AESS Event Troubleshooting and FAQ
We are in person with general keynotes and breakout sessions. All information presented here is also available in attendee and speaker portals under the announcements section.
Please support our efforts to be more sustainable and bring along a lanyard if you have one hanging around. We make every attempt to minimize waste and source items with reusable materials wherever possible.
Fresh, chilled water will be readily available throughout the event in pitchers and dispensers; please bring along your favorite reusable bottle. Bottled water will be available to purchase at the hotel convenience store.
Review technology needed for your presentations. Rooms will NOT have a computer for presenter use. Please coordinate with your session chair(s) and plan accordingly.
NEW: consider showing your AESS pride by rocking an event t-shirt or reusable tote bag with designs put together by AESS Member Kat Owens. SHOP TEEPUBLIC
Speakers are required to register for the conference.
If you would like to make any changes to your title, abstract, or speaker profile, you may do so at any time in your Pheedloop speaker portal. Session presentation guide information document.
Posters can be printed on stock paper at an office print center or through your university print center (if possible). Sizes should be no larger than 36″ x 48″ and smaller printed is perfectly acceptable. There is no required formatting for the poster aside from the abstract requirements listed on the proposal site.
We will hang posters on the wall using masking tape. We will supply tape for hanging.
Presenters should check in at the AESS Info Desk upon arrival for instructions on where to hang their work.
Breakout room setup:
- Tables/chairs for audience
- Head table/chair
- AV including screen and projector
Breakout rooms will be equipped with a projector and screen. We will have some HDMI and mini DisplayPort connectors on site. Please plan to bring your laptop or coordinate with your session chair for shared technology within your session presenters.
More than just you visiting St. Paul? Mom or dad (or another relative) in town with you? Have them stop by the registration desk to get a guest pass for your panel only. This is for safety reasons.
AESS does not own presentations and will not distribute or use presentations without express consent of the author. Attendees who wish to use or share presentations outside of the event must obtain permission from the original presenters/authors. Please be mindful if/when you are taking pictures or videos during a session and obtain consent from the participants as needed.
Visit our event website and peruse the schedule and session details: https://site.pheedloop.com/event/AESS2025/home/
Before emailing, try the following steps first:
- Go to https://site.pheedloop.com/event/AESS2025/speakers/
- Search for your name (or a co-presenter’s name)
- Click on your profile
- Choose your presentation title, click on it
- You will see the parent session name, date, and time (all times on this ^ website are CDT reflecting local event time)
We are in-person and do not have any virtual components for 2025.
If you cannot attend but still wish to engage, you are welcome to share and comment on any social media postings or reach out to speakers who have provided contact information.
We also encourage you to reach out to the AESS Professional Development committee with ideas for professional development sessions during the year. More information on our website.
Parking is available near the hotel. Hotel does not own, manage or operate the parking ramp.
- Self-parking: $22.00 per day
- Valet parking: Not available
- EV charging: Nearby, 1 miles
- Secured: Not available
- Covered: Available
- In/Out privileges: Available
Attendees at AESS events dress comfortably. That might mean a shirt and tie for someone, and it might mean cut-offs and Birks for another. Wear clothes you don’t mind being in all day, and make sure you dress appropriately for field trips and the climate.
Both non-alcoholic and alcoholic beverages will be available at receptions. Bartenders are provided by the event venue and will not serve alcohol to persons under 21 years of age. Guests are expected to follow the AESS Code of Conduct.
A separate room is available for nursing and/or pumping. Limited fridge space is available in a separate room. Ice is available from the hotel. Please see AESS Info Desk for more details.
Signage is on the door. Please knock before entering.
We require any visitor who may wish to attend sessions to register as an attendee. You may purchase a guest pass for Monday and/or Wednesday receptions to cover the cost of their meal. You may request a guest pass for field trips, but priority is given to registered attendees.
AESS is committed to expanding inclusivity and that includes attendees traveling with their child(ren). We recognize that finding suitable childcare can be quite a challenge and barrier to attendance. To that end, we hope all attendees feel welcome to bring their child to the event as they are comfortable. Please bring your child by the registration desk for a special guest badge. This is for safety and security reasons.
AESS members in good standing (e.g. current, paid) may log into their account at aessonline.org and view the discount code in their member profile. The discount code is displayed in the “discount” section. Click the discount tab to view the code. Type the code into the popup that appears during registration to unlock the member rate.
If a field trip is still open for registration (or to add yourself to the waiting list), you can sign up through the AESS Registration portal. Field trips are not refundable after the stated dates for each trip. They are transferrable to another conference participant upon request.
Conference registration refunds will be given as outlined in the terms and conditions of your registration. Requests outside of that will be considered on a case-by-case basis. In general, we are unable to offer refunds beyond a certain point due to the overhead cost of hosting an event and financial contractual commitments. We encourage you to explore options with your credit cards or alternate companies (e.g. travel guard, allianz) for travel insurance in the event of unforeseen circumstances.