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


Dates and Location

The 2015 AERA Annual Meeting will take place Thursday, April 16 – Monday, April 20, 2015 in Chicago Illinois.

Annual Meeting sessions will be held Thursday, April 16 – Monday, April 20 in five  headquarter hotels. AERA will not be using the convention center. Registration will be located in the Sheraton Chicago. The exhibit hall will also be located in the Sheraton Chicago, River Exhibition Hall, First Floor, and will be open Friday, April 17 – Sunday, April 19.


Headquarters

For the 2015 Annual Meeting, AERA will be using five headquarter hotels for sessions. The hotels are the Fairmont Chicago, Hyatt Regency Chicago, Marriott Magnificent Mile Chicago, Sheraton Chicago, and Swissotel Chicago.  NCME will be held at the Intercontinental Chicago. 

Hotel room rates will range from $175-$285 with the average rate around $225 exclusive of 16.4% tax.

Registration rates will remain the same. The early rate on or before March 6, 2015 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

Registration/ Housing/ NCME

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

Laurie Cipriano, CMP, director, ext 210
Samara Wolf, meetings manager, ext 212
Kimberly Ricks, meetings associate, ext 211
Brittany Salzman, 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 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 Resources


Accessibility Services Desk

AERA 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. An Accessibility Services Desk will be located at the Sheraton hotel, Ballroom Level at the on-site registration area. The direct telephone number for the Accessibility Services Desk is 312-329-7220. Registrants needing special services such as ASL interpreters are encouraged to visit. The service desk is open during registration hours: 

  • Wednesday, April 15 3 p.m. to 6 p.m.
  • Thursday–Sunday, April 16-19, 8 a.m. to 6 p.m.
  • Monday, April 20, 8 a.m. to 3:45 p.m.
Quiet Room
During the Annual Meeting, persons who desire a quiet place to relax or prepare for a presentation may visit the AERA Quiet Rooms located at the Hyatt, East Tower – Gold Level, Grand Suites 2AB; the Sheraton, Lobby Level, Parlor C; and Marriott, Second Level, Printers Row. The direct telephone number for the Hyatt Quiet Room is 312-239-4860, the Sheraton Quiet Room is 312-329-7143, and the Marriott Quiet Room is 312-595-3170. The Quiet Rooms are open during the following hours:

  • Thursday, April 16, 12:00 p.m.–6:00 p.m.
  • Friday–Sunday, April 17–19, 8:00 a.m.–6:00 p.m.
  • Monday, April 20, 8:00 a.m.–3:45 p.m.
Shuttle Service
AERA is pleased to offer complimentary shuttle service for registrants needing mobility support. The service is operated between the Fairmont Chicago (via main lobby entrance), Hyatt Regency (via West Tower Lobby, Stetson Street), Intercontinental Chicago (via main lobby entrance), Marriott Magnificent Mile Chicago (via 541 North Rush Street), Sheraton Chicago (via convention entrance), and Swissotel Chicago (via main lobby entrance). Shuttles travel between the hotels and loop continuously throughout the day. AERA signs are posted at all boarding sites identifying the location as an AERA Access Shuttle pickup and drop-off site. Attendees can contact the shuttle service at 866-949-4639 x1 for assistance. The shuttle operates during the following hours (with departures every 20–25 minutes starting from the Hyatt Regency):

  • Thursday, April 16, 11:30 a.m.–6:30 p.m.
  • Friday, April 17, 7:30 a.m.–6:30 p.m.
  • Saturday, April 18, 7:30 a.m.–6:30 p.m.
  • Sunday, April 19, 7:30 a.m.–6:30 p.m.
  • Monday, April 20, 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 Annual Meeting more inclusive. They have visual signage on the doors saying “Gender-Neutral Bathroom: All Genders Welcome.” A gender-neutral bathroom is available in the Hyatt East Tower—Gold Level near the Grand Suites, and the Sheraton Ballroom Level near Chicago Ballroom X, and in the Marriott fourth level near the Halsted area.

Lactation Room
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 Annual Meeting more inclusive. They have visual signage on the doors saying “Gender-Neutral Bathroom: All Genders Welcome.” A gender-neutral bathroom is available in the Hyatt East Tower—Gold Level near the Grand Suites, and the Sheraton Ballroom Level near Chicago Ballroom X, and in the Marriott fourth level near the Halsted area.

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 journal is included in one Journal Talks session, and journals participating in a session are assigned a numbered table. This information is printed in the final conference program. There are no restrictions placed on the number of journal representatives that may occupy an assigned table.

If you wish to participate in the 2015 AERA Journal Talks, please enter 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, 2014 for best availability. Requests will be taken after that date but availability cannot be guaranteed.

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

Affiliated Group Space Request

Request AERA welcomes the opportunity to work with individuals and groups that would like to host a function during the 2015 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, 2014 for the early meeting space rate and save $50 off the standard rate. Standard rates apply after December 15, 2014. 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).

NEW THIS YEAR: Listing Only – Include your event in the program for a flat fee of $100.00 on or before April 2nd, 2015 (no meeting space required from AERA) 


ASL Interpreting Services

AERA is happy to announce that we have contracted 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 (if you haven’t already) for the Annual Meeting and specify your need for ASL interpreting.  Register by March 6, 2015 to get the early bird rate.
  3. Email the list of sessions you plan to attend to annualmtg@aera.net no later than March 6, 2015.  GIS will be in touch with you to discuss your interpreter preferences.
  4. If are unable to register before March 6, 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, at the Hyatt Regency Chicago hotel, West Tower - Silver Level, Field, McCormick, Burnham Meeting Rooms. 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. This is a discounted rate, as AERA subsidizes 60% of the total cost of offering this service to attendees.

The theme for this year’s child care activities is Around Chicago with Friends. Based on feedback from AERA’s Scholars and Advocates for Gender Equity committee, activities for the children will include an educational component that incorporates learning activities about the city of Chicago. As always children will participate in arts & crafts, group games, story time, and creative play. Activities are appropriate for each age group, and children will learn and can make their own choices within KiddieCorp's program.

The Child Care Center will be open from 11:30 a.m. to 6:15 p.m. on the first day of the Annual Meeting (Thursday, April 16), and from 8:00 a.m. to 6:15 p.m. on subsequent days except for the last day (Monday, April 20), when it will close at 3:45 p.m. 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 18, 2015. Pre-registration is strongly encouraged. 

Register a child for child care services or contact KiddeCorp 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 2015 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 Hotels

Free WiFi is available in all meeting rooms at the Fairmont, Hyatt, Marriott,  Sheraton, and Swissotel hotels where sessions are being held. To connect to WiFi, attendees should scan for wireless networks and click to connect on the "AERA2015" network. Most of the hotels do not require a passcode. If you are asked for a passcode, enter "AERA2015." 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.


Meeting at a Glance

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2015 AERA Annual Meeting at a Glance – Thursday, April 16 – Monday, April 20

Wednesday, April 15

9:00 am

6:00 pm

Graduate Student Seminars and Mentoring Sessions

3:00 pm

6:00 pm

Registration Open

 

Thursday, April 16

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)

8:00 am - 3:45 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

Opening Plenary

5:35 pm

-

6:30 pm

Opening Reception

Evening

 

 

Business Meetings and Sponsored Networking Events

 

Friday, April 17

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

 

Saturday, April 18

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

 

Sunday, April 19

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

 

Monday, April 20

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 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 and Posters


 
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