Meeting Information and Accessibility
Meeting Information and Accessibility
 
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 General Information:
Meeting Services:


Dates and Location

The 2016 AERA Annual Meeting will take place Friday, April 8 – Tuesday, April 12, 2016 in Washington, DC.

Annual Meeting sessions will be held Friday, April 8 – Tuesday, April 12 in the Walter E. Washington Convention Center and two headquarter hotels. Registration will be located in the Convention Center, Level One, East Salon ABC. The exhibit hall will also be located in the Convention Center, Level Two, Exhibit Hall D and will be open Saturday, April 9 – Monday, April 11.

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Headquarters

For the 2016 Annual Meeting, AERA will be using the Walter E. Washington Convention Center and two headquarter hotels for sessions. The hotels are the Marriott Marquis Washington, DC and the Renaissance Washington, DC Downtown Hotel. NCME will be held at the Renaissance.

Hotel room rates will range from $210-$280 with the average rate around $250 exclusive of 14.5% tax.

Registration rates will remain the same. The early rate on or before February 26, 2016 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.

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Contact Information

AERA Contacts  Registration/Housing/NCME
AERA Meetings Team Registration Customer Service 
E-mail: annualmtg@aera.net E-Mail: aerameetings@expologic.com
Phone: 202.238.3200  Phone: 800.893.7950 or 484.751.5136 
  Housing Customer Service
Robert Smith, director, ext 210  E-Mail: aera@connectionshousing.com 
Samara Fetner, meetings manager, ext 212  Phone: 800.262.9974 or 404.842.0000
Kayla Firriolo, meetings associate, ext 211  NCME Central Office 
Sarita de la Torre, meetings assistant, ext 213  NCME Central Office Contacts 
   
AERA Communications   
E-Mail: communications@aera.net  
Phone: 202.238.3200  
AERA Membership  
E-Mail: members@aera.net   
Phone: 202.238.3200   

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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 mid-December.

Accessibility Services Desk
An Accessibility Services Desk will be located at Registration at the Washington Convention Center, Street Level, Salon ABC. The service desk will be open during registration hours:

Thursday, April 7, 3:00 p.m. – 6:00 p.m.
Friday, April 8 – Monday, April 11, 8:00 a.m. – 6:00 p.m.
Tuesday, April 12, 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 Scooter Plus Rentals. For more information and to rent a scooter or wheelchair, email: rentals@lenoxmedicalsupply.com or call: 1-866-474-4356. To get the group rate when renting scooter use: AERA.

Quiet Room
During the Annual Meeting, persons with disabilities who desire a place to relax may visit the AERA Quiet Rooms located in the Washington Convention Center, Level One, Room 148 and Marriott Marquis hotel, Mezzanine Level, Tulip Room. The Quiet Room offers specialized reading devices for visually impaired attendees. The Quiet Rooms will be open the following hours:

Friday, April 8, 12:00 p.m. – 6:00 p.m.
Saturday, April 9 – Monday, April 11, 8:00 a.m. – 6:00 p.m.
Tuesday, April 12, 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 Washington Convention Center, the Marriot Marquis, and the Renaissance. 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 8, 11:30 a.m. – 6:30 p.m.
Saturday, April 9 – Monday, April 11, 7:30 a.m. – 6:30 p.m.
Tuesday, April 12, 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 visual signage on the doors saying “Gender-Neutral Bathroom: All Genders Welcome.” A gender neutral bathroom will be available in the Washington Convention Center on the third level across from room 304, and the Marriott Marquis hotel, Level Four, Liberty Ballroom by Salon K.

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 Washington 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).

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Affiliated Group Space Request

AERA welcomes the opportunity to work with individuals and groups that would like to host a function during the 2016 AERA Annual Meeting. To request function space at one of the AERA meeting venues, please complete an affiliated group space request.

Request space by December 15th, 2015 for the early meeting space rate and save $50 off the standard rate. Standard rates apply after December 15, 2015. 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 February 29, 2016. 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 25, 2016.

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AERA Journal Talks - Registration closed for 2016 Annual Meeting

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 2016 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-served, and entering a request does not guarantee acceptance, though AERA will do everything possible to accommodate all requests. Submit your request by December 15, 2015 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.

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ASL Interpreting Services

AERA is happy to continue our partnership with Gallaudet Interpreting Service (GIS) at Gallaudet University in Washington, DC 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. Registration is now open. Register by February 19, 2016 to get the early bird rate.
  3. Email the list of sessions you plan to attend to annualmtg@aera.net no later than February 19, 2016. GIS will be in touch with you to discuss your interpreter preferences.
  4. If are unable to register before February 19, 2016, 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.
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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 on the Mezzanine level in the Magnolia room, Cherry Blossom room, and Dogwood room. 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 am - 6:15 p.m. on Friday, April 8, 8:00 am – 6:15 pm Saturday, April 9 – Monday, April 11, and 7:00 am – 3:45 pm on Tuesday, April 12. 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 11, 2016. 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.

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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 2016 Annual Meeting. If you require a letter of invitation to travel to the Annual Meeting, please e-mail your request to annualmtg@aera.net.

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Internet Access at Session Venues

Free WiFi will be available at the Washington Convention Center and the Marriott Marquis in the meeting rooms and common space. 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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Meeting at a Glance

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2016 AERA Annual Meeting at a Glance – Friday, April 8 – Tuesday, April 12

Thursday, April 7

9:00 am

6:00 pm

Graduate Student Seminars and Mentoring Sessions

3:00 pm

6:00 pm

Registration Open

 

Friday, April 8

8:00 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 – New Day! Extended courses to be held on the first day of the meeting this year instead of the pre-conference day.

12:00 pm

1:30 pm

Concurrent Sessions and Roundtables

12:00 pm

2:00 pm

Concurrent Sessions

2:15 pm

3:45 pm

Concurrent Sessions and Roundtables

4:05 pm

5:35 pm

Centennial Plenary

5:35 pm

7:00 pm

Centennial Celebration Reception

7:00 pm  –  8:00 pm  Social Justice in Education Award Lecture 
8:00 pm  –  9:30 pm  Joint Social Justice Combined Reception 

Evening

 

 

Sponsored Networking Events

 

Saturday, April 9

7:00 am

8:00 am

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

8:00 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 10

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

4:00 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 11

8:00 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

5:00 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 12

8:00 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

8:15 am

10:15 am

Concurrent Sessions

10:35 am

12:05 pm

Concurrent Sessions and Roundtables

12:25 pm

1:55 pm

Concurrent Sessions and Roundtables

2:15 pm

3:45 pm

Concurrent Sessions and Roundtables


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