Thursday, November 11, 2021

Information for the New Orleans Convention Participants

We are delighted that you will be participating in the 2021 ASEEES Annual Convention in New Orleans on November 18-21.

On-site Registration:  Online registration is now closed. If you have not registered yet, you must register on-site at the hotel. As COVID-19 vaccine verification is required for registration, you must bring your proof of vaccination with you in order to register on-site. For any membership or registration questions, please contact us at

Badge Pick-up/Registration Desk: The badge pick-up/registration desk, located on the first floor, will open on Thursday, Nov. 18 at 9:00am CST.  If your vaccination status has been confirmed via the 42 Chat app, go directly to badge pick-up; otherwise, go to the on-site registration desk to show your vaccine card to pick up your badge.


Convention Program & Schedule: The first session begins at 12:00 pm CST on Thur, Nov. 18; and the last session ends at 1:15 pm CST on  Sun, Nov. 21. The online program is regularly being updated. Please note that all times are listed in Central Standard Time, and room assignments are subject to change. The convention mobile app will be available a week before the Convention begins.

Session Presentation Times: Each session is 1-¾ hours long. Presentations on roundtables should be 10-15 minutes per speaker (depending on the number of speakers). For panels, a paper presentation should be 15 minutes on a 4-paper panel and 20 minutes for a 3-paper panel. Discussants should provide comments for about 10 minutes. Please review this page for panel best practices.

For Paper Presenters: Please send your paper to the panel discussant(s) and, ideally, to the other panelists two weeks in advance of your panel.

For Session Chairs: The main task of the chair is to introduce the presenters/discussants and keep them to a set schedule so that all presenters have the allotted time for their presentations. Please gather the speaker bios in advance of the session. We also ask the chair to point out the ASEEES Code of Conduct Policy (see below) and take the lead in establishing an environment that encourages professional behavior and interchange of ideas.

Code of Conduct Policy: Please read the Code of Conduct Policy for the convention. By agreeing to participate in the Convention and registering, you are agreeing to abide by the policy.

Social Media: We look forward to informative and productive engagement on social media at  #ASEEES21 Please read the ASEEES rules for recording and social media.

Audio-Visual Equipment: ASEEES will provide a digital projector set-up in every meeting room for panels and roundtables. You will be required to bring your own laptop (and necessary cables for Mac laptops) to give your presentation. For more information and best practices, click here. There will be an A/V Practice  Room available to test your audio-visual connections in the Cambridge Room, on the 2nd floor.

Special Events: We will offer an array of special events and sessions for the convention, which are listed HERE and in the convention program. We will send out daily alerts of events via the convention listserv as well as the mobile app.

Be sure to join us for the Opening Reception and Exhibit Hall Tour on Thur, November 18, at 6:45-8:30pm. All registered convention attendees are welcome to attend this Opening Reception, featuring live music courtesy of New Orleans & Company. Light refreshments and a cash bar will be available.

Thanks to Sponsors, Exhibitors, and Advertisers: We are grateful for the support of our sponsors, exhibitors, and advertisers who will join us in New Orleans and/or on the virtual platform. The virtual exhibit hall on the convention website is already open!

The Exhibit Hall, located on the 1st floor in Grand Ballroom C,  will open at 5:00pm on Thursday, Nov. 18 and close at 7:00pm on Saturday, Nov. 20. There is no Exhibit Hall on Sunday.

Send Us Your Picture for the 2021  Slideshow: Send us a picture of yourself at a past ASEEES convention, your research site or hometown for the convention slideshow. We will feature the slideshow in New Orleans and during the virtual convention. You can upload your pictures HERE. Thank you!

Covid Protocol and Resources: Please carefully review the updated Covid Protocol and Resources Page.

ASEEES Protocol: All in-person attendees are required to be fully vaccinated two weeks prior to the start of the convention on November 18 and provide verification of vaccination. Vaccine Verification Required: All registered attendees should have received an email from ASEEES with instructions on uploading the vaccination card via a secure, third-party app for validation. Please submit the verification by November 1. The Sputnik V vaccine will be accepted for this purpose. Also, CDC-approved masks must be worn properly during the Convention at all times.  Attendees must bring their own CDC-approved masks.

New Orleans Mandates: The city has lifted the mask mandate for most indoor activities as of Oct. 29, but is maintaining the requirement for proof of vaccine or a 72-hour negative test to enter indoor venues, including hotels, restaurants, and bars. The city has a higher adult vaccination rate than the US average.

International travel and vaccine requirements: The US government has lifted COVID-19 travel restrictions for international visitors who are fully vaccinated with FDA- or WHO-approved vaccines  starting November 8. Unfortunately, because Sputnik V is not approved by WHO at this time, it appears that those vaccinated with the Sputnik V will not be able to enter the US starting November 8. If we hear otherwise, we will inform the participants as soon as possible.

Hotel Reservation: Please make your reservation at the Hilton New Orleans Riverside to receive the block discount.

Check out the hotel amenities and things to do in New Orleans!

If you have any questions about the convention, please contact Margaret Manges, the convention manager, at

We look forward to seeing you soon!

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