2018 Annual Meeting General Information
 
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General Information:

Meeting Services


Dates and Location

The 2018 AERA Annual Meeting will take place Friday, April 13, 2018 – Tuesday, April 17, 2018. 

Annual Meeting sessions will be held in nine (9) co-Headquarter Hotels: Crowne Plaza Times Square Manhattan, Le Parker Meridien, Park Central New York Hotel, Millennium Broadway, New York Hilton Midtown, New York Marriott Marquis, Sheraton New York Times Square, Warwick New York Hotel, Westin at Times Square. Registration will be located in the New York Hilton Midtown.  The Exhibit Hall will also be located in the New York Hilton Midtown and will be open Saturday, April 14 – Monday, April 16.

Headquarters

For the 2018 Annual Meeting, AERA will be using Annual Meeting sessions will be held in nine (9) co-Headquarter Hotels: Crowne Plaza Times Square Manhattan, Le Parker Meridien, Park Central New York Hotel, Millennium Broadway, New York Hilton Midtown, New York Marriott Marquis, Sheraton New York Times Square, Warwick New York Hotel, Westin at Times Square. Registration will be located in the New York Hilton Midtown. NCME will be held at the Westin New York at Times Square.

Contact Information

AERA Contacts
AERA Meetings Team
E-Mail: 
annualmtg@aera.net 
Phone: 202-238-3200

Robert Smith, CMP, CMM director, ext 210
Kayla Firriolo, meetings associate, ext 211
Sarita de la Torre, meetings assistant, ext 213


AERA Communications

E-Mail: 
communications@aera.net
Phone: 202-238-3200


AERA Membership

E-Mail: 
members@aera.net
Phone: 202-238-3200


Registration/ Housing/ NCME

Registration Customer Service
E-Mail: 
aerameetings@expologic.com
Phone: 800-893-7950 or 484-751-5136


Housing Customer Service

E-Mail: 
aera@connectionshousing.com
Phone: 800-262-9974 or 404-842-0000


NCME Central Office

NCME Central Office Contacts

Accessibility and Inclusion Resources

Special Needs Requests
The American Educational Research Association is committed to offering an accessible environment for persons with disabilities. The Association strives to support persons with special needs while they are attending the Annual Meeting. During the registration process, please check the appropriate box to request special needs. This includes requests for sign language interpreting or any other special assistance. If you have any specific questions you can email the AERA Meetings Team at annualmtg@aera.net or call 202-238-3200.
 

For your hotel reservation, if you require an ADA compliant room, please contact housing customer service at email: aera@connectionshousing.com or phone: 800-262-9974 or 404-842-0000. Housing opens late-December.

ADA Services Desk
An Accessibility Services Desk will be located at Registration at the
New York Hilton Midtown. The service desk will be open during registration hours:

Thursday, April 12, 3:00 p.m.–6:00 p.m.
Friday, April 13 – Monday, April 16, 7:30 a.m.–6:00 p.m.
Tuesday, April 17, 7:30 a.m.–11:00 a.m.

Wheelchair and Scooter Rentals
AERA is committed to making the meeting accessible and welcoming to all of our community. Wheelchair and scooter rentals are available and can be requested in advance through Toms Wheelchair Rentals. Check back soon for more information and direction on how to rent a scooter or wheelchair. To get the group rate when renting scooter mention the American Educational Research Association.

Quiet Room
During the Annual Meeting, persons with disabilities who desire a place to relax may visit the AERA Quiet Rooms located in the Sheraton New York Times Square.

Friday, April 13, 12:00 p.m.–6:00 p.m.
Saturday, April 14 – Monday, April 16, 8:00 a.m.–6:00 p.m.
Tuesday, April 17, 8:00 a.m.–3:45 p.m.

Shuttle Service
AERA is pleased to offer a complimentary shuttle service for attendees needing mobility support. The service will be operated between all nine Co-Headquarter Hotels.   Shuttles will depart approximately every 30 minutes and will loop continuously throughout the day. AERA signs will be posted at all boarding sites identifying the location as an AERA Access Shuttle pick-up and drop-off site. The shuttle will operate during the following hours:

Friday, April 13, 11:30 a.m.–6:30 p.m.
Saturday, April 14 – Monday, April 16, 7:30 a.m.–6:30 p.m.
Tuesday, April 17, 7:30 a.m.–4:30 p.m.

Inclusion
AERA is committed to making the meeting accessible and welcoming to all of our community. Gender-neutral bathrooms are an important part of making the AERA Annual Meeting more inclusive. They have signage on the doors saying “Gender-Neutral Bathroom: All Genders Welcome.” A gender neutral bathroom will be available in several of the Co-Headquarter Hotels.

