At AIR Forum
Q: What is new for the 2020 AIR Forum?
A: This year, AIR is focused on decreasing our carbon footprint. We will no longer have printed program books, conference bags, water bottles, etc. Join us for health breaks including morning yoga on Wednesday, May 27 and Thursday, May 28 and health-oriented snacks and beverages. In addition, we have a plenary session on Thursday, May 28 at 2:15 p.m.—featuring Christine M. Keller, Executive Director and CEO of AIR, and John O’Brien, President of Educause.
Q: What is the Code of Conduct?
A: The Code of Conduct is part of the AIR Forum Terms and Conditions. AIR invites you to attend the AIR Forum, our annual conference, in the collegial spirit of learning, sharing, and networking with open-mindedness and respect. Attendees must behave responsibly at all events. Threatening physical or verbal actions; disorderly or disruptive conduct; and harassment, sexual or otherwise, will not be tolerated. Such behavior may result in removal from the meeting, denial of access to meeting facilities, and other penalties. Conference fees will not be refunded if one is removed from the conference for violating this code.
Q: What meals are included with registration?
A: Two meals are included in your registration fee: breakfast on Wednesday and brunch on Friday. A variety of receptions and breaks are also scheduled during the Exhibit Hall hours and light snacks are provided.
Q: May I bring my laptop?
A: Yes. Charging stations will be available in the Exhibit Hall. However, please note that most sessions are set in theater-style seating. This means you may not have a surface on which to place your laptop during a session.
Q: Will I have access to Wi-Fi?
A: Yes! Complimentary Wi-Fi will be made available throughout the AIR Forum at the Hyatt Regency New Orleans. You will receive the password onsite.
Q: What is the dress code at AIR Forum 2020?
A: Business casual is the usual dress for the AIR Forum. May in New Orleans has an average high temperature of 85 degrees, and an average low temperature of 68 degrees. Be sure to pack a light jacket or sweater since meeting rooms can be chilly. Note: humidity levels in New Orleans tend to increase throughout the month of May.
Q: What are my opportunities for networking?
A: The Exhibit Hall, AIR's networking hub, provides ample opportunity to meet and mingle with colleagues on Wednesday and Thursday during Exhibit Hall hours.
Activities in the Exhibit Hall include a Welcome Reception on Tuesday May 26 from 4:45–6:45 p.m., a networking reception on Wednesday May 27 from 4–5 p.m., breaks, and lunch hours.
Poster, Ask-an-Expert, and Micro sessions are also located in the Exhibit Hall. Extend your networking by visiting our sponsor booths and learn about the latest tools and services for IR and related fields and gain new partners for success.
Dinner groups hosted by AIR members provide additional opportunities for networking and are scheduled on Tuesday May 26th 7:30 p.m. Anyone can organize a dinner group, and AIR staff can help with location suggestions and reservations. Additionally, many regional and state affiliated organizations (AOs) host dinner groups after their meetings at 6 p.m. on either Wednesday or Thursday.
Q: With so many choices, how do I plan my AIR Forum schedule?
A: All registered attendees will receive access to an online scheduling tool that contains information about all the 300+ AIR Forum educational presentations, posters, and discussion groups, plus workshops and networking events. The web-based program will help you build your AIR Forum schedule with user-friendly tools to search for specific sessions, sign up to facilitate a session, and even download presentation materials as they become available.
To navigate through the many session options, you can search by day, session type, and topic areas. After you have completed the process, simply access the completed schedule on a laptop or tablet, via the mobile App, or print it out. Schedules can be changed at any time, and notes can be added for each session. The session listing will be posted online in late-March/early-April and the mobile App will be available for download in May.
Q: I will need ADA accommodations to fully participate in the conference. How do I inquire about these arrangements?
A: If you require ADA accommodations to fully participate in the AIR Forum, please email firstname.lastname@example.org. You will be contacted to discuss your specific needs. In addition to standard hotel ADA accommodations, AIR Forum accommodations include mobility seating areas in each meeting room, a quiet room, and ASL interpreters (when requested).
Q: Are there accommodations for nursing mothers?
A: Yes. Please visit the AIR Forum registration desk on site to inquire about these options.
Q: What is the Exhibit Hall and what does it offer attendees?
A: Many exciting events, innovative sessions, and networking opportunities will take place in the Exhibit Hall, the AIR Forum networking hub and product resource center. Visiting the Exhibit Hall is considered an essential part of the AIR Forum experience. The Exhibit Hall is open Tuesday to Thursday. Visit sponsor booths and discover innovative products and services useful for higher education professionals, and:
- Attend the Welcome Reception Tuesday, and Board Reception, Wednesday.
- Learn by attending compelling poster, Ask-an-Expert and Micro sessions located in the Exhibit Hall.
- Refresh yourself by enjoying the scheduled breaks and activities.
- Recharge your devices at the charging stations.
- Create lasting memories at the photo booth.
