Registration and Abstract Submission Questions
When is the abstract submission deadline?
The revised abstract deadline is August 16. Please stay tuned for more details and possible additional options for late-breaking abstract submission and presentations.
Should I submit an abstract if I am unsure about my ability to travel in November?
Yes! If you submit an abstract as an in-person presenter, you will be asked to provide a pre-recorded version of your presentation, so switching to a virtual presentation format if needed will be simple.
When should I register?
Early registration is open now and will close on August 31, when we will shift to regular registration rates at a higher fee. In-person registrations may be converted to virtual attendance prior to October 15 with a refund provided reflecting the registration rate differential. However, after October 15, no refund of the rate difference can be provided. Virtual registrants may also switch to in-person attendance by paying the registration rate differential applicable at the date the switch occurs.
Due to the uncertainty in our times, cancellations for any reason will be refunded until October 1st for 2021. Cancellations occurring from October 2nd to October 15th will receive a 50% refund. However, cancellations after October 15th will not receive any refund due to obligations that AFS will have committed to with caterers and event contractors.
How much is the registration fee?
See the table here. All presenters (both virtual and in-person) will need to register.
How will symposia that include both in-person and virtual presentations work?
Virtual presenters will upload a pre-recorded presentation which will be viewable in an on-demand format accessible to both on-site and virtual attendees. All in-person presenters will be asked to also provide a pre-recorded version of their presentation for virtual attendees and those on-site who could not make it to that session. All pre-recorded presentations will be available during the conference and for several weeks afterwards and include asynchronous question-and-answer functionality.
What events will be available live for virtual attendees?
Due to bandwidth limitations at the venue, we are planning to livestream the plenary sessions and two concurrent symposia sessions per day. Almost all other presentations will be available in an on-demand, pre-recorded format. Virtual attendees will have access to the online attendee hub and special virtual networking events.
Notice to attendees and exhibitors: AFS has instituted a Covid-19 vaccine mandate for those physically attending the AFS Baltimore meeting. This is in accordance with our fundamental policy of hosting an event that protects the health of our attendees to the greatest degree possible. Additional guidance is being developed by staff and AFS leadership and will be shared when approved. The guidance will provide allowances for those who have religious or specific health reasons to not be vaccinated but will stipulate appropriate testing requirements. AFS will also adhere to any mask mandate by the City of Baltimore and other CDC guidance at the time of the meeting.
What is the current Covid-19 health guidance in Baltimore and the two main hotels?
Currently, CDC, the city of Baltimore and state of Maryland are allowing for all events to be held but with an indoor mask mandate. If there is any change in the situation, AFS will inform all registrants. For current covid-19 guidance go to:
- CDC: https://www.cdc.gov/coronavirus/2019-nCoV/index.html
- State of Maryland: https://covidlink.maryland.gov/content/
- City of Baltimore: https://coronavirus.baltimorecity.gov/
What is the AFS policy on Covid-19 vaccinations and the Baltimore meeting?
AFS is a science-based organization and has established, as a fundamental priority for the meeting, guidance that will best protect the health of attendees. Vaccination against Covid-19 with known protection against variants, such as the now common Delta, is a critical and proven part of protective measures. AFS meeting leadership have endorsed a policy that all attendees, including exhibitors and AFS staff, will need to be vaccinated. However, we recognize that there are medical or religious reasons for some people to not be vaccinated and AFS will be developing guidance for those attendees to show negative test results prior to on-site registration pickup.
What best practices will be implemented for the meeting to address Covid-19 issues?
AFS will follow the current CDC, State of Maryland, and Baltimore Department of Health guidelines for best practices. We will place any updated relevant guidance on the AFS Annual Meeting website, in an effort to keep all registrants informed.
If the Covid-19 situation worsens, what will trigger the meeting to go fully virtual?
AFS will work with the hotels and local authorities to track Covid-19 and variant occurrence rates. If the situation declines to a point where either AFS feels that it is an unsafe situation for the registrants or governmental guidance restricts public gatherings, we will move the meeting to a fully virtual event and refund any difference between registration paid and the comparable virtual registration.
Will masks be available for people at the meeting hotel?
Yes, AFS will have masks available for registrants to use but you should feel comfortable bringing your own mask and wearing it as you feel appropriate.