IMMUNOLOGY 2018™ GENERAL INFORMATION FAQs

What is IMMUNOLOGY 2018™?

The largest annual immunology event worldwide, the AAI Annual Meeting is where the leading researchers come to learn the latest in their field. With major lectures from some of the world’s most prominent immunologists, and oral and poster presentations of abstracts, IMMUNOLOGY 2018™ will feature cutting-edge developments from scientists at every career stage.

Registration

When does registration open?
Early Bird Registration runs from December 11, 2017 – March 23, 2018
Late registration runs from March 24 – May 3, 2018
On-site registration opens on May 4, 2018

What are the registration hours
Friday, May 4: 12:00 PM – 6:00 PM
Saturday, May 5: 7:00 AM – 6:00 PM
Sunday, May 6: 7:00 AM – 6:00 PM
Monday, May 7: 7:00 AM – 6:00 PM
Tuesday, May 8: 7:00 AM – 12:00 PM

What are the registration fees?
Please view registration page for registration fee information.

What does the registration fee cover?
The registration fee covers entrance to scientific sessions and exhibits, the IMMUNOLOGY 2018™ Gala (+ 2 drink tickets), and the condensed meeting program book.  You may purchase the Abstract Book, tickets to a Roundtable, or Gala guest tickets when registering.

PLEASE NOTE:Your AAI Membership must be paid in full through 12/31/18 to be eligible for the Member Rate.  If you have questions about your membership status, or need to make changes to your contact information, please email members@aai.org.  If you would like to Join AAI today click here.

Will I receive confirmation of my registration?
After you register, an immediate email confirmation will be sent to the email address you provided.

Will I be refunded if I have to cancel my registration?
We will be sorry that you will not be able to join us. A $75 non-refundable processing fee will be deducted from all refunds issued for registration cancellations received by April 2, 2018.  Refund requests must be submitted in writing, include the registrant’s confirmation number, and be received by 11:59 PM (EST), on April 2, 2018.  No refunds will be issued after April 2, 2018.  Please email your cancellation request to meetings@aai.org.

What if AAI cancels the meeting once I have registered?
If the meeting needs to be canceled due to unforeseen circumstances, AAI will refund all registration fees (only).

If my plans change and I am unable to attend, may I transfer my registration to someone else?
Yes. If you are a member and they are not, the difference in the fee will need to be paid. If you are not a member and they are, we will be unable to issue a refund for any difference in the fee.

I’m a graduate student, how do I register?
AAI offers a reduced registration rate for graduate students who are members of AAI. Nonmember graduate students may register at a reduced registration rate of $225 onsite only with a student photo ID.  Membership applications cannot be accepted when registering on-site. Please Note: Postdoctoral fellows, post baccalaureates, hospital residents, interns and laboratory technicians do not qualify as students and must pay the full member/nonmember registration rate.

I’m an undergraduate student, how do I register?
A discounted registration rate of $30 is offered to undergraduate students. This type of registration will be done on-site only. Registrations will not be accepted in advance.  To receive the undergraduate registration rate, please bring a student photo ID card or letter signed by your department head, research advisor, principal, or teacher.

I’m a high school student/high school teacher/undergraduate student, how do I register?
AAI offers complimentary registration for high school students (age 13 and older, accompanied by a registered adult, with a letter signed by your principal or teacher) and high school teachers (with a letter signed by your principal).  You are not able to registration in advance. This type of registration will be done on-site only.

When will I receive my badge?
AAI does not mail badges prior to the meeting.  All registered attendees will receive an email with instructions on badge pick up prior to their arrival onsite. Please bring the email containing a bar code to expedite badge pick up when you arrive at the Attendee Registration Counter in Austin, TX.

What if I lose my badge or leave it at my hotel?
Lost badges may be replaced at a fee of $50 for the first request, and at the full on-site registration fee for subsequent requests.

Events

There is one special event included in your registration fee.
IMMUNOLOGY 2018™ Gala   Monday, May 7, 7:00 PM – 9:30 PM

This year’s Gala will be held at Stubb’s Bar-B-Q, Austin’s premier outdoor music venue. Unwind with your colleagues for a boot stompin’ good time! Enjoy an authentic Texas style BBQ buffet with all the trimmings (vegetarian options provided), and dance to the music of The Nightowls, dubbed Austin’s ‘Soul Royalty’.

May I purchase a ticket for the special events for my guest/s?
For the Gala, you may purchase a guest ticket for $95.

Exhibit Hall

What are the hours of the Exhibit Hall?
Saturday, May 5: 9:30 AM – 4:30PM
Sunday, May 6: 9:30 AM – 4:30PM
Monday, May 7: 9:30 AM – 4:30PM

How may I exhibit?
Visit the exhibitor information page for complete information on exhibiting at IMMUNOLOGY 2018™.  For further information, please email exhibits@aai.org.