- Connect with colleagues during the lunch hour.
Q: Who do I contact with any questions I may have?
A: For specific or general AIR Forum related questions, visit the Contact Us page.
Q: How do I get to and from the conference location?
A: For 2020, all workshops, meetings, and events associated with the AIR Forum are located at the Hyatt Regency New Orleans. There are a several ways to get to and from the conference locations. Visit the Travel & Hotel page for more information on the transportation options available.
Q: Can I park my car at the Hyatt Regency New Orleans?
A: Yes. Overnight Self-Parking is $25 & Overnight Valet Parking is $30 + tax
Q: I won’t have a car – what are my options for offsite dining and after-hours activities?
A: The Hyatt Regency New Orleans is located within walking distance of several restaurants, popular attractions, and local businesses. Attendees can also enjoy quick and easy transportation to the city’s most popular attractions via the Loyola-UPT Streetcar Line, which passes approximately every 20 minutes across from the hotel. View the schedule at norta.com. Fare is $1.25 and can be paid with exact change when you board. 1-Day and 3-Day unlimited ride Jazzy Passes are also available for $3 and $9 from the transit authority.
For more information, visit norta.com.
Q: Where do I begin?
A: First, register for the AIR Forum. Neither current nor future membership is required for AIR Forum attendance, however, members do receive a significant discount on the AIR Forum registration fee. Joining AIR if you are not already a member will save you money during the registration process.
In addition to registering for the 2020 AIR Forum, you will have the opportunity to add to your conference experience by signing up for pre-/post-conference education and other events. After making your selections and confirming your name badge information, you will be ready to check out. You may return to add pre-/post-conference education and other options at any time.
Q: When is the AIR Forum?
A: Official AIR Forum activities begin on Tuesday, May 26 at 1 p.m. and continue until Friday, May 29 at noon. Additionally, pre-/post-conference education (additional fee required) offered Monday, May 25 and Tuesday, May 26 provide extra educational and networking opportunities that offer even greater value for your professional development dollars.
Q: Where is the conference located?
A: All 2020 AIR Forum meetings and events will take place at the Hyatt Regency New Orleans. For information about airport and ground transportation, visit the Travel & Hotel page.
Q: How do I make hotel reservations?
A: See the Travel & Hotel page for more information and a link to our online reservation system. Note: Only make reservations through our dedicated links on the Travel and Hotel page or by calling the hotel and mentioning the AIR Forum. No one from the hotel or AIR Staff will contact you directly about making a reservation. Do not respond to any email or phone solicitations about AIR Forum “housing” or from outside “travel bureaus.” These communications are scams.
Q: Can I extend my stay in New Orleans?
A: Yes, based on the availability of rooms at the hotel. The special conference room rate is available for three days before and after the conference (pending availability). So, come early and stay late and enjoy all that New Orleans has to offer.
Q: Are any special activities planned for first-time attendees?
A: Yes. Be sure to take advantage of the 1st Time @ Forum session where you can meet other newcomers and hear from volunteer leaders who will share tips about how to make the most of the many learning and networking opportunities at the 2020 AIR Forum. Special reserved seating is also offered for 1st Time attendees at the Wednesday brunch and keynote.
Q: When and where can I purchase food during the conference?
A: The AIR Forum schedule includes dedicated lunch breaks daily. A variety of outlets are available within the hotel and in easy walking distance from the Hyatt Regency New Orleans.
Q: What are my opportunities for networking?
A: Networking opportunities at the AIR Forum are designed to help you engage with current colleagues and meet new contacts. In addition to the events scheduled for first-time attendees, there are many opportunities for networking throughout the week including the Tuesday Welcome Reception, Tuesday Dinner Groups, Wednesday Board Reception, and Wednesday and Thursday Affiliated Organization meetings and dinner groups. Take advantage of the AIR networking hub (The Exhibit Hall) Tuesday–Thursday to connect enjoy a break with colleagues and sponsors during Exhibit Hall Hours.
Q: What does the registration fee include?
A: AIR Forum registration includes access to attend any of the events included at the AIR Forum from Tuesday at 1 p.m. to Friday at Noon (e.g., concurrent sessions, Wednesday Breakfast and Keynote, Exhibit Hall, receptions, Friday Brunch and Keynote, etc.). It does not include access to pre-/post-conference education, hotel stays, or meal or meal functions not specified in the general schedule of events as part of the overall program. Two meals are included in conference registration: the Wednesday breakfast and Friday brunch.
Q: What is pre-/post-conference education and why should I register for these opportunities?
A: Pre- and post-conference educational opportunities are offered as multi-day, full-day, and half-day sessions on Monday, May 25; Tuesday, May 26; and Friday, May 29. Topics range from the development of specific skills, to approaches to institution-wide needs. Seats are limited, and additional fees are required.
Q: Do you offer guest passes or day passes (daily registration rates)?
