General Information
Important Information
We look forward to extending “Hoosier Hospitality” in welcoming you to Indianapolis. Please take a moment to read this information, designed to help you navigate AIHce 2012.
Hotel Reservations
If you did not receive a hotel acknowledgement from AIHce/Experient, the hotel reservation bureau, call 800-974-3084.
Cancellation
Beginning June 4 —
Contact the hotel to change/cancel a reservation. Check your acknowledgement for your hotel’s cancel policy. If you do not arrive on the scheduled day and do not call ahead of time, the hotel will cancel your reservation and charge one night’s room and tax to your credit card. At check-in, present your acknowledgement and re-state special requests.
Guarantee
AIHce hotels may, at their discretion, charge one night’s room and tax to the credit card used to guarantee your reservation.
Check-in
Be prepared to present identification and a credit card at check-in and to confirm your departure. Some hotels may charge $50 or more for shortened stays once checked-in.
The Indiana Convention Center (ICC)
The Convention Center is AIHce headquarters. Courses, technical sessions, and the Expo will be held at the Convention Center. Volunteer Group Meetings and evening social functions will be held at the J.W. Marriott Hotel.
Getting There…
Due to Indianapolis’ compact downtown, shuttle service will not be offered. The Center is within an easy 5-15 minute walk of all AIHce hotels.
Registration
ICC, Wabash Lobby
Badges, tickets and Expocards are scheduled to be mailed to advance registrants beginning May 14. Remember to bring your badge, tickets and the enclosed Expocard ($5 Expocard replacement fee).
Upon arrival, head to the convention center and one of the Advance Check-in Kiosks to verify attendance for CM point eligibility and to collect a badge holder and Final Program. Once checked-in, you are officially “counted” as an AIHce registrant; no further action is required.
Registration and Advance Check-in Kiosks
- Friday
5:00 p.m.–7:00 p.m. - Saturday–Monday
7:00 a.m.–5:30 p.m. - Tuesday
7:30 a.m.–5:30 p.m. - Wednesday
7:30 a.m.–4:00 p.m. - Thursday
7:30 a.m.–10:30 a.m.
If you need to change your badge, purchase or exchange a ticket or make any other changes to your registration, please bypass the Advance Check-in Kiosks and proceed to Registration.
Note, changes in registration category for purposes of obtaining a different badge are not permitted.
Exhibitor Full Conference Registrants receive all the benefits of professional registration — access to all Sessions, the Expo, and ticketed events. A separate “Booth Personnel” badge is not required to enter the Expo.
Registration Cancellations/Refunds
Written requests for cancellation must be emailed to aihce@experient-inc.com or faxed to 1-301-694-5124. Telephone cancellations are not accepted.
The deadline to cancel is May 30. Badges and tickets received by mail must be returned to AIHce/Experient. Refunds will be issued within 30 days after the conference. After May 30, no requests will be processed. The full Cancellation/Refund policy and schedule of administrative fees may be found on the AIHce website.
PDCs + Tickets
All PDCs will be held in the Convention Center. The course room number may be found on the admittance ticket. A light lunch is included in all courses.
If you wish to purchase a ticket online, check the AIHce website for the list of open courses. Then, go back to your registration record and make the purchase. Tickets may be picked up at Registration. Tickets may also be purchased and exchanges made on site, based on availability. Course registration “at the door” is not available.
PDC eHandouts
Those enrolled in an electronic PDC take note!
- After June 1, you may download materials at www.aiha.org/eMats
- Printed handouts are not available for PDCs offering electronic handouts
- You MUST bring an electronic or printed copy of your PDC handout
- Meeting rooms will offer electrical outlets and wireless Internet
- Rooms will NOT be locked or monitored during breaks or lunch; do not plan to leave valuables in the room.
