Conference FAQs

 We are looking forward to welcoming everyone to AEFP 2023! Below you will find important information for #AEFP2023. If you do not see your question here, please reach out to us at info@aefpweb.org for help! 

General Information | Conference Information | Media Policy & Code of Conduct | COVID-19 Information | Denver Information 

 

General Information

Conference Dates 

We will offer an in-person, place-based conference in Denver, Colorado on March 23 – 25, 2022. 

 

Conference Location 

Grand Hyatt Denver – 1750 Welton St. Denver, CO 80202 

 

Registration Details 

Membership is required for all conference attendees. Below you will find the membership and registration rates for the 2023 annual conference. 

*These rates include annual membership fee AND are required for all presenters/attendees at the March in-person conference in and the April virtual convening)  
**The virtual attendance-only rate is available for those who only attend (not present at) the live-streamed sessions during the March in-person conference or sessions at the April virtual convening. 
 

How do I register? 

  • Register via https://aefpweb.org/ev_calendar_day.asp?date=3/23/2023&eventid=1

  • NOTE: You will need to login to your AEFP account in order to access your member profile. Once logged in, you will be able to purchase your event registration AND renew your membership for the next year (if needed). See the screenshot below for an example. 

  • Membership is required for all attendees; if your membership will expire prior to the 2023 conference, please renew your membership via our online system. 


 

Please note that registration will NOT be offered on-site.

 

Hotel Information 

 AEFP has a room block at the Grand Hyatt Denver Hotel. Rooms in the AEFP block start at $189 per night (plus taxes and fees). 

Reserve your room here: https://www.hyatt.com/en-US/group-booking/DENRD/G-AEFP
 
Please note: our hotel block usually sells out. To secure a room at this special rate, we encourage you to book your hotel room early. 
 
For assistance with hotel reservations, please contact the hotel directly:
Phone:  +1 (303) 295 – 1234. 
Address: 1750 Welton Street, Denver, CO 80202 

 

March Conference Information 

AEFP Registration Desk Hours 

  • Wednesday, March 22, 3 – 6 pm MST

  • Thursday, March 23, 7 am – 4:30 pm MST

  • Friday, March 24, 7 am – 4:30 pm MST

  • Saturday, March 25, 7 am – 12 pm MST

Conference App & Conference Portal 

There are two ways to connect with AEFP content for the conference: the AEFP2023 app and the AEFP2023 conference portal via Oxford Abstracts. 
 
The AEFP app will be available by early March (stay tuned for more details soon). 
 
You can access the conference portal via Oxford Abstracts here: 
https://app.oxfordabstracts.com/dashboard/events/3308


Access the conference portal guide here.


Will a printed program be provided?  

No, we will not be providing a printed program. You can access the full conference schedule via the conference app (will be released by early March) or via the Oxford Abstracts Conference Portal link listed in the section above. 
 

What technology will be available in rooms for paper sessions & policy talks? 

Each room will be equipped with: 

  • Laptop

  • LCD projector and screen 

  • USB drive to transfer your PPT to the in-room laptop (you can also download it from your email) 

  • Note: we will not be providing audio 

 
For rooms that will be streamed out to our virtual attendees, each room will also have OWLs to facilitate the live-streaming. These rooms will be live-streamed via Zoom. 

What is the suggested format for paper sessions?  

Each panel session is scheduled for 90 minutes and comprises four papers. Below is our suggested session format for the paper panel sessions:
 

Introductions and welcome 

4 minutes 

Paper presentation 1 

13 minutes 

Transition to paper 2 

1 minute 

Paper presentation 2 

13 minutes 

Transition to paper 3 

1 minute 

Paper presentation 3 

13 minutes 

Transition to paper 4 

1 minute

Paper presentation 4 

13 minutes

Chair/Reactor reflections 

3–5 minutes 

Q&A 

25 minutes 

Wrap up 

1 minute

 

What will virtual participation look like during the March conference?  

Virtual attendance is an option only for those who are NOT presenting at the conference. The following sessions will be available to virtual attendees: 

  • General session (includes awards, acknowledgments, Presidential address, and keynote)

  • Two paper panel rooms for each concurrent session (11 concurrent sessions, for 22 total panels) 

  • One policy talk room for each concurrent session for 11 total policy talks 

  • Virtual poster session 

Registration is required to join the sessions (register and access Zoom links via the conference portal).  

Can I present virtually during the March in-person conference? 

AEFP will not be supporting virtual presentations at the 2023 conference.  

What size poster should I have? 

Poster boards will be 4 x 8 feet. We are suggesting posters up to 36 inches tall by 48 inches wide to ensure space on the board. 

How can I edit my submission (including adding authors, changing author order, updating the abstract, uploading a full paper, etc.)?

 
You can edit your submission information directly in the OA system: 
https://auth.oxfordabstracts.com/?redirect=/dashboard
 

I am presenting a paper for a panel session. What do I need to send to my session chair? 
 

Send the session chair your paper by Monday, March 6, 2023. You can find your session chair by looking in the AEFP program on Oxford Abstracts or the conference app. 

Media Policy & Code of Conduct

 

Media policy

In all sessions, each presenter is responsible for indicating whether their work may be cited, tweeted, photographed, recorded, or otherwise disseminated. Similarly, questions from the floor or other session dialog may not be disseminated without explicit permission. All presentations are assumed to be off the record unless the presenter otherwise specifies.
 
Audience members are expected to respect each author’s policy and act accordingly, as work may be embargoed. Audience members should be mindful of each author’s policy, and act accordingly. The Annual Conference, networking and professional development events, and other AEFP-sponsored events are for AEFP members, and as such defer to each member’s needs regarding outreach and embargoes of research.
 

Code of Conduct
 

All attendees agree to adhere to the AEFP Code of Conduct

 

COVID-19 Information

 
Are there vaccination requirements for in-person attendees? 

For in-person participants, we will follow Centers for Disease Control and Prevention guidelines to ensure a safe conference. As these guidelines are subject to change, we will communicate specifics to our membership closer to the conference. You will be required to confirm your vaccination status during your registration. At this time, we will not be formally verifying vaccines through an alternate system. 
 

Which vaccines are acceptable? 

All vaccines approved by the FDA and WHO will be considered acceptable. We will adhere to CDC guidelines for the definition of fully vaccinated. Find current guidelines here

 
What is Colorado’s Notification Exposure system? 
 

CO Exposure Notifications is a free and voluntary service developed in partnership with Google and Apple that can notify users of possible exposure to COVID-19. The app uses Bluetooth data on your phone to track meaningful contacts. You must opt-in to participate in this service: https://covid19.colorado.gov/Exposure-notifications. We encourage all attendees to sign up and participate in this free, voluntary service.
 

 

Travel, Food, & Fun in Denver 

AEFP heads back to Denver! In addition to beautiful views of the Rocky Mountains, Denver offers many opportunities for food, drink, culture, and entertainment. Learn about things to do in Denver here
 
Transportation: There are multiple transportation options from the Denver (DEN) airport. Learn more about transportation in Denver here.
 
Food: Learn more about some of the best local restaurants here.

 

Questions? Contact us at info@aefpweb.org or +1 (602) 644-1521.