Frequently Asked Questions

Below is a list of Frequently Asked Questions to provide further information about the Annual Meeting and Exposition. Questions are broken into the following sections for your convenience.

General Information
Presenter Information
Registration Information
Housing Information

Q: Does APHA have scholarships or financial support for presenters and/or attendees?
A: Unfortunately APHA does not have scholarships or funding to support presenters or annual meeting attendees.

Q: How do I request a Letter of Invitation for a visa?
A: If you require a letter of invitation for Visa purposes, you must first register and submit payment for the Annual Meeting. The deadline for requests for official letters from APHA is October 7. Once you receive confirmation of your registration, you may request a letter of invitation online. An official letter will be emailed to you.

Q: Where can I find registration and housing information?
A: www.apha.org/meetings/registration and www.apha.org/meetings/housing

Q: When will name badges be mailed?
A: Badges will be mailed in October 2009

Q: Are meals included in the cost of registration?
A: No meals are included in the Annual Meeting registration. You may however purchase tickets for several ticketed lunch events at an additional cost (see the registration form)

Q: How many attendees do you expect at the APHA Annual Meeting in Philadelphia?
A: We are anticipating over 10,500 attendees

Q: When and where is the 2010 APHA Annual Meeting?
A: The 2010 APHA Annual Meeting will be held November 6-10 in Denver, CO. For information about past and future Annual Meeting please visit. http://www.apha.org/meetings/pastfuture/.

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Q: When and how will I be notified of acceptance?
A: You will be notified via email on June 1, 2009 of abstract status & can also look up your status online after June 1 at http://apha.confex.com/apha/137am/abstractstatus.cgi

Q: I did not receive my acceptance email. How can I get a copy?
A: http://apha.confex.com/apha/137am/abstractstatus.cgi

Q: How do I retrieve my abstract ID and password:
A: http://apha.confex.com/apha/137am/retrieveID.htm

Q: How can I view my session and abstract (authors must search by last name, abstract number or session number):
A:  http://apha.confex.com/apha/137am/webprogram/start.html

Q: How do I change presenting author, add, delete authors or update my contact information?
A: Speakers' Corner: http://apha.confex.com/apha/137am/extra.cgi?EntryType=Paper

Q: How do I make corrections to my abstract?
A: Minor corrections (i.e. spelling errors, etc.) can only be made by APHA staff. You may contact natalie.sorkin@apha.org to request a correction. Note: no substantive changes to abstract text are permitted after acceptance.

Q: Does APHA solicit abstracts for Late Breaker sessions?
A: Check the APHA meetings website in mid-June for more information. Log on to www.apha.org/meetings/sessions/latebreakercall

Q: How do I withdraw my abstract and what is the deadline?
A: Deadline to withdraw your abstract is August 7, 2009. Go to: http://apha.confex.com/apha/extra.cgi?EntryType=Paper

Q: How do I upload my PowerPoint presentation and what is the deadline?
A: http://apha.confex.com/apha/137am/extra.cgi?EntryType=Paper - the upload deadline is November 3 

Q: How do I contact the program planner for my session?
A: http://apha.confex.com/apha/137am/oasys.epl

Q: Where can I find the guidelines for oral, poster and roundtable presentations?
A: http://www.apha.org/meetings/sessions/SessionPresentersOnly.htm

Q: Does APHA offer a printing service for poster presentations?
A: Information on APHA's poster printing services can be found at http://www.apha.org/meetings/sessions/PosterSessionGuidelines.htm

Q: Do I have to register and become a member in order to present at APHA?
A: Yes. Presenters must be individual members of APHA to present. All presenters must register by the August 28 early-bird deadline. For questions about one day registration please contact natalie.sorkin@apha.org or 202-777-2504.

Q: Can I register for the day of my presentation?
A: One-day registrations can be processed onsite and will also be available in advance for presenters only beginning August 28.

