Policies

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.

Housing Policies

The ASPET Housing Bureau, Showcare, will accept new hotel reservations, changes and cancellations until 5:00 pm EST on Monday, April 22, 2024.  If you made a reservation, it is being held for you in the inventory of rooms the hotel has blocked for the conference. The reservations will be transferred to the hotels on Thursday, April 25, 2024. To ensure the hotel has the most up-to-date information, we ask that all hotel cancellations and changes be made by 5:00 pm EST on Monday, April 22, 2024.

VIP, Speaker, Awardee Reservations:  If you have separate correspondence from the ASPET headquarters office saying that some or all of your hotel room nights will be paid by ASPET, please note that the hotel will remove those room nights and taxes from your total charges upon your check-out of the hotel. You will be responsible only for paying room nights and taxes that are not covered by ASPET, along with any incidental charges. Should you require changes to your reservations or have questions, please contact the housing company at aspet@showcare.com.

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 August 2024. Your room is not reserved if you do not provide a valid credit card. The hotels may charge a one-night room & tax deposit using the credit card on file with Showcare 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. *You must complete a credit card authorization form if the credit card on file is not in your name.

Hotel Cancellation & Change Policy: All cancellations or changes must be made online by re-accessing your registration/housing account on or before 5:00 pm EST on Monday, April 22, 2024.

No cancellations or changes will be made between 5:00 pm EST on Monday, April 22, 2024, and Thursday, April 25, 2024, while reservation information is being prepared and transferred to the hotels. Cancellations or changes on or after Thursday, April 25, 2024, must be made directly with the hotels. 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 and tax deposit and the rest of the stay will be canceled. ASPET is not responsible for no-shows or early departure fees charged by the hotels 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 websites 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.

Questions about hotel reservations? Contact Showcare at aspet@showcare.com.

Family | Guest Policy

ASPET encourages families to enjoy all that Washington DC has to offer for tourists while the paid registrant is participating at the conference. Special event guest tickets are available for purchase for family members to accompany a paid registrant to the Welcome Reception on Thursday, May 16 or the Awards Luncheon on Sunday, May 19. Paid registrants can also purchase ASPET sightseeing tour tickets for their guests.

Infants and toddlers can accompany a parent to sessions at no extra fee. Please be respectful of speakers and remove children from the session room if they become disruptive. ASPET will create a small play area in the foyer for toddlers. Do not leave children unsupervised. Referrals for local childcare services are available.

Adults and family members aged 14 or older who wish to participate in conference events should register as an attendee for full participation at the conference. Contact meetings@aspet.org for pricing for high school-aged students interested in science who wish to attend sessions or present their scientific research.

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 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.

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.

Camera with a red X:

    This icon indicates that photography, recording, sharing, remixing, and or any derivative of work material are prohibited.

This icon indicates that photography, recording, sharing, remixing, and or any derivative of work material are prohibited. All rights are reserved.

CCBY-NC-SA icon/camera with a green checkmark:

    Photography/recording of the material is permitted.

Photography/recording of the material is permitted. Sharing and remixing are permitted with appropriate attribution as stated in CCBY-NC-SA 4.0 International, subject to commercial patents and trademarks, when applicable.

For Exhibitors and Sponsors

Download a PDF of the rules and regulations relating to being an exhibitor or sponsor at the ASPET Annual Meeting.

ASPET Inclusion and Accessibility Statement

ASPET is committed to having an inclusive and accessible meeting. We are striving for a culture that welcomes all, regardless of race, religion, gender, disability, age, national origin, sexual orientation, gender identity, or gender expression, as we work to advance the field of pharmacology. If, at any point during our meeting, you aren’t able to fully access the space, or engage with the program, please contact meetings@aspet.org to request accommodations.

Important Dates

Apr

 

Online VIP award lectures and division town halls

May

16-19

ASPET Annual Meeting in Arlington, VA

May

19-20

ADDC/ASPET Colloquium