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 accept volunteers or offer scholarships or financial support to presenters and/or attendees?

Unfortunately, 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.

The Student Assembly accepts applications for the  Annual Meeting Student Scholarship Fund in the summer. Check their webpage for more information, instructions and deadlines.

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

1. Register for the Annual Meeting.

2. After receiving your registration confirmation, generate a Letter of Invitation.

Learn more about visa and travel information.

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

APHA mails badges mailed between late September and early October. Please confirm your mailing address to ensure your badge reaches you. 

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

We are anticipating over 12,500 attendees.

Where can I find out more information about the Annual Meeting?

Learn more about this year's Annual Meeting. 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).

Where can I find registration deadlines?

All registration deadlines and price increases are listed on the Registration Information page. Please check your email for updates and announcements related to the Annual Meeting.

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. Presenters, who are APHA members, who have their abstract ID can register in advance for one day. Please see instructions on the Presenters page.

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

The Annual Meeting Mobile App takes the place of the personal scheduler used in the past. The mobile app will be available in August. View, search and favorite sessions in the Online Program. 

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 takes place in the convention center. For more detailed information for attendees and advice on navigating through the convention center, read the Thank You for Pre-registering Flyer or the Attendee Newsletters. Attendee Newsletters are released once a month after the registration kickoff in June. 

Where can I find more information about on-site registration and expo hall hours?

Download the mobile app to navigate the meeting like a pro!

The app has all information related to the meeting: services, hours of operation, maps of the meeting venues, real-time updates and more. Learn more about the mobile app.

Can students get free access to the Expo?

Student Visit Day allows students access to the Annual Meeting and Expo for one day. The day and price vary each year. For more information on Student Visit Day, please check the Annual Meeting landing page, look out for emails and follow us on Twitter (@APHAAnnualMtg and @PublicHealth). More information about this is released in late September.

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

Registered attendees can make changes to their registration online. Visit the Registration Information page and choose "make changes to my registration record" or contact APHA Registration Services at 866-871-5085.

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

No, official Annual Meeting hotel rooms must be reserved through our housing portal with our official housing vendor, J. Spargo, until the cut-off date. Learn more about deadlines, our official hotels and housing and travel 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. The credit card provided may be charged a deposit equal to one night's room and tax charges after credit card guarantee date. The credit card provided will be charged if reservation is not cancelled 72 hours prior to the arrival date or is not cancelled at all (no-show). Learn more about Annual Meeting housing.

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 offers a Roommate Locator service to assist you in connecting with other attendees who are looking to share a room. Please check back after June 4 for details.
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 as early as possible to get the best rates and locations, as hotels do fill up fast. 

Are there deadlines for making hotel reservations?

Yes, room availability and/or rates are not guaranteed after the reservation deadline. Get a list of deadlines and information related to housing and travel for this year's Annual Meeting.

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

Yes, you can reserve your hotel stay first. Once your hotel reservation is complete, you will see a button that will direct you back to Annual Meeting registration. Our recommendation is that you register for the meeting first, so the housing pages pre-populate with your information.

How do I reserve a block 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. 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. Learn more about accessibility policies and information.

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

There will be no regular shuttle service. Each year our goal is to have all official APHA hotels within one mile of the meeting venues. Going shuttle-free helps reduce the carbon footprint of the Annual Meeting, while promoting safe walking to improve health. Find out what green initiatives are in place and how you can help!

Note: There will be a limited, ADA on-call van for those with mobility constraints. 

Is shuttle service provided from the airport?

APHA does not provide shuttle service from the airport.

Note: ADA attendees, please learn more about accessible housing and travel, our accessibility policy and access guide

What resources do you offer for getting to and from the airport and convention center?

Taxis are readily available at the airport. Share a ride to save money. For taxi fare information, including meter and flat rates as well as a fare calculator, visit Taxi Fare Finder. We also recommend taking advantage of ride share services like Lyft and Uber. Get more detailed information about transportation for this year's meeting. 

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

You can find these in your Speaker's Corner. Learn more about the Speaker's Corner and information for presenters

Where can I withdraw my presentation?

You can withdraw your presentation through your Speaker's Corner. Learn more about the Speaker's Corner and find specific deadline and additional information for presenters

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

You can do this in your Speaker's Corner. Please note: only one person can be a presenter. Learn more about the Speaker's Corner and find specific deadlines and additional information for presenters

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 your abstract status are sent the first Monday of June. 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. Search by last name, title, abstract number or session number. Find abstracts by searching by day or by program. Theme-related sessions are marked with an encircled T. 

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. Be sure to let the moderator know about the change if the change was made less than a month before the meeting. Learn more about the Speaker's Corner and find specific deadlines and additional information for presenters

The new presenter must:

  • Register for the meeting. Please note that contact information in the presenter's registration record must match the information in the Speaker's Corner. 
  • Complete a Conflict of Interest Disclosure Form.

 

How do I contact the program planner for my presentation?

Please see the Program Planning Committee PDF on the Presenter Information page.

Whom can I contact for Technical Assistance for the Online Abstract System?
Does APHA offer a printing service for poster presentations?

Yes. Learn more about our recommended printing vendors and information about poster presentations.

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 registration 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.