NASPA
2020 NASPA Annual Conference

NASPA Annual Conference cancelled & TPE goes exclusively virtual

NASPA Annual Conference and Novel Coronavirus (COVID-19) 

3/12/2020

Unfortunately, the NASPA Board of Directors regrets to announce the cancellation of the 2020 NASPA Annual Conference due to the ongoing threat posed by the Novel Coronavirus (COVID-19) outbreak. The City of Austin deemed it necessary to cancel all conferences that are over 2,500 individuals and the World Health Organization has identified COVID-19 as a global pandemic. The Placement Exchange will be shifting to a virtual experience to occur during the same time period as the original onsite event: March 25 - March 28, 2020.

The Association’s first priority is to the health, safety, and well-being of our participants, our staff, our corporate sponsors, and exhibitors. With individuals attending the conference from all over the world, we know that this is both disappointing and challenging from a planning perspective.

Below is a list of frequently asked questions. We will be in touch with presenters and constituent group leaders regarding virtual options for the content and gatherings previously scheduled for the events.

Information about registration and policies can be found on the NASPA Annual ConferenceThe Placement Exchange, and the NASPA Connected Conference registration pages. 

  • How is the registration refund process being managed?

    On April 2, 2020 we emailed registrants who had not yet indicated their refund/transfer preference. This email explains an updated process for those registrants to indicate their preference for a refund of 2020 NASPA Annual Conference registration fees OR a transfer of those fees to 2021. If you had already communicated with NASPA prior to April 2 regarding your registration fees, there is no further action required. We apologize for any confusion that may have been caused with our previous communications.

    April 8, 2020 is the new deadline to confirm your selection of REFUND versus TRANSFER of registration fees. If you did not receive the email referenced above on April 2, you can check your spam folder for an email from email_confirm@confmail.experient-inc.com or you can alternatively email naspa@experient-inc.com with your selection.

    If you have any questions re: 2020 registration fees that have not been answered above, please email naspa@experient-inc.com.

  • How will I receive my refund?

    Registration will be refunded back to the original source of payment. Credit card refunds will be processed in batches. If you have not received a refund, please be patient. The goal is for all refunds to be completed within the next month.

    Registrants who paid by check will need to be refunded via ACH, as NASPA is unable to process physical checks at this time. We will be in touch directly with those who paid via check.

  • What if I cancelled my registration and I was charged a cancellation fee? Will I be refunded the cancellation fee?

    Maybe. Cancellations made prior to March 6, 2020 will be still be subject to the regular policy and the cancellation fees at the time.

  • What if I purchased pre-conference workshops or other event tickets?

    NASPA will issue a full refund for any pre-conference workshops or other ticket registration items purchased for the 2020 Annual Conference.

  • What should I do if I reserved a hotel room with the NASPA Registration Process?

    Reservations made in the NASPA Housing Block will be automatically cancelled. Attendees will receive a cancellation email from the property directly. If you made reservations at another property outside the block you must cancel with the property directly and you may be subject to fees from that property.

  • I have already made my travel arrangements. What do I do about these tickets or fees?

    Please refer to the airline carrier and/or train ticket policies regarding any cancellation fees associated with your flight. NASPA is not responsible, nor can we inter-or supercede any policies or practices of transportation authorities.

  • My proposal content was accepted for the 2020 NASPA Annual Conference. Does this mean my session will automatically be accepted to the 2021 NASPA Annual Conference?

    NASPA appreciates the time, effort, and talents of our presenters who were preparing to deliver exceptional content  at the 2020 event. As you know, the Call for Programs is launched annually based on the goals of the particular Conference Leadership Committee and the content areas that are of focus for next year. We encourage you to look at next year’s submission process and revise your content to align with the new learning outcomes and focus areas. The 2021 Call for Programs will launch in May 2020.

  • How do I request a refund for the NASPA Connected Conference?

    NASPA Connected Conference registrations have been automatically canceled. Credit card refunds have been processed. Registrants who will be refunded by check have been notified by NASPA. 

    Hotel reservations were canceled by the hotel. If you made a hotel reservation outside of the NASPA room block, you will need to cancel directly within 72 hours of the reservation date.

