AACE International Conference & Expo FAQs

  • What is the dress code for the Conference & Expo?
    Business casual attire is appropriate for all AACE International Conference & Expo attendees. If you tend to get cold, you may want to bring a jacket or a sweater as the breakout rooms in 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.
  • How do I get the $100 hotel discount* for my conference registration?
    1) Book your hotel reservation first, prior to registering for the AACE International Conference & Expo.
    2) Write down/copy the discount code from your emailed reservation confirmation. Please allow 24 hours to receive your discount code.
    3) When registering for the conference, you will be prompted to enter your hotel discount code (not the online confirmation number) in the checkout's promotional code box to receive the discount before proceeding to the payment information.
    * Hotel discounts must be taken at the time of your registration. Hotel discounts will not be applied retroactively.
  • 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.
  • Do I get membership if I register as a non-member?
    Yes. All non-members receive membership in AACE International with their registration. However, this membership runs July 1 - December 31. Should you wish to receive the benefits of membership prior to July 1, you will need to follow the steps in the previous bullet to join AACE and then register for the Conference & Expo.
  • How do I get the student rate?
    The student rate only applies to AACE Student Members. If you are an AACE Student Member, the student rate will automatically be applied during the registration process.
  • I want to bring my spouse/guest. What are the fees and who can register as a guest for the conference?
    Attendees may register non-AACE members as a guest to attend the keynote sessions, breakfasts, and the evening receptions for a fee. A guest is considered a spouse, significant other, family member, or close friend. A guest is NOT a business associate or staff colleague. Guest badges will be appropriately marked and will not be allowed to assess the technical session (unless it is a technical session with the primary registrant if that primary registrant is a speaker or presenter.)
  • What is the cancellation policy?
    Full refunds, less $100 processing fee per registrant, will be issued for cancellations received in writing 30 days prior to the start of the conference. Between 30-days and 7 days prior to the start of the conference, AACE will keep 50% of the registration. No refunds will be issued for any cancellations received inside of the 7-day deadline. Substitutions may be made without penalty. If a non-member substitutes for a member, non-member rates are applied. All cancellations & substitution requests must be submitted in writing to meetings@aacei.org.
  • I registered for the Conference & Expo, but I cannot attend. May I send a substitution in my place.
    Yes. Registration substitutions may be made in writing without penalty. If a non-member substitutes for an AACE member, non-member rates are applied. All requests must be submitted in writing to meetings@aacei.org.
  • How many CEUs do I get for attending the conference?
    Attendees earn 1.9 CEUs for attending the AACE International Conference & Expo (0.4 CEUs for Sunday, 0.6 CEUs for Monday, 0.6 CEUs for Tuesday, and 0.3 CEUs for Wednesday). CE Certificates of Attendance will be emailed to all conference attendees 2-3 weeks after the AACE International Conference & Expo.
  • How can I view the transactions/technical papers for the conference?
    All Conference & Expo attendees get PDFs of the transactions/technical papers. Shortly before the conference begins, these can be downloaded in every attendee's AACE profile under "My Products".
  • What is included in the Technical Sessions Recording purchase?
    It is the audio recording with a video of the PowerPoint slides following along with the speaker. As the speaker changes the slides during his/her live presentation, the recording will switch slides to follow along. While you will not have a PDF version of the slide deck, you will be able to view the slide deck as you listen to the audio recording on your computer. Attendees of the technical program only have the opportunity to purchases the conference recordings at a deeply discounted rate of $195 during registration, or onsite at the AACE International Conference & Expo. (This offer is not available for seminar only registrants.)
  • Do you have other policies that I need to be aware of?
    Yes. Please note the following:

AACE Conference & Expo Policy
 

  1. 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.

    1. 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. 

      1. 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.

        1. 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: 

        2. • 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. 

            Meetings & Events

            Questions_To_-Ask
            If our FAQs library does not
            answer your question, contact
            the Meetings Department at meetings@aacei.org.

            If you are interested in or have
            questions about Exhibiting,
            contact Cassie LoPiccolo in the
            Business Development Department
            at clopiccolo@aacei.org or
            304-296-8444, ext. 1122 for assistance.