Key Dates and FAQ—AERA 2023 Annual Meeting
2023 Annual Meeting 
Housing | Travel
Program Information
Meeting Policies and
Support Services
Exhibits | Sponsorship
Advertising | Affiliates 
Key Dates | FAQ

Frequently Asked Questions

Key Dates

  • January 12 – Registration opens
  • January 20 – Online program releases
  • March 1 – Deadline for program changes
  • March 15 – Early bird registration deadline (extended from March 10)
  • March 15 – Deadline for presenting authors to register for the Annual Meeting (extended from March 10)
  • March 15 – Deadline for final paper uploads (extended from March 10)
  • April 13-16 – 2023 AERA Annual Meeting (Chicago)
  • May 4-5 – 2023 AERA Annual Meeting (Virtual)

If your question is not answered below, please email for assistance.

General Information
Place-Based/Virtual Participation
Vaccination Policy and Masks
Housing and Travel
Submission Notifications, Program Changes, and Paper Uploads
Exhibits, Sponsorship, and Advertising
Affiliate Group Space

General Information

Will the 2023 Annual Meeting be a hybrid meeting?
The 2023 Annual Meeting will be dual component, meaning that sessions will either take place in person or on the online platform.

When and where will the 2023 Annual Meeting take place?
The place-based component will be held in Chicago April 13 through April 16. The virtual component will be held on an online platform on May 4 and May 5.

When were submissions due?
The Call for Submissions opened on June 1, 2022, and closed on August 1, 2022 (which was an extended date from the original deadline of July 27, 2022). AERA is no longer accepting submissions for the 2023 Annual Meeting.

When will the program be released?
The program was released on January 20.

Does AERA need volunteers for the Annual Meeting?
Due to the size, scope and logistical management of the meeting, AERA relies entirely on paid staff to fulfill essential needs.

Does AERA offer financial support for Annual Meeting presenters and/or attendees?
AERA accepted applications for the Annual Meeting Graduate Student Assistance Fund. A number of AERA Divisions and Special Interest Groups (SIGs) provide scholarships to their members. To learn more, contact your Division or SIG leadership.

Does AERA provide food during the meeting?
Aside from catered receptions and events, AERA does not provide food and refreshments during the meeting.

Place-based/Virtual Participation

When will I find out if my proposal was accepted?
Acceptance notifications were sent on November 10, 2022.

How do accepted presenters decide whether to present in-person or online?
Those submitting papers or organizing sessions decided on either component of the meeting or both, but they could submit the same proposal to only one component.

Can presenters change where they present?
Those submitting papers or sessions made a choice at the outset whether they wish to present in Chicago or on the virtual platform, if their submission is accepted; there will be no subsequent changes in where the accepted work will be presented. 

How can I tell whether a session is place-based or virtual? 
The modality (virtual or place-based) of each session is included in the online program.

How long will the sessions be?
The substantive sessions will be 90 minutes.

Will place-based sessions be socially distanced?
AERA is doing our best to ensure the health and safety of all attendees. We are working with the headquarter hotels to incorporate social distancing protocols into our sessions and events.

Can I present virtually if my session is place-based?
Sessions are either fully virtual or fully place-based. Attendees and presenters will engage in the session according to the designated modality of the session.

Can place-based attendees access virtual sessions?
All attendees in Chicago will have full access to the virtual component of the meeting without any additional cost.

Can virtual attendees access place-based sessions?
Attendees on the virtual platform will have access to all virtual sessions as well as recordings of a selection of high-profile sessions being held in Chicago. All other place-based sessions can only be accessed by place-based attendees.

How do I prepare to participate virtually?
If you plan to participate in the 2023 AERA Annual Meeting virtually, register as a virtual attendee and then login into AERA’s online platform when it is live. Preparation tips are available on the website under Presenter and Participant Information.

How do I prepare to present in person?
Information about session formats, room set-ups, audiovisual, and other preparation tips are available on the website under Presenter and Participant Information. Recordings from the trainings for presenters and attendees are now available, as well as a short instructional video about the virtual platform.

How do I visit AERA Annual Meeting exhibitors online?
The virtual Exhibit Hall will open in May 2023 and will be found on the Exhibitor tab in the 2023 AERA Annual Meeting online platform/app.

Where are the onsite Exhibitors?
The onsite 2023 AERA Exhibit Hall will be at the Hyatt Regency Chicago.

Vaccination Policy and Masks

Is proof of vaccination required to participate?
AERA is doing our best to ensure the in-person experience is as safe as possible. All place-based attendees must adhere to AERA’s Vaccination Policy. The vaccination policy does not apply to virtual attendees.

Are religious and/or medical exemptions accepted for those who are not considered fully vaccinated to attend in person?
In a special session on March 6 the AERA Executive Board modified the AERA vaccination policy with respect to medical and religious exemptions. Learn more about the modified policy.

Are masks required?
Mask wearing is encouraged, but not required, in common areas. We expect attendees will be unmasked while eating or driving. Mutual respect and health and safety remain priority goals.