    For more information, please visit the NASPA Connected Conference website.

    If you have questions regarding your refund, please email refund@naspa.org.

  • How do I request a refund for the Virtual Ticket?

    Virtual ticket registrations will be automatically canceled. Registration will be refunded back to the original source of payment. Credit card refunds will be processed in batches. The goal is for all refunds to be completed within the next month.

    Registrants who paid by check will need to be refunded via ACH, as NASPA is unable to process physical checks at this time. We will be in touch directly with those who paid via check.

  • What is the process for canceling scheduled meetings and receptions?

    With conference cancellation, all NASPA-affiliated meetings for KCs, Regions, or Divisions have also been officially cancelled. Your group will not be liable or financially responsible for any costs associated to AV or catering. If you were responsible for a NASPA Constituent Group business meeting or open meeting, you will hear from your NASPA staff liaison to discuss transitioning this meeting to a virtual platform.

    For all external meetings: If you ordered AV hardware or services, there is no need to contact Freeman AV to cancel. You will receive a full refund. You will be contacted by a Freeman AV representative once the refund has been processed.

    For external meetings and receptions that were scheduled to take place in either the JW Marriott or the Austin Convention Center, there is no need to contact the venue in regard to your event logistics or catering.  As the conference was two weeks away, no groups will incur any costs. If you were pre-charged for any catering, you will be fully refunded.

    For external meetings and receptions that were scheduled to take place in the Hilton, you must communicate directly with the Hilton Austin to cancel your catering orders and payments. The Hilton event team does plan on contacting every meeting/reception lead in the next week, but alternatively, you may also call Mario Hernandez directly to cancel your orders:
    MARIO HERNANDEZ
    Event Services Manager | Events & Catering
    mario.hernandez2@hilton.com

  • As a corporate exhibitor or sponsor, what happens to my exhibit or sponsorship fees?

    You will receive a full refund for your exhibitor/sponsorship fees.

    Your exhibitor registration fees can be canceled or transferred to the 2021 NASPA Annual Conference. Please connect with Fred Comparato to discuss the exhibitor and sponsorship options. NASPA will offer a new set of sponsorship opportunities for the 2021 year.

    Freeman has also issued the following terms re: any costs associated with exhibit booths:

    • Freeman will offer 100% refunds on standard rental exhibits (non-custom), furnishings, standard carpet / padding, utilities and standard event tech equipment. Custom rental exhibits will be refunded at 25%.
    • Freeman will charge for work performed for labor, material handling, transportation and cleaning. Material handling charges will be based on where your freight was shipped.
    • You will be emailed a final invoice from Freeman showing any applicable charges or credits. If an order was sent just before the cancellation, Freeman will not process it.
    • Refunds will be processed immediately. Refunds for other payment types will be issued by the Freeman Accounts Receivable department as soon as invoices are finalized.
    • Freeman will work on returning any freight shipped to the advance warehouse or show site. Please use this form to start the process.
  • I purchased a Lead Retrieval Unit for the NASPA Annual Conference Exhibit Show. How can I receive a refund?

    To receive a full refund for your lead retrieval purchase on this cancelled event, please send a refund request to our dedicated email box: answers.leadservices@experient-inc.com.  Please include a copy of your receipt/confirmation or invoice number.  Please allow 7 to 10 business days for processing by Experient. Experient will honor all refund requests for 90 days after the event’s original move-in date of Friday, March 27, 2020. Please keep in mind that credit card refund posting times vary by merchant and bank.

  • NASPA and NASPA Awards Celebration

    Our community was preparing to celebrate our 2020 Award Winners and other honorees onsite at the Annual Conference. The NASPA team is in progress developing modes for us to celebrate our Award Winners, including the NASPA Foundation Pillars of the Profession, through online formats. Please stay tuned for more details of our celebration plans, taking place throughout the month of April, including an Awards Celebration Watch Party for our entire community to come together and honor those whom we were planning to honor at our 2020 event.

Additional Questions?
Didn’t find an answer you were looking for? Please send any additional questions to office@naspa.org.