Q: When is the pre-registration deadline and what are the onsite and one-day fees?
A: All presenters must be registered by the Early-Bird Deadline on August 28. For more information about registation fees go to http://www.apha.org/meetings/registration/reg_fees.htm

Q: Whom can I contact for Technical Assistance for the Online Abstract System?
A: Andrey Gurvich can be reached at 401-334-0220 extension 216 or agurvich@confex.com.

Q: When does the Call for Abstracts Open for the 2010 APHA Annual Meeting and what is the deadline for submission?
A: The 2010 Call for Abstracts will open December 14 and the deadline for submission is the second week in February. Please check the APHA Annual Meeting page at www.apha.org/meetings at that time for more information.

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Q:  Can I pay for registration by purchase order?
A: No, purchase orders are not accepted.

Q:  I am presenting. Do I need to register?
A: Yes. Presenters must be individual members of APHA and must register for the meeting by the August 28th Early-Bird deadline to present their paper(s) at this meeting. Session organizers, moderators and presenters are required to pay the appropriate registration fee (full or one day)

Q:  Where can I find registration and housing information?
A:  Registration: www.apha.org/meetings/registration and Housing: www.apha.org/meetings/housing.

Q:  When is the Early-Bird deadline for registration?
A: August 28, 2009 - forms must be submitted online by that date or must be received by our registration provider (J. Spargo & Associates) by that date. 

Q:  Can I register for the day of my presentation?
A:  One-day registrations can be processed onsite and will also be availble in advance for presenters only beginning August 28th.

Q: How do I select the sessions that I want to attend at the Annual Meeting?
A:  There is no sign up for individual sessions. All sessions are first-come, first-served. If you think a session is likely to be very popular you may want to arrive at least 15 minutes early. NOTE: Over 1000 scientific sessions and posters take place during the Annual Meeting. Use the Personal Scheduler to help you plan your schedule in advance.

Q: Can I register for the Public Health Expo ONLY?
A: No. Annual Meeting registration includes access to the Expo. You cannot purchase Expo only registration.

Q: Does APHA offer volunteer opportunities at the Annual Meeting?
A: No. Due to the size, logistical management, and scope of the Meeting, APHA relies entirely on paid staff and temporary personnel to fulfill essential needs on site.

Q: Can I register as a guest?
A: You cannot register yourself as a guest. You must be the guest of a registrant and the registrant must authorize you as his/her guest. Guest registration is for individuals who are not involved in public health.

Q: Are meals included in the cost of registration?
A: No. No meals are included in the Annual Meeting registration. You may however purchase tickets for several ticketed lunch events at an additional cost (see the registration form)

Q: Where does onsite registration take place?
A: Registration takes place in the Grand Hall of the Pennsylvania Convention Center, 1101 Arch Street, Philadelphia, PA 19107.

Q: What are the hours of onsite registration?
Saturday, 11/7/09  7:30 am – 6:00 pm
Sunday, 11/8/09   7:30 am – 6:00 pm
Monday, 11/9/09  7:30 am – 5:00 pm
Tuesday, 11/10/09 7:30 am – 5:00 pm
Wednesday, 11/11/09 7:30 am – 12:00 pm

Q: Can students get free access to the Expo?
A: On Wednesday, 11/11/09 ONLY, students can get free Public Health Expo passes. Registration is through the Association of Schools of Public Health. Keep in mind that the Exhibit Hall is only open from 8:30 am to 12:30 pm on Wednesday, so come early!

Q: How can I add additional events (or add a guest) to my registration
A: If you have already registered, contact APHA Registration Service by phone at (866) 871-5085 or by e-mail at apharegistration@jspargo.com.

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Q:  Can I contact the hotels directly to make my hotel reservation.
A: No. Attendees must make their reservations through APHA Housing Services in order to take advantage of APHAs contracted discounted rates. Make your reservation online at www.apha.org/meetings/housing.

Q: The nights I need are not available at any of the APHA blocked hotels, what should I do?
A: Send an email to aphahousing@jspargo.com with the dates you are requesting and every effort will be made to try and accommodate your request.   

