Frequently Asked Questions

Our FAQs are organized by general, registration, housing and presenter information. Can't find the answer to your questions? Contact APHA.

General Information
Does APHA have volunteers, scholarships or financial support for presenters and/or attendees?

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. However, a number of APHA member groups do provide scholarships. To find out more, contact your Section leadership.

Student scholarships are available through the Student Assembly. To apply, submit the application by July 15, 2016 at 11:59 p.m. EDT.

How do I request an official Letter of Invitation for a visa?

You can request a letter of invitation through registration. If a letter of invitation is required before you can register, email APHA and a letter can be created for you.

Where can I find registration and housing information?
When will name badges be mailed?

Badges will be mailed in late September 2016.

How many attendees do you expect at the APHA Annual Meeting?

We are anticipating over 12,500 attendees.

When and where is the 2017 APHA Annual Meeting?

The 2017 APHA Annual Meeting will be held Nov. 4 - Nov. 8 in Atlanta. Find more information about past and future Annual Meetings.

     
Registration Information
Can I pay for registration by purchase order?

No, purchase orders are not accepted. Registration can be paid for by check or credit card.

I am presenting. Do I need to register?

Yes. Presenters must be individual members of APHA and must register for the meeting by the Advance Registration Deadline. Session organizers, moderators and presenters are required to pay the appropriate registration fee (full conference or one day).

When is the Advance deadline for registration?

The 2016 Advance registration deadline is September 15. 

Can I register for one day only?

Attendees who are not presenting cannot register in advance for one-day. One-day registration is available on-site. Please see instructions on the Presenters page.

How do I select the sessions that I want to attend at the Annual Meeting?

Create your schedule via the Personal Scheduler (available June 1). All sessions are first-come, first-served. 

Can I register for the Public Health Expo ONLY?

No. You cannot purchase an Expo only registration at this time. 

Can I register as a guest?

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 working or studying in public health. Guests cannot be members of APHA or presenters. 

Are meals included in the cost of registration?

Meals are not included in the Annual Meeting registration. You may, however, purchase tickets for several ticketed events at an additional cost during registration. 

Where does on-site registration take place?

On-site registration will take place at the Colorado Convention Center in the main concourse located on the first floor. 

What are the hours of on-site registration?
Saturday
10/29
7:30 a.m.-6 p.m. 
Sunday
10/30
7:30 a.m.-6 p.m.
Monday
10/31
7:30 a.m.-5 p.m.
Tuesday
11/1
7:30 a.m.-5 p.m.
Wednesday
11/2
7:30 a.m.-12 p.m.
Can students get free access to the Expo?

Yes. APHA and the Association of Schools and Programs of Public Health invites students to visit the Expo Hall for free on Wednesday. Registration is required and will be available at the end of the summer. 

How can I add additional events, add a guest or make any changes to my registration?

Registered attendees will be able to make changes to their registration online update their registration online (check your confirmation letter for the link or contact APHA Registration Services at 866-871-5085).

     
Housing Information
Can I contact the hotels directly to make my hotel reservation?

No. Housing must be booked through J. Spargo, our official housing vendor. Please view our Housing and Travel page for more information.

The nights I need are not available at any of the APHA blocked hotels, what should I do?

Send an email to APHA Housing with the hotel(s) and dates you are requesting, and every effort will be made to accommodate your request.

Will my credit card be charged when I make my hotel reservation online?

Credit Card Guarantee — A credit card is required with each online reservation request. Credit card provided may be charged a deposit equal to one night's room and tax charges after October 7,2016. Credit card provided will be charged if reservation is not cancelled 72 hours prior to arrival date or is not cancelled at all (no-show).

The hotel I have requested is sold out.

You can add yourself to the waitlist during the online housing process or send an email to APHA Housing with the hotel(s) and dates you are requesting.

I am requesting a suite. Are there any available?

Send an email to APHA Housing. Suites are based on availability and not guaranteed.

I'd like to share a room with someone. Is there a way I can do that?

APHA has a roommate locator (available June 2016) to assist you in connecting with other attendees looking for a room.

Can I pay for my entire hotel stay upfront? I have funds that I need to use before the meeting

Yes. Send an email to APHA Housing and they will work with you and the hotel to process early payment.

I am a government employee. Which hotels offer the government rate?

No official "Government Rate" is blocked at APHA hotels due to the large number of APHA members working at government agencies. Make your reservation early as lower cost hotels are the first to fill up.

What is the deadline for making hotel reservations?

October 7 is the last day to book housing through APHA.

Can I make my hotel reservations first, or do I need to register for the meeting in order to make reservations?

Yes, you can make your hotel reservation online first starting June 2016. Once you finish making your hotel reservation, you will see a button that will link you back to Annual Meeting registration. Our recommendation is that you register for the meeting first. Complete your online registration and the housing pages will pre-populate with your information.

How do I reserve a bloc of five rooms or more?

Send an email to APHA Housing with your request.

If I need an ADA room, can I make my reservation online, or is it better to call?

You can make your reservation online starting June 2016. Be sure to indicate your special needs in the space provided. If you have any questions, feel free to contact APHA Housing toll free at 866-871-5085. Note: all ADA rooms will be guaranteed. More about access at the Annual Meeting.

Will there be shuttle service to and from the Convention Center?

No. All hotels are within a short walk to the Convention Center. However, there will be a limited on-call van shuttle service for those with mobility constraints. 

Is shuttle service provided from the airport?

APHA does not provide shuttle service from the airport. However, there is convenient new rail service to and from the airport. Cost is $9 each way. 

How much is taxi fare from the airport to APHA hotels?

It is approximately $50-60 to take a taxi from the airport to downtown hotels.

     
Presenter Information
Where can I find copies of letters/emails sent to presenters?

You can find these in your Speaker's Corner.

Where can I withdraw my presentation?

You can withdraw your presentation by August 19 through your Speaker's Corner.

Where can I add, delete or update authors' and presenters' contact information or select a new presenter?

You can do this in your Speaker's Corner.

Where can I upload my PowerPoint presentation and handouts?

You can do this in your Speaker's Corner.

When and how will I be notified of acceptance?

Emails with abstract status were sent on June 1. If you did not receive an email, you may check your status online or contact APHA.

How can I view my sessions and abstracts?

Sessions can be viewed in the Online Program (available June 2016). Authors may search by last name, abstract number or session number. 

How do I make corrections to my abstract?

You cannot change your abstract content once the submission deadline has passed. However, minor corrections (i.e. spelling errors, etc.) can be made by APHA staff. Email us to make a correction. 

Can someone substitute as my presenter?

Yes. Changes to the presenting author must be made in the Speaker's Corner. The new presenter must complete a conflict of interest disclosure form and register for the meeting. Be sure to let the moderator know about the change if the change was made less than a month before the meeting.

How do I contact the program planner for my presentation?
Whom can I contact for Technical Assistance for the Online Abstract System?
Does APHA offer a printing service for poster presentations?

Yes. Information will be available later in the year.

Do I have to register and become a member in order to present at APHA?

Yes. All presenters must be individual members of APHA and register by the advance register deadline. 

Can I register for one day only?

Yes. Session organizers, moderators and presenters may register for the day of their presentation. From the online member registration page, select the box that indicates you are a presenter. You will need to provide your abstract ID number. One-day registration will show up as a registration option if the box is checked and the ID included.