Conference FAQs

We are excited to welcome everyone to AEFP's 50th Annual Conference! Below you will find important information for AEFP2025. If you do not see your question here, please email us for help! 

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

General Information

Conference Dates & Location: Don't miss our in-person conference at the historic Mayflower Hotel in Washington D.C. on March 13 - 15, 2025, which celebrates AEFP's 50th anniversary!. AEFP will have exclusive access to the entire property for the conference. Explore the venue here. 

How do I register? 

  • Registration is now open and will close on March 1, 2025. 
  • Current paid student or regular membership is required for all attendees AND presenters.
  • If your membership will expire prior to the 2025 conference, you must renew it before registering by logging into your AEFP account and selecting 'Renew Membership' from the left menu.
  • Register early! Note the deadlines below. Space is LIMITED and there will be NO onsite registration. 
  • If you need to cancel for hardship or extenuating circumstances, email info@aefpweb.org with your request and documentation at least 14 days prior to the conference start date.  A $50 administration fee will be deducted from all conference fee refunds.

Hotel Information: AEFP2025 will be held at the legendary Mayflower Hotel (1127 Connecticut Ave. NW Washington, District Of Columbia, USA, 20036). The AEFP room block is now open for reservations! Please book your room(s) EARLY! 

Conference Information 

AEFP Registration Desk Hours (tentative)

  • Wednesday, March 12, 5:00 – 7:00 pm ET
  • Thursday, March 13, 7:00 am – 4:00 pm ET
  • Friday, March 14, 7:00 am – 4:00 pm ET
  • Saturday, March 15, 7:00 am – 11:00 am ET

Conference App & Conference Portal: There are two ways to access conference content. Download the AEFP2025 app (coming in February!) or access the conference portal via Oxford Abstracts.

Will a printed program be provided? No, a printed program will not be provided. 

What technology will be available in rooms for paper sessions, policy dialogues and flash talks? Each room will be equipped with a laptop, LCD projector and screen and USB drive to transfer your file to the in-room laptop (or download from email). NOTE: Audio will NOT be provided. 

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 #1 Presentation - 13 minutes + 1 minute for transition to Paper #2
  • Paper #2 Presentation - 13 minutes + 1 minute for transition to Paper #3
  • Paper #3 Presentation - 13 minutes + 1 minute for transition to Paper #4
  • Paper #4 Presentation - 13 minutes
  • Chair / Reactor Reflections - 3 to 5 minutes
  • Q&A - 25 minutes + 1 minute for wrap-up
What is the format for flash talks? Flash Talks are short length presentations. There will be 10 flash talks per 90-minute session. 
  • Each presenter will have 5 minutes total for their talk
  • No more than three slides are permitted for each presenter
  • Slides must be submitted to session moderators one week in advance of the conference
  • Moderators may break the 90-minute sessions to offer Q&A midway or wait until after all 10 presenters.

Can I present virtually during the 2025 conference? No, AEFP2025 is completely live.  

What size poster should I have? Poster boards will be 4 x 6 feet; posters must fit on the boards so plan accordingly.  

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 Oxford Abstracts system.

I am presenting a paper for a panel session. What do I need to send to my session chair? Send your paper by no later than Monday, February 24, 2025 to your section chair (found 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.
 
Session attendees are expected to respect each author’s policy and act accordingly, as work may be embargoed. Please 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

We will follow Centers for Disease Control and Prevention guidelines to ensure a safe conference. 

Travel, Food, & Fun 

AEFP2025 will be held in Washington D.C., home to the US Capital, which is compact in size but grandiose in its abundance of iconic architecture, history, educational and cultural opportunities. Visitor options are endless!  

Transportation: The Mayflower Hotel is 5 miles from Ronald Reagan Washington National Airport (DC), 28 miles from Washington Dulles International Airport (IAD) and 36 miles from Baltimore / Washington International Thurgood Marshall Airport (BWI).  

Food: Washington D.C. is a melting pot of fabulous flavors! 

Questions? Email info@aefpweb.org.