- Questions: e-mail JPagel@aiha.org
Optional Tickets
If you wish to purchase tickets to optional acitivities, please check at Registration for availabililty. Once purchsed, tickets may not be redeemed for cash or credit. If you wish to turn in a ticket, Registration will attempt to re-sell your ticket without guarantee of reimbursement. AIHF and social function tickets are not refundable or re-saleable.
Expo
For an up-to-date list of exhibitors and to plan your hall visits in advance, check the Virtual Expo and be sure to join us for a drink at the Expo Opening Reception on Monday, June 18. Remember to bring your drink ticket.
New! “There is a Free Lunch!” Use the enclosed voucher to purchase lunch on Tuesday, at any Convention Center outlet (full, professional registrants only).
Tech Tools
Enhance your AIHce experience by taking advantage of these tools before, during and after the conference.
AIHce On Demand
Best Value and Premium Registrants purchased AIHce on Demand with registration. Others interested in purchasing access to the technical program may visit the AIHce On Demand counter near Registration in the Convention Center.
Abstracts of Podium and Poster Sessions
Review, study and/or print abstracts of the sessions you plan to attend. Visit the AIHce website for the complete compilation.
New! eEvaluations
All PDC and Technical Session evaluations will be available on-line (no paper forms!). Use your laptop, your mobile device or the Message/Cyber Center computers on site.
New! AIHce Mobile App
Search, view and evaluate sessions and speakers. Explore the Expo. Search for events and activities. Build your conference schedule. Navigate the convention center and the JW Marriott. Connect with other conference-goers. The app will debut in late May. On-site assistance will be available.
New! WiFi Access
Complimentary WiFi at the Convention Center is provided in all meeting rooms and the Expo. Several Laptop Lounges are located throughout the Center to help you comfortably stay on top of work and connected to home. Registrants may browse the internet using their personal laptop or mobile device.
New! Smart Apps for Smart People
Drop by the App Open House at the Volunteer Collaboration Cafe at the Convention Center on Thursday, 8:30 a.m.-10:00 a.m. to share, collaborate and learn how to better use your mobile device. Bring your device, learn from your peers and share your favorite apps in this loosely structured, hands-on session.
Program Planner and Final Program
The Program Planner is another source for viewing sessions, activities and locations of all AIHce events. The Program Planner is available now. A pdf copy of the AIHce 2012 Final Program will be posted in early June.
Specific event locations will be posted on this site by May 16. Check the “Events + Activities” section or the Program Planner.
Messages — In Advance and On Site
Check now to see who is registered for conference. Click any Register Now button and go to Attendee Lookup. On site, check the Message/Cyber Centers in Lobby D and in the Expo.
First time attending AIHce?
Plan to attend a special AIHce Orientation on Monday at 7:00 a.m., ICC, room 201. Learn how to use the Final Program effectively, which events are “must attend,” and how to take advantage of important networking events.
Presenters Take Note!
Technical session presenters, moderators, and monitors are required to check-in at the Speaker Ready Room, room 108, in the Convention Center to review presentations with an audiovisual technician. Course instructors are also invited to use the room. The Ready Room opens Saturday, June 16 at 7:30 a.m.
Special Needs
Individuals requiring special assistance (visual, mobile, dietary) who did not indicate such when registering or those in need of a manual or motorized wheelchair should contact aihce@aiha.org.
Don’t be a “No Show!”
Cancel registration and hotel reservations if you are unable to attend. Registration fees and hotel charges will not be refunded to “no shows.”
Program Inquiries:
(703) 849-8888
aihce@aiha.org
Registration/Hotel Inquiries:
Telephone: 1-800-974-3084
Fax: 1-301-694-5124
International Tel: 847-996-5876
Email: aihce@experient-inc.com
Mail:
AIHce 2012/Experient
PO Box 4088
Frederick, MD 21705
Indiana Convention Center
100 South Capitol Avenue
Indianapolis, IN
www.icclos.com
(317) 262-3400
Have a safe and pleasant trip!