General Information

May I schedule another meeting during IMMUNOLOGY 2018^TM?
All meetings in conjunction with the AAI annual meeting must be scheduled outside of the official hours of IMMUNOLOGY 2018^TM. The AAI hotels and Convention Center are unable to provide meeting space that is in conflict with AAI sessions and events.

Where may I eat while attending IMMUNOLOGY 2018™?
During exhibit hours, there are concessions open on the exhibit floor.

How can I get a letter of invitation?
For security purposes, letters of invitation will be sent only to individuals who are registered for the meeting.  They can be requested during the registration process. After you have completed your registration, you will be offered the opportunity to request a letter of invitation.

I am considering bringing my family with me.
Children age 13 and older are welcome to attend IMMUNOLOGY 2018™ if accompanied by a registered adult.  Children under age of 13 may not attend and are prohibited from entry into the Exhibit Hall, session rooms, or hallways in the meeting area. No children will be allowed entry into social events.

Is there child care available?
Onsite child care will not be provided during IMMUNOLOGY 2018™.  If you require a child care provider during the meeting, you may contact your hotel concierge for recommendations, or the options below*.  Attendees are advised to make such inquiries in advance of the meeting.

Austin’s Best Sitters and Nannies
5210 Maulding Pass
Austin, TX 78749
Contact: Mary Esquell
Phone: (512) 892-2139
Fax: (512) 892-2139
Email: mlesquell@austin.rr.com
Website: http://www.austinsbestsitters.com
Description: Professionally managed childcare/nanny service with over 40 years’ experience. Thoroughly screened sitters and nannies for convention, hotel, wedding and company events.

Austin’s Capital Grannies
Congress Ave
Austin, TX 78701
Website: http://www.austinscapitalgrannies.com

*AAI and its officers, employees, and agents assume no responsibility and accept no liabilities with respect to these services.

Is there a Mother’s Room available?
There will be a Mother’s Room in the Center, available to accommodate mothers who are nursing.

May I bring a guest with me who is a nonscientist to the sessions?
Unfortunately, we do not have GUEST PASSES.  All attendees must be registered in order to gain access to the sessions and Exhibit Hall.

Does AAI offer CME?
Continuing Medical Education (CME) credits are NOT offered for this meeting.  AAI, however, adheres to conflict-of-interest policies of the Accreditation Council for Continuing Medical Education.  AAI requires all speakers at AAI-sponsored meetings or programs to inform their audiences of their academic and professional affiliations, and to disclose any significant financial interests or other relationships they may have with the manufacturer(s) of any commercial product(s) discussed in their presentation.  This information is required to be provided by speakers and is included in the back of the Scientific Program.

What is the dress code?
We want you to be comfortable so you can enjoy your meeting experience.  Business casual dress is strongly encouraged.  We suggest bringing a light sweater or jacket with you during the day as the meeting rooms are air-conditioned.

Do you record any of the sessions?
No sessions are recorded and recording of presentations by any means is strictly prohibited.  Doing so may result in expulsion from the meeting.

May I schedule another meeting during IMMUNOLOGY 2018^TM?
All meetings in conjunction with the AAI annual meeting must be scheduled outside of the official hours of IMMUNOLOGY 2018^TM. The AAI hotels and Convention Center will not release meeting space that is in conflict with AAI sessions and events.

Distributions of Handouts

AAI allows the distribution of promotional materials and approved related items from Exhibitors only. No materials may be distributed outside (hotels, Convention Center lobby area, session rooms, etc.) without permission. Attendees are able to post job opportunities on the JOBS BOARD.

Hotel

PLEASE NOTE: onPeak is the official housing service for IMMUNOLOGY 2018™.  No other organization may claim to represent AAI for housing.

Are hotel discounts being offered?
Discounts are being offered through the IMMUNOLOGY 2018™ website only. Please go to Meeting Hotels to book your hotel.  If you contact the hotels directly, you will not be able to receive the AAI discount.

Will I receive confirmation of my hotel reservation?
Yes.  A confirmation of your reservation will be sent to you, via email, immediately after making your reservation.  The confirmation will come from the official housing company, onPeak. PLEASE NOTE: A final confirmation with your hotel confirmation number will be sent within 2 weeks of your arrival. The confirmation will NOT come directly from the hotel at which you will be staying

Will I be refunded if I have to cancel my hotel reservation?
Yes, a full refund will be provided as long as you cancel 48-hours prior to your arrival, with the exception of the Hilton Austin (who require 72-hours notice prior to your arrival).  If you cancel after these times, you will be charged one night’s room rate and applicable taxes.

Is there any shuttle service to and from IMMUNOLOGY 2018™ hotels?
There is no transportation provided between the hotels and the Center.  Most of the IMMUNOLOGY 2018™ hotels are within walking distance to the Center.

Photography

May I take photographs throughout the meeting?
Photography of presentations by any means is strictly prohibited.  Doing so may result in expulsion from the meeting.

Transportation

Are there any airfare discounts?
No.

How do I get from the airport to my hotel?

Capital Metro – Austin’s regional public transportation provider
512-474-1200              https://www.capmetro.org

MetroAirport Route 100 will take you to the downtown, in approximately 30 minutes, for $1.25.

