2017 Annual Meeting Information and Accessibility

General Information:

Meeting Services:

Dates and Location

The 2017 AERA Annual Meeting will take place Thursday, April 27 – Monday, May 1, 2017 in San Antonio, Texas.

Annual Meeting sessions will be held Thursday, April 27 – Monday, May 1 in the Henry B. Gonzalez Convention Center and two headquarter hotels. Registration will be located in the Convention Center, Street Level, Main Lobby Concourse. The Exhibit Hall will also be located in the Convention Center, Street Level, Exhibit Hall 4A&B and will be open Friday, April 28 – Sunday, April 30.


For the 2017 Annual Meeting, AERA will be using the Henry B. Gonzalez Convention Center and two headquarter hotels for sessions. The hotels are the Grand Hyatt San Antonio and San Antonio Marriott Riverwalk. NCME will be held at the San Antonio Marriott Rivercenter.

Hotel room rates will range from $139-$299 with the average rate around $219 exclusive of 8.25% tax.

Registration rates will remain the same. The early rate on or before February 24, 2017 for an AERA member will be $195 and for a non-member $430. Non-members can join AERA for $180 and save on the registration fee.

Contact Information

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

Robert Smith, CMP, CMM director, ext 210
Samara Fetner, meetings manager, ext 212
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 Henry B. Gonzalez Convention Center, Street Level, Main Lobby Concourse. The service desk will be open during registration hours:

Thursday, April 27, 3:00 p.m.–6:00 p.m.
Friday, April 28 – Sunday, April 30 , 8:00 a.m.–6:00 p.m.
Monday, May 1, 8:00 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. For more information and to rent a scooter or wheelchair, please call: (210) 223-7878. 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 Henry B. Gonzalez, Meeting Room Level, 223.

Thursday, April 27, 12:00 p.m.–6:00 p.m.
Friday, April 28 – Sunday, April 30, 8:00 a.m.–6:00 p.m.
Monday, May 1, 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 the Henry B. Gonzalez Convention Center, Grand Hyatt San Antonio, San Antonio Marriott Riverwalk and the San Antonio Marriott Rivercenter. 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:

Thursday, April 27, 11:30 a.m.–6:30 p.m.
Friday, April 28 – Sunday, April 30, 7:30 a.m.–6:30 p.m.
Monday, May 1, 7:30 a.m.–4:30 p.m.

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 visual signage on the doors saying “Gender-Neutral Bathroom: All Genders Welcome.” A gender neutral bathroom will be available in the Henry B. Gonzalez Convention Center outside the Exhibit Hall near the Bridge Hall, and the Grand Hyatt San Antonio fourth floor outside of Republic Room.

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 Henry B. Gonzalez Convention Center to ask for assistance accessing a private room in the Center.

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 2017 AERA Annual Meeting. Request space here.

Request space by January 6, 2017 for the early meeting space rate and save $50 off the standard rate. Standard rates apply after January 6, 2017. Rates are $400 early/ $450 standard for a half day (4 hours or less and evening receptions) and $550 early/ $600 standard for a full day (more than 4 hours). Deadline to request affiliated group space is March 24, 2017. After this date you must contact the venues directly.

Listing Only – Include your event in the program for a flat fee of $100.00. Deadline to request a listing only (no meeting space required from AERA) is March 31, 2017.

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 2017 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, 2016 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 is happy to continue our partnership with Gallaudet Interpreting Service (GIS) with Gallaudet University 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 and CC aerainterpreting@gallaudet.edu 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 24, 2017. GIS 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 Henry B. Gonzalez Convention Center. 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 $12 per hour per child.

The Child Care Center will be open from 11:30 a.m. - 6:15 p.m. on Thursday, April 27, 8:00 a.m. – 6:15 p.m. Friday, April 28 – Sunday, April 30, and 8:00 a.m. – 3:45 p.m. on Monday, April 1. 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 April 14, 2017. Pre-registration is strongly encouraged. Register a child for child care services (coming soon) 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

Free WiFi is available in all meeting rooms at the Henry B. Gonzalez Convention Center, Grand Hyatt San Antonio and San Antonio Marriott Riverwalk where sessions are being held. To connect to WiFi, attendees should scan for wireless networks and click to connect on the "AERA2017" network. Most of the venues do not require a passcode. If you are asked for a passcode, enter "AERA2017." You need to scan for the wireless network at each venue and connect. This network applies only to the meeting rooms. It does not work in the hotel sleeping rooms. Please review the hotel amenity chart (available mid-December when registration and housing open) for information about internet in the hotel sleeping rooms.

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