A: At this time, only full conference registrations are offered. Day passes will be available on site for locals and/or guests of attendees at $250 per day. Purchase day passes, Tuesday through Friday, at the registration desk during General Registration Hours:
- Tuesday, May 26; 7 a.m.–6 p.m.
- Wednesday, May 27; 7 a.m.–4:30 p.m.
- Thursday, May 28; 7 a.m.–5 p.m.
- Friday, May 29; 7–10 a.m.
Q: What are the options for accessing AIR Forum content after the conference?
A: Access to session materials and scholarly papers will be available to 2020 AIR Forum attendees through the app until June 30, 2020. On July 1, 2020, this becomes a member-only benefit.
*You can choose to purchase a 12-month AIR membership at the same time you register for AIR Forum for only $160.
Health and Safety
Could coronavirus impact the 2020 AIR Forum?
AIR is actively monitoring the impacts of coronavirus (COVID-19) on travel and safety. As of now, there are no anticipated changes to the AIR Forum or to pre- and post-conference education. However, we will continuously monitor the situation and determine, as we get closer, whether any changes need to be made. We actively monitor updates from the following organizations, and we encourage you to use these resources as well:
- How is New Orleans responding to coronavirus?
How is the Hyatt responding to coronavirus?
The Hyatt takes the health and safety of guests seriously, following precautionary measures and protocols to prioritize their wellbeing. Read more here.
What is the AIR Forum cancellation policy?
AIR will update cancellation options as the need arises on or before April 27. The current cancellation policies, listed in the terms and conditions, are as follows:
AIR Forum Cancellation:
In order to receive a full refund, all cancellations must be submitted to AccountsReceivable@airweb.org with the subject line "AIR Forum Cancellation Request" by Monday, April 27, 2020. Cancellations received after the deadline will not be eligible for refund or forgiveness of amount due. However, we will honor written refund requests up until May 25, 2020, for anyone who is restricted by an official travel ban from traveling to New Orleans.
An AIR Forum registration is transferable to another person from the same institution until May 20, 2020. If the original registrant is a member and the new registrant is a nonmember, your institution will receive an invoice requiring payment for the difference between the member and nonmember attendance rate or for the cost of membership (professional membership: $160 or graduate student membership: $50).
In order to receive a refund, all cancellations must be submitted to AccountsReceivable@airweb.org with the subject line "Workshop Cancellation/Change Request" by Monday, April 27, 2020. Cancellations received after the deadline will not be eligible for refund or forgiveness of amount due. However, we will honor written refund requests up until May 25, 2020, for anyone who is restricted by an official travel ban from traveling to New Orleans. There is a $35 administration fee to cancel or change pre-conference sessions.AIR will update cancellation options as the need arises on or before April 27. The current cancellation policies, listed in the terms and conditions, are as follows: AIR Forum Cancellation: In order to receive a full refund, all cancellations must be submitted to AccountsReceivable@airweb.org with the subject line "AIR Forum Cancellation Request" by Monday, April 27, 2020. Cancellations received after the deadline will not be eligible for refund or forgiveness of amount due. However, we will honor written refund requests up until May 25, 2020, for anyone who is restricted by an official travel ban from traveling to New Orleans. An AIR Forum registration is transferable to another person from the same institution until May 20, 2020. If the original registrant is a member and the new registrant is a nonmember, your institution will receive an invoice requiring payment for the difference between the member and nonmember attendance rate or for the cost of membership (professional membership: $160 or graduate student membership: $50). Pre-/Post-Conference Cancellation: In order to receive a refund, all cancellations must be submitted to AccountsReceivable@airweb.org with the subject line "Workshop Cancellation/Change Request" by Monday, April 27, 2020. Cancellations received after the deadline will not be eligible for refund or forgiveness of amount due. However, we will honor written refund requests up until May 25, 2020, for anyone who is restricted by an official travel ban from traveling to New Orleans. There is a $35 administration fee to cancel or change pre-conference sessions.
What is the Hyatt’s cancellation policy?
The Hyatt requires cancellations to be made 72 hours in advance of arrival to avoid a penalty equal to one night's room charge and tax. At this time, no changes have been made to their policy, but if you have specific needs and questions, please contact the hotel directly.
Additionally, you may consider purchasing trip cancellation or trip interruption insurance ahead of travel if that insurance provides adequate coverage.
I am an exhibitor. What do I need to know about the potential impact coronavirus could have on my participation?
Exhibitors should contact AIR Senior Meetings & Events Planner Kyndra Freeman at email@example.com with any questions you may have.
How and when will I receive updates?
Information and updates will be regularly posted to the Forum website, AIR social media accounts, and distributed through email to conference registrants as the situation evolves. Feel free to check www.airweb.org/coronavirus at any point for the latest information.
- I am an international attendee. What should I be aware of?
Need More Help?
Email us at firstname.lastname@example.org or call us at 850-391-6345.