Travel Health Safety

Any gathering of people in a public place incurs the risk of communicable diseases. Viruses, including but not limited to COVID-19, can cause severe illness and death. COVID-19 vaccines and boosters are recommended, but not required, for anyone attending the meeting. ASPET also recommends wearing a mask during the meeting when unable to keep sufficient distance from other attendees.
 
Mask-wearing and other requirements will be based on the local and state guidelines and will be communicated with attendees before the start of the event if they are to be enforced. ASPET has the right to add health and safety requirements as we deem necessary. By registering, you will need to certify that you voluntarily assume all risks related to communicable disease exposure and will follow the protocols set forth by ASPET and local authorities.

Code of Conduct

ASPET's Code of Conduct that applies to all events including the Annual Meeting, can be found at Code of Conduct.

Scientific in Integrity Policy

ASPET's Scientific Integrity Policy as it relates to abstract submissions can be found at Abstract Policies.

Abstract Licensing Agreement

ASPET's Abstract Licensing Agreement as it relates to abstract submissions can be found at Abstract Policies.

Registration Policies

ASPET's policies for canceling your registration after you have paid or transferring your registration fees to another attendee, can be found at Registration Policies

Photography/Recording Policy

ASPET policies on photography and participant conduct are designed to help protect your research. The code of conduct prohibits unauthorized capturing and sharing of your work. The photography policy arms you with icons to help communicate to other participants whether they have your permission to capture and share your poster or slides.  

ASPET is committed to honoring the rights of copyright owners and to respectful sharing of scientific research and data.  All meeting participants are expected to adhere to this policy.  Presenters are strongly encouraged to display an icon to indicate to the audience whether photography/recording of the poster or oral presentation and the sharing/remixing of the material is permitted. Icons are below.

In the absence of a visible icon, photography, video and audio recording, and all other forms of recording of a presentation or poster are prohibited. This includes posting images from presentations or posters on social media without the express consent of the authors.

Presenters are expected to obtain permission from all co-authors before choosing the level of capturing and sharing allowed of the work described in the presentation. If all co-authors do not agree, the presentation must be marked as the Camera with an X. Displaying the CCBY icon will indicate that permissions have been obtained from all authors.

Attendee photography and recording of presentations should not be disruptive. Flash photography is not permitted. Devices should be handheld. Large cameras and other equipment such as tripods, monopods, etc. are prohibited in session rooms and the poster hall.

ASPET expects that all attendees will honor the request of the individual as a matter of scientific and professional courtesy. Violations of an author’s requests related to photography/recording will be adjudicated via ASPET’s Code of Conduct process.  ASPET staff cannot police or actively enforce noncompliance.



Housing Policies

The ASPET Housing Bureau, Showcare Event Solutions, will accept new hotel reservations, changes and cancellations until 5PM EST on Monday, April 24 2023.  If you made a reservation, it is being held for you in the inventory of rooms the hotel has blocked for this meeting. The reservations will be transferred to the hotel on Thursday, April 27, 2023. To ensure the hotel has the most up-to-date information, we ask that all hotel cancellations and changes be made by 5PM EST on Monday, April 24, 2023.

Hotel Guarantee & Deposit Policy: All hotel rates are quoted in USD and exclude tax. Hotel room rates are subject to applicable taxes that are in effect at check-in time. A credit card is required for each reservation and must have an expiration date on or after June 2023. Your room is not reserved if you do not provide a valid credit card. The hotel may charge a one-night room & tax deposit using the credit card on file with Showcare Event Solutions prior to check-in. Each guest must present a valid credit card or an approximate amount of cash for subsequent room nights and incidental charges for the entire stay upon check-in.
 
Hotel Cancellation & Change Policy: All cancellations or changes must be made online by re-accessing your registration account on or before 5PM EST on Monday, April 24 2023.
 
No cancellations or changes will be made between 5PM EST on Monday, April 24, 2023 and Tuesday, May 3, 2023 while reservation information is being prepared and transferred to the hotel. Cancellations or changes as of Wednesday, May 4, 2023 must be made directly with the hotel. Change requests will be made on a space-available basis.
 
Cancellation requests received by the hotel 72 hours or less prior to arrival and no-shows will forfeit the one-night room & tax deposit and the rest of the stay will be cancelled. ASPET is not responsible for no-shows or early departure fees charged by the hotel or rooms resold due to non-arrival.
 
ASPET takes no responsibility should a room preference not be available at check-in. Please visit the hotel's website for check-in and check-out times.
 
Housing Confirmation: You will receive an email from the hotel with your hotel confirmation number approximately 2 weeks prior to arrival. If you do not receive it, please check your spam folder before contacting the hotel.