Transportation Network Companies

• Fasten
• GetMe
• Lyft
• RideAustin
• Uber
• Wingz

 SuperShuttle
Airport Reservations: 1-800-BLUE VAN (258-3826). Super Shuttle offers airport shuttle services between Austin area locations and Austin-Bergstrom International Airport. They are offering a 10% discount to IMMUNOLOGY 2018™ attendees, type discount code MH6FA.

Taxis
Minimum fare for taxi customers is $12.30, this includes a $1.00 airport surcharge. All taxis have a four passenger maximum, excluding children 12-years and under. All taxis accept major credit cards.

• ATX Co Op: 512-333-5555
• Austin Cab: 512-478-2222
• Lone Star Cab: 512-836-4900
• Yellow Cab: 512-452-9999

Is there any shuttle service to and from hotels?
There is no transportation provided between the hotels and the Center.  Most of the IMMUNOLOGY 2018™ hotels are within walking distance to the Center.

AUSTIN CONVENTION CENTER

What is the address of the Austin Convention Center?
500 E. Cesar Chavez Street, Austin, TX, 78701 (www.austinconventioncenter.com)

Scooter Rental
Motorized scooters are available to rent for attendees who need help getting around the building. The five scooters are stationed next to the Business Center on Trinity Street to make navigating the facility easy. Interested guests should contact meetings@aai.org for more details.

Where is the Business Center located?
Austin Convention Center has an on-site Business Center. Located between the entrances of Exhibit Halls 2 and 3 on Trinity Street, the Business Center is your one-stop shop for all of your business needs. Here you can print boarding passes and luggage tags before going to the airport. 

Shipping Services
In addition to the many services provided at the Business Center, the Austin Convention Center offers light shipping, utilizing the U.S. Postal Service’s flat rate box/envelope options – all for a $5 service fee. Packages will be picked up for delivery by the U.S. Postal Service the following business day (approx.10 a.m.). 

Flight Arrival/Departure Board
As an added convenience, the Austin Convention Center has a digital flight arrival/departure board on display next to the Business Center. See real-time flight information streaming directly from Austin-Bergstrom International Airport (ABIA).

Gift Shop/Retail Kiosk
The Austin Convention Center has a gift shop on-site. Located across from the restrooms adjacent to Exhibit Hall 2, the gift shop sells everything from soft drinks to one-of-a-kind Austin souvenirs. In addition, the Austin Convention Center features a Retail Kiosk that is open on an event-by-event basis. The Kiosk sells supplies such as aspirin, pens, writing pads, and envelopes – as well as snacks and souvenirs. The location of the Kiosk will vary based on the event being held; it generally will be found near event registration areas.

Where may I park?

https://www.austinconventioncenter.com/visiting/directions-and-parking/

SpotHero is the nation’s leading parking reservation app to book convenient and affordable parking, whether it’s for an event, commute to work or even airport parking.

Parking Garages

201 EAST 2ND STREET
10-story, 1,000-space garage just two blocks west of the facility.
Entrances on Brazos and San Jacinto
Clearance Height: 6’9”

601 EAST 5TH STREET
5-story, 685-space garage just north of the facility
Entrance on 5th Street
Clearance Height: 6’11”

Garage hours:

• Sunday – Thursday      6:30 AM – 9:30 PM
• Friday – Saturday        6:30 AM – 2:00 AM

Rates:

• 0 – 15 minutes: Free
• 15 – 60 minutes: $4
• 1 – 2 hours: $6
• 2 – 7 hours: $8
• 7 – 9 hours: $12
• 9 – 12 hours: $18
• 24 hours maximum charge: $36
• Lost ticket: $35
• Rates reset after 12 hours.

On weekends (Fridays & Saturdays 4:00 PM – 2:00 AM) and during special events, rates will be as posted. “Pay on entry” method will be used during this timeframe. The flat rate is applicable from time of entry until 11:00 AM the following morning. At 11:00 AM, the regular rates will apply.

Street Parking
Streets within a three block radius of the Center allow for additional spaces of on-street parking.

Alternative Fuel Vehicle Parking
The Austin Convention Center’s 2nd Street Parking Garage offers 30 preferred parking spaces for Alternative Fuel Vehicles. The 30 spaces will be spread throughout the garage, and will be in close proximity to the elevators located in the southwest corner. Alternative Fuel Vehicles include hybrid, electric, bio-diesel and flex fuel.

Bicycle Racks
There are 124 bicycle racks secured to the sidewalks or pavements around the exterior of the Austin Convention Center building. Most racks are located along 4th Street, between Red River and Trinity.  Along 4th street, there are 52 individual stands with cables and another 33 u-shaped steel tubes for 66 bikes. A tire stand rack for six bikes is located near the Administrative Offices along Cesar Chavez. There are no racks at the parking garages.

Accessibility
Mobility Impaired Parking is available in both Austin Convention Center garages, and located on all levels near the elevators.