Lactation Room
AERA is committed to making the meeting accessible and welcoming to all of our community. AERA will provide a private lactation room for nursing mothers. If you require use of this room, please come to the AERA Headquarters Office, located at the Sheraton New York Times Square.

Presenting to Persons with Disabilities
AERA is committed to building a culture of inclusion of people with diverse abilities. The roles of presenter, chair, discussant, and organizer are integral to creating inclusive sessions. The Association encourages participants to follow some basic guidelines to enhance the accessibility of presentations and communication. Session organizers and chairs are asked to emphasize the importance of these guidelines to all participants in sessions (e.g., presenters, chairs, discussants) in advance of the Annual Meeting and, when necessary, in guiding the conduct of the session itself.

All presenters are encouraged to review Important Information on Accessibility of Session Presentations (PDF) and Communication and Presentation Tips and Information for Presenting to People with Disabilities (PDF).

Affiliated Group Space Request

AERA welcomes the opportunity to work with individuals and groups that would like to host a function during the 2018 AERA Annual Meeting. Request space here. 

Request space by January 12, 2018 for the early meeting space rate and save $50 off the standard rate. Standard rates apply after January 12, 2018. Rates are $450 early/ $500 standard for a half day (4 hours or less and evening receptions) and $600 early/ $650 standard for a full day (more than 4 hours). Deadline to request affiliated group space is March 11, 2018. After this date you must contact the venues directly.

Listing Only – Include your event in the program for a flat fee of $150.00. Deadline to request a listing only (no meeting space required from AERA) is March 23, 2018.

AERA Journal Talks

AERA Journal Talks are informal sessions designed to facilitate journal editors' communication on a one-to-one basis with reviewers, authors, and potential authors. Each registered journal is included in one Journal Talks session, and journals participating in a session are assigned to a numbered table. This information is printed in the final conference program. There are no restrictions placed on the number of journal representatives who may occupy an assigned table. 

If you wish to participate in the 2018 AERA Journal Talks, please submit your 
Journal Talks Request online as soon as possible for best availability, as space is limited. This service is first-come, first-serve, and entering a request does not guarantee acceptance, though AERA will do everything possible to accommodate all requests. Submit your request by December 15, 2017 for best availability. Requests can be submitted after that date but availability cannot be guaranteed. Registration is required for participating journals. Reviewers, authors, and annual meeting attendees should not use this form; it is for the journal editors and representatives only. Reviewers, authors, and annual meeting attendees are encouraged to visit the Journal Talks sessions to meet the journal representatives.

For additional information, please contact the Publications Department at 
pubs@aera.net or 202.238.3236. Registrations are not accepted via phone or email.

ASL Interpreting Services

AERA will be offering Interpreting Services, to coordinate ASL interpreting for our attendees. To prepare the team to ensure the most comprehensive and highest quality of interpreting services for your conference experience, please follow these steps.

1.      Email annualmtg@aera.net  to inform us of your intent to attend the Annual Meeting.

2.      Register for the Annual Meeting and specify your need for ASL interpreting.

3.      Email the list of sessions you plan to attend to annualmtg@aera.net no later than March 23, 2018. The ASL Team will be in touch with you to discuss your interpreter preferences.

4.      If are unable to register before the early bird deadline, but are still planning to attend the meeting, please send a draft list of sessions that you are planning to attend so that we can ensure services for you.

Child Care

Services for child care will be provided by KiddieCorp for children of all ages, from infants to adolescents. The Child Care Center will be located at the Marriott Marquis. The Child Care Center’s experienced staff will include an on-site supervisor. KiddieCorp is licensed, bonded, and insured. Nutritious snacks and beverages along with age-appropriate toys, games, movies, and cartoons will be provided. Ratios of staff to children are 1 to 2 for infants, 1 to 3 for toddlers, and 1 to 5 for school-age children. The fee for this service is $15 per hour per child.

The Child Care Center will be open from 11:30 a.m. - 6:15 p.m. on Friday, April 13, 8:00 a.m. – 6:15 p.m. Saturday, April 14 – Monday, April 16, and 8:00 a.m. – 3:45 p.m. on Tuesday , April 17. To ensure that the center is properly staffed and to facilitate planning of games and other activities for the children, advance registration is required. On-site registration may be possible, at a slightly higher cost, if space is available. The deadline for advance child-care registration is March 16, 2018. Pre-registration is strongly encouraged. Register a child for child care services or contact KiddieCorp for more information at phone: 858-455-1718 or email: info@kiddiecorp.com.

International Scholars

In keeping with AERA's longstanding tradition of an international focus and collaboration with aligned organizations worldwide, the Association welcomes international attendees to the 2017 Annual Meeting. If you require a letter of invitation to travel to the Annual Meeting, please e-mail your request to annualmtg@aera.net.

