PSM General Information:

Date of Go Live Meeting:  

CS Rep Attended:   Deborah Eiland, Elizabeth Boyce, Sheraine Beasley,

ESM Hosting: Lisa Scarbrough

Show Name:

Show Dates:

Show Team:

Live Dates

Attendee:   September 19, 2017

Exhibitor:  Mid-November 2017

Group:      MId-November 2017

Open to the Public or  Trade Only

Industry Only

Show Email Address and Phone Number

Is CS contracted to support the emails from registrants?  Yes.

Email:  aacr@compusystems.com

Phone: 224-563-