When will registration for the 2023 AERA Annual Meeting open?
Registration opened on January 12. Visit the Registration page for more information.

Who do I contact for help with registration?
To obtain help with your registration, please contact the AERA Registration Support Team on weekdays between 8 am and 6 pm ET at or call 202-238-3200 and select Option 3.

What are the registration rates?
Registration rates for 2023 will not change from the place-based fees that have held steady since the 2018 meeting in New York. Those presenting or attending only on the virtual platform will enjoy the low fees offered since the first virtual meeting in 2021. Place-based registrants will pay a higher fee, but they will be able to attend the virtual component at no additional cost.  

Are group rates available?
Although AERA does not offer group rates, AERA members receive a notable discount on registration.

Can my partner, spouse, or other family member register as a guest?
Guest registration is designed for the spouse, domestic partner, or family member of the registrant. The guest may visit the exhibits and attend the session in which the registrant is a participant. Guest registration is not applicable for professionals (including students) in the field of education research who will be attending sessions or presenting papers.

Are there any special discounts for registration?
We strongly encourage attendees to join AERA through December 31, 2023, to be eligible for discounted registration for the Annual Meeting. AERA does not offer additional special rates such as discounts for presenting authors, invited speakers, chairs, discussants, teachers, or other educators and researchers.  

When is the deadline for presenting authors to register?
Each paper must have one or more presenting authors and all presenting authors must have registered for the Annual Meeting no later than March 15, extended from March 10. If a presenting author did not register for the meeting by March 15, their name will be removed as a presenting author. If no presenting author registered, the paper will be removed from the program. Individuals who are not listed as presenting authors cannot present at the Annual Meeting.

What is the registration deadline for attendees participating in the place-based meeting?
Registration will remain open through the duration of the Annual Meeting.

What is the registration deadline if I’m attending virtually?
Virtual registration will remain open throughout the Annual Meeting. However, your registration should be completed at least 48 hours before you would like to login.

Why isn’t the virtual component free?
While we wish we could offer the opportunity to participate virtually for at no cost, the expense related to providing a virtual component is significant. For AERA to provide a high-quality meeting experience, a fee-based structure for virtual participation is necessary.

Can I register onsite?
Onsite registration will be available. However, AERA strongly encourages attendees to pre-register for the Annual Meeting regardless of whether participation will be place-based or virtual. Registering early for the place-based meeting ensures there is enough time to verify your vaccination record. Registering early as a virtual attendee allows you to get familiar with the platform to ensure you can log in and navigate the platform effectively.

How do I request an official Letter of Invitation from AERA?
Send an email to with your full name as well as the title of your paper(s) and a letter can be created for you.

How do I register for professional development courses?
Professional development courses can be added to new or existing Annual Meeting registrations in the My AERA section of the AERA website. Early registration is encouraged as space is limited.  Questions about the courses should be directed to

Housing and Travel

What are the headquarter hotels?
The headquarter hotels are the Chicago Marriott Downtown Magnificent Mile, Fairmont Chicago Millennium Park, Hyatt Regency Chicago, InterContinental Chicago Magnificent Mile, Radisson Blue Aqua Hotel, Sheraton Grand Chicago, and Swissotel Chicago.

How do I make hotel reservations?
Registration for the Annual Meeting is required before booking hotel accommodations. Once you complete your registration, your registration summary email will include a link to make an online hotel reservation. Visit Annual Meeting Housing for more details on hotel reservations.

Who can I contact to help me with my hotel reservation?
For housing assistance or to modify your reservation, please contact AERA Housing Customer Service at or call 800-262-9974 or 404-842-0000.

Can I use hotel rewards points to secure housing at one of the AERA Annual Meeting hotels?
AERA has secured a discounted rate for several hotels in Chicago. If you choose to use loyalty reward points rather than pay the discounted rate, please make your reservation directly on the hotel website instead of using the AERA Annual Meeting housing link included in your registration confirmation email. If you decide to use points for only a portion of your stay during the Annual Meeting, first make your reservation through the hotel website. Then, contact AERA Housing Customer Service at 800-262-9974 or 404-842-0000 and provide the confirmation number so our housing team can book additional nights in the same room at the discounted group rate.

Will there be a quarantine period for domestic and/or international travelers?
Travelers are not required to quarantine. However, all place-based attendees must adhere to AERA’s Vaccination Policy and Travel Information guidelines.

Do graduate students receive a discount on housing?
For AERA Graduate Student members, AERA has obtained a special room rate for a block of rooms at all seven headquarter hotels and eleven other participating hotels for the 2023 Annual Meeting. Over 1,500 such rooms are available on a first-come, first-serve basis. When AERA Graduate Student members register for the meeting, their receipt will include a link to reserve a room within the room block.


What is the 2023 Annual Meeting theme?
The theme for 2023 is “Interrogating Consequential Education Research in Pursuit of Truth.”