Q: Will my credit card be charged when I make my reservation online?
A: No. Credit card information is taken as a guarantee only and will not be charged unless reservation is cancelled less than 72 hours from confirmed arrival, or not cancelled at all (no show), in which case the hotel will charge a penalty equal to one night of room and tax charges.

Q: Can I pay my reservation guarantee by check? Whom should it be made payable to?
A: A deposit check in the amount of $200 is requred with each reservation request. First complete the Hotel Reservation Form, or call APHA Housing Services at 866-871-5085. Once a hotel reservation request has been completed, confirmation will be sent via e-mail or fax confirming assignment. Check deposits must be made payble to the assigned hotel, and must be sent to the APHA Housing Services by October 14, 2009.

Q. The hotel I have requested is sold out.
A: Please book a room at one of the available APHA hotels and then you can waitlist for the hotel of your choice.  If your request can be accommodated you will be notified via email.   

Q.  I am requesting a Suite, are there any available?
A: APHA does not have suites contracted in their room blocks. Please send your request for a suite to aphahousing@jspargo.com and if we are able to accommodate your request we will notify you via email. 

Q:  I’d like to share a room with someone in Philadelphia. Is there a way that I can do that?
A: To access the Roommate Locator Service go to https://reg.jspargo.com/apha09/roommate  

Q:  Can I pay for my entire hotel stay upfront?  I have funds that I need to use before July 1.
A: Contact APHA Housing Services directly at 866-871-5085.  If you are paying by check you will need to make the check payable to the hotel where your reservation is held.

Q:  I am a government employee. At which hotels can I get the government rate?
A: There are a number of hotels in Philadelphia whose rates are at, or below, Government Rate. Be aware, however, that the lower cost hotels are always the first to be filled up. So make your reservation early! Note: official “Government Rate” is blocked at all APHA hotels because so many APHA members work for government agencies. So if you need the government rate make your reservation early at one of APHA’s lower cost hotels that fit within the parameters of the government rate. 

Q:  What is the deadline for making hotel reservations?
A: October 3, 2009. However, to ensure that you get into the hotel of your choice it is recommended that you make your reservation as early as possible. Based on availability APHA Housing Services may continue to make reservations after the deadline.

Q:  Can I make my hotel reservations first or do I need to register for the meeting in order to make reservations?
A: You can make your hotel reservation first at www.apha.org/housing. Our recommendation, however, is that you make your hotel reservation and register for the meeting at the same time. Once you finish your annual meeting registration, you will see a button that will link you directly to a pre-populated hotel reservation page.

Q:  How do I reserve a block of 5 rooms or more?
A: Contact APHA Housing Services directly at aphahousing@jspargo.com. You will need to fill out a room block request form and will need to submit a rooming list form for your block no later than Oct. 4, 2009 otherwise your block will be released.

Q:  If I need an ADA room, can I make my reservation on line or is it better to call?
A: You can make your reservation online. Be sure to indicate your special needs in the space provided. If you have any questions feel free to contact APHA Housing Services toll free at 866-871-5085. Note all ADA rooms will be guaranteed.

Q:  Will there be shuttle service to the Pennsylvania Convention Center.
A: APHA provides complimentary shuttle service between meeting hotels and the Pennsylvania Convention Center. The only hotels that are NOT on a shuttle route are those that are within a block or two of the Convention Center. These include the Hampton Inn Convention Center, Hilton Garden Inn, Loews Philadelphia, Philadelphia Courtyard Downtown, and the Philadelphia Marriott.

Q:  Is shuttle service provided from the airport?
A: APHA does not provide shuttle service from the airport, however some of our hotels do. You may call the hotel directly to find out if shuttle service is provided. Alternatively there are several reliable shuttle companies that provide transportation to and from the airport at a reasonable rate, including Lady Liberty Transportation (215) 724-8888, AAA Airport One Direct (215) 677-3544, or Atlantic Sedan Service (610) 659-8513.

Q: How much is taxi fare from the airport to the APHA hotels?
A: There is a $28.50 Flat Rate from the Airport to the Central Philadelphia Area.