo is intended for education, networking, and collaboration among professionals. AACE is committed to providing a safe, supportive and respectful conference experience regardless of a person’s race, color, ethnicity, national origin, citizenship status, age, religion, disability status, gender, gender identity, sexual orientation, genetic information, physical appearance, or other characteristics. AACE expects conference participants to communicate professionally and constructively and to uphold the professional and educational purposes of the conference.
We expect cooperation from all participants to help ensure a safe environment for everybody.
Harassment of conference participants or AACE staff in any form is prohibited. Unacceptable behavior includes, but is not limited to offensive verbal comments, expressed or implied threat of physical or professional harm, sexual images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome sexual attention.
Reporting Unacceptable Behavior
Unacceptable behavior will not be tolerated. If you experience or notice others experience any of the above unacceptable behavior or have any other concerns, please contact AACE conference staff at firstname.lastname@example.org.
AACE will investigate all incidents reported with discretion and confidentiality. AACE reserves the right to bar any attendee who violates this Code of Conduct from attending future conferences and/or cancel membership without refund.
- No vendor, exhibitor, sponsor AACE Region or Section or outside organization may organize an event during the Conference & Expo without express written permission and approval by AACE’s Board of Directors. In no instance will permission be granted if the event competes directly with any part of the technical program, planned social activities or receptions. All events must be coordinated with AACE’s Director of Governance, Marketing and Meetings to determine an acceptable date/time. The outside event will be fully funded by the outside party. Additionally, the outside party will supply their own liability insurance as appropriate.
- AACE Regions and Sections will not directly solicit sponsors/exhibitors during AACE’s Conference & Expo. Promotional material that features events or contain sponsorship opportunities are prohibited from being distributed to our exhibitors/sponsors during the event.
- Collateral or marketing material may not be distributed during the Conference & Expo without review and approval by AACE’s Executive Director. Any AACE Section, Region, or outside vendor are responsible for preparing, copying, shipping and bearing all costs associated with the materials. AACE will not include such material in the information provided to attendees at registration. It is the sole responsibility of the Section/Region/Vendor to distribute at a location which has been approved by AACE’s Director of Governance, Marketing and Meetings.
- While a hotel or venue may be “Pet Friendly” AACE will strictly enforce a service animal only policy as defined by the American’s with Disabilities Act (ADA) in those areas of the hotel that our event occupies including meeting rooms, reception rooms, exhibit halls, lunch/dinner rooms, etc. The ADA defines service animals as dogs that are individually trained to do work or perform tasks for people with disabilities. In situations where it is not obvious that the animal is a service animal, an inquiry must be made. An AACE staff member or volunteer may only ask two questions:
• Whether the animal is required because of a disability
• What work or task the animal is trained to perform
Individuals unable or unwilling to provide the information can be asked to remove the animal. A service animal may be removed from AACE’s venue if disruptive (e,g, barking, wandering or displaying aggressive behavior. Ill, unhygienic and/or unsanitary service animals are not permitted. The individual responsible for such an animal may be required to remove the animal.