Frequently Asked Questions

About the Venue

Where can I park?

Visitors to the UCF campus must purchase a daily or hourly parking permit. Daily or hourly permits may be purchased at the Visitor and Parking Information Center. The options for short-term parking are timed spaces located at the Visitor and Parking Information Center, or the coin meter spaces located throughout the campus. Payment must be made prior to parking. The Visitor Center accepts cash or credit card (Visa, MasterCard or American Express). The permit pay stations accept cash or credit card. No change is given from the permit pay machines. More details.

About Lodging

What if I need to change my dorm reservation?

Contact the Registration Team to request your change during online registration. Make sure you reference AESS 2019 as the event.

University Event Services, The University of Vermont
Registration Team
The Villa, 220 Colchester Avenue Burlington, VT 05405
Phone: 802-656-5665, Ext.2
Fax: 802-656-9910
Email: EventRegistration@uvm.edu

How do I check-in to my dorm?

You can check-in beginning at 3:00 PM on the day of your registration at the Lake Claire Apartments. Late check-in is available until 9:00 PM.

Do I need to bring anything for the dorm rooms?

Dorms are single private room in apartment unit. Attendees may request up to 3 suitemates during online registration. Linen package includes two sheets, one pillow, one pillowcase, one blanket, two bath towels, two washcloths, and one bath mat. Soap and cups are also included.

Beds will NOT be lofted for the summer.

We suggest you pack the following:

  • device chargers
  • power strip or extension cord
  • snacks
  • medicine (OTC and Rx)
  • tissues
  • toiletries
  • travel alarm clock

Can my family stay with me in the dorms on campus?

The University dorms are for occupants ages 18 or older. Please use the AESS hotel block or an alternate arrangement if you have younger guests.

About Presentations

Panel presentations, posters, technology, etc.

Do I have to pay registration fees if I am a speaker or presenter?

Yes, submission of and/or acceptance of an abstract does not constitute registration to the convention. All speakers and presenters must be registered attendees.

How do I log into the wifi on campus?

Select UCF Guest on your wifi list and click the button to acknowledge terms of agreement.

What are the details for poster presentations?

Posters will be displayed on trifold boards. Please print no larger than 36″x48″ for display. Thumbtack fasteners will be provided.

Do I need to bring my laptop?

Rooms will be equipped with a computer and projector, and log-in information will be provided. You may bring your laptop.

Can any of my family members attend my presentation?

We get it. Florida is touristy. 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.

About Registration

How do I apply my AESS Member Discount?

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 “admin use only” field under the member rate selection dropdown box.

Can I register for a field trip when I get to the conference?

If trips are still open, yes. You will have the option to register at time of check-in.

How do I get the discount for the Energy Education Workshop?

You must email canthon@aessonline.org for the discount directive.

What's included in registration?

FULL conference admission includes the following: Wednesday Reception and opening keynote, breakfast Thursday-Friday, all sessions, plenary, and keynote Thurs-Friday. Lunch, the Thursday mixer, and field trips are add-ons.

Breakfast and coffee are provided daily.

Thursday-only registration includes all sessions and events (except the mixer) on Thursday.

Friday-only registration includes all sessions and events, even the reception, on Friday.

Pre-conference only (workshop-only) attendees have the option to join in on AESS social gatherings by adding-on the Wednesday reception. Light continental breakfast will be provided Wednesday.

LUNCH is available to purchase at on- and off-campus eateries. Meal cards or boxed lunches may be purchased through registration.

My plans have changed. Is my registration refundable?

All conference cancellations must be made in writing via mail, fax or e-mail to University Event Services. Cancellations postmarked by May 26, 2019 will receive a refund minus a $50.00 cancellation fee. There will be no refunds made after May 26, 2019.

**On campus residence hall room fees are non-refundable after June 1st, 2019**

University Event Services, The University of Vermont
Registration Team
The Villa, 220 Colchester Avenue Burlington, VT 05405
Phone: 802-656-5665, Ext.2
Fax: 802-656-9910
Email: EventRegistration@uvm.edu

About the Event

Is there a dress code?

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.

Are meals included?

FULL conference admission includes the following: Wednesday Reception (vegetarian appetizer buffet, lemonade, tea, water, cash bar); breakfast Thursday-Friday, and Friday night Awards Reception (buffet vegetarian dinner with apps, lemonade, tea, water, cash bar). Thursday-only registrants are welcome to join the Wednesday keynote. Please RSVP during registration. Friday-only registration includes the evening reception on Friday. Pre-conference only (workshop-only) attendees have the option to join in on AESS social gatherings by adding-on the Wednesday reception.

Can I bring a guest to the evening reception?

Traveling with someone who isn’t attending the conference? You may purchase a guest pass for Wednesday and/or Friday receptions. You may also purchase a guest pass for field trips.

Will alcohol be served?

There will be a cash bar both Wednesday and Friday evening. Bartenders are provided by the event venue and will not serve alcohol to persons under 21 years of age.

I'm a career changer, so I'm not really an early-career or youngster, can I still go to the Thursday Mixer?

YES! The Thursday evening mixer is intended for folks who are early-career, young-professionals or students. Anyone who feels they might benefit from attending is welcome to participate.