Internet Access at Session Venues

More information to come!


Tentative Meeting at a Glance

 

Tentative 2018 AERA Annual Meeting at a Glance – Friday, April 13 – Tuesday, April 17

Thursday, April 12

9:00 am

6:00 pm

Graduate Student Seminars and Mentoring Sessions

3:00 pm

6:00 pm

Registration Open

 

Friday, April 13

7:30 am

6:00 pm

Registration Open

8:00 am

12:00 pm

Graduate Student Seminars and Mentoring Sessions

8:00 am

7:45 pm

AERA Governance Meetings (closed meetings, various times throughout the day)

9:00 am

6:00 pm

Professional Development Courses – Extended courses to be held on the first day of the meeting instead of the pre-conference day.

12:00 pm

1:30 pm

Concurrent Sessions and Roundtables and Posters

2:15 pm

3:45 pm

Concurrent Sessions and Roundtables and Posters

4:05 pm

5:35 pm

Concurrent Sessions and Roundtables and Posters

4:05 pm

6:05 pm

Concurrent Sessions

6:30 pm

8:40 pm

Plenary

8:45 pm

10:30 pm

Welcome Reception

 

Saturday, April 14

7:00 am

8:00 am

AERA Welcoming Orientation for New Members and First-Time Meeting Attendees

7:30 am

6:00 pm

Registration Open

8:00 am

1:00 pm

Professional Development Courses

8:15 am

7:45 pm

AERA Governance Meetings (closed meetings, various times throughout the day)

8:15 am

9:45 am

Concurrent Sessions and Roundtables and Posters

8:15 am

10:15 am

Concurrent Sessions

9:00 am

6:00 pm

Exhibits Open

10:35 am

12:05 pm

Concurrent Sessions and Roundtables and Posters and Journal Talks

12:25 pm

1:55 pm

Concurrent Sessions and Roundtables and Posters and Journal Talks

1:00 pm

5:00 pm

Professional Development Courses

2:15 pm

3:45 pm

Concurrent Sessions and Roundtables and Posters

4:05 pm

5:35 pm

Concurrent Sessions and Roundtables and Posters

4:05 pm

6:05 pm

Concurrent Sessions

Evening

 

 

Business Meetings and Sponsored Networking Events

 

Sunday, April 15

8:00 am

6:00 pm

Registration Open

8:00 am

12:00 pm

Professional Development Courses

8:15 am

3:45 pm

AERA Governance Meetings (closed meetings, varied times throughout day)

8:15 am

9:45 am

Concurrent Sessions and Roundtables and Posters

8:15 am

10:15 am

Concurrent Sessions

9:00 am

5:00 pm

Exhibits Open

10:35 am

12:05 pm

Concurrent Sessions and Roundtables and Posters and Journal Talks

12:25 pm

2:25 pm

AERA Awards Presentation Luncheon

2:45 pm

4:15 pm

Concurrent Sessions and Roundtables and Posters and Journal Talks

4:35 pm

6:05 pm

AERA Presidential Address

Evening

 

 

Business Meetings and Sponsored Networking Events

 

Monday, April 16

7:30 am

6:00 pm

Registration Open

8:00 am

12:00 pm

Professional Development Courses

8:15 am

8:15 pm

AERA Governance Meetings (closed meetings, various times throughout the day)

8:15 am

9:45 am

Concurrent Sessions and Roundtables and Posters

8:15 am

10:15 am

Concurrent Sessions

9:00 am

6:00 pm

Exhibits Open

10:35 am

12:05 pm

Concurrent Sessions and Roundtables and Posters and Journal Talks

12:25 pm

1:55 pm

Concurrent Sessions and Roundtables and Posters and Journal Talks

1:00 pm

5:00 pm

Professional Development Courses

2:15 pm

3:45 pm

Concurrent Sessions and Roundtables and Posters

4:05 pm

5:35 pm

Concurrent Sessions and Roundtables and Posters

4:05 pm

6:05 pm

Concurrent Sessions

Evening

 

 

Business Meetings and Sponsored Networking Events

 

Tuesday, April 17

7:30 am

11:00 am

Registration Open

8:15 am

5:00 pm

AERA Governance Meetings (closed meetings, varied times throughout day)

8:15 am

9:45 am

Concurrent Sessions and Roundtables and Posters

8:15 am

10:15 am

Concurrent Sessions

10:35 am

12:05 pm

Concurrent Sessions and Roundtables and Posters

12:25 pm

1:55 pm

Concurrent Sessions and Roundtables and Posters

2:15 pm

3:45 pm

Concurrent Sessions and Roundtables


 
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