When will the program schedule be available?
The program was released on January 20.

What if I need to make changes to my paper and/or session?
Send any changes to paper titles, authors, and session chairs and discussants to Include all relevant details of changes. Online program changes will be made as quickly as possible.

What professional development courses are available?
The 2023 professional development courses are listed here.

What is the process for i-Presentation?
Authors using the gallery can create a dynamic web-based presentation or they can simply upload a PDF of their PowerPoint (or another presentation format like Prezi) and benefit from all the advantages of the gallery. An email is provided to the first listed author, and the first author may invite other authors to work on a presentation.

All presentations in the gallery will receive a digital object identifier (DOI) which makes work more readily citable, discoverable and authenticates the time and date of presentation.

Recorded trainings from 2022 are available here:

Session 1 Recording: Friday, April 1, 2022; 1:00 – 2:15pm ET
Session 2 Recording: Monday, April 4, 2022; 7:00 - 8:15am ET
Session 3 Recording: Tuesday, April 5, 2022; 1:00 – 2:15pm ET

Submission Notifications, Program Changes, and Paper Uploads

When will I find out if my submission was accepted?
Notifications were sent November 10. A copy of the message will be in your Message Center. To access the Message Center, log in to your My AERA account. After you log in, click My AERA or find it at the top of the page. On the “My AERA” page, scroll down to the 2023 Annual Meeting and click “2023 AERA Annual Meeting Online Portal.” The Message Center link is on the Welcome page.

How do I make changes to my paper and/or session?
Send all program updates including changes to paper titles, session titles, authors, and session chairs and discussants to Include the title of the paper and the session along with the requested change. Author updates should specify the name, affiliation, email address, role (presenting or non-presenting) of the author as well as the author order. The deadline for all program updates is March 1, 2023.

I emailed you about a program change, but I haven’t heard back. What do I do?
The AERA Meetings Team is working diligently to incorporate a vast number of changes into the program. Due to the high volume of requests for changes we appreciate your patience.

My affiliation/institution/name has changed. How do I update it in the program?
To update your personal information, log in to and click on the ‘My AERA’ link at the top right of the page. Click on ‘My Profile’ to update your information. It may take up to 24 hours for the information to be reflected online.

How do I upload my final paper? What is the deadline?
The deadline to upload papers was March 15 (extended from March 10).

  1. Type into your web-browser. Click on ‘Login’ at the top of the screen and log in with your username and password. Select ‘My AERA’ at the top of the screen and scroll down to ‘2023 AERA Annual Meeting Online Portal – Upload Final Paper’.
  2. Underneath the General Menu, click on ‘Upload Final Paper’.
  3. Scroll down on the page to the ‘Submissions’ tab. Click the ‘upload’ link in the Action column located to the right of the title for the paper you wish to upload.
  4. You will see an Upload Final Draft screen. At the top of the page, click either ‘yes’ or ‘no’ to participate in the AERA Online Paper Repository. AERA encourages all presenters to make their full-text papers available to the repository as a way to distribute their research more widely. The papers in the repository have a digital object identifier (DOI), a persistent identifier that makes authors’ work easier to discover, locate, and cite. (More information about the repository is on the AERA website.)
  5. Upload your paper and click the ‘Accept and Continue’ button at the bottom right of the screen.
  6. If you need to upload a further revised paper before the March 10 deadline, just follow the instructions above. You cannot edit the paper once it has been uploaded. Uploading a new paper will remove the old paper.

Exhibits, Sponsorship, and Advertising

What exhibit and sponsorship opportunities are available?
Information on exhibits and sponsorship is available here.

How do I apply to become an exhibitor?
The application for exhibit space, sponsorship, and advertising is available hereView the prospectus.

Affiliate Group Space

How do I reserve space for my organization to host a function during the 2023 Annual Meeting?
AERA is no longer accepting Affiliate Group Space requests. If you have any questions, send an email to


Will childcare be available during the 2023 AERA Annual Meeting?
AERA is pleased to offer childcare services at the 2023 AERA Annual Meeting in Chicago. In partnership with vendor KiddieCorp, AERA will be offering subsidized rates to meeting registrants. To ensure that the onsite Childcare Center is properly staffed and to facilitate planning of games and other activities at age-appropriate levels for the children, advance registration is requested. Childcare is provided for children between the ages of 6 months and 13 years old. Questions regarding childcare services should be sent to

To keep both adults and children healthy and safe, COVID-19 protocols with be implemented. The protocols include the use of temperature screening, hand sanitizer, disinfectant for surfaces and toys, and gloves worn to serve food. We will continue to monitor state and CDC websites to stay up to date on best practices. Proof of COVID vaccination will be required for children. AERA follows the CDC guidelines with respect to vaccination of infants.

To Reserve Childcare in Advance

  1. Register with KiddieCorp here.
  2. Those who have already registered or are seeking further information should contact KiddieCorp at or call (858) 455-1718.

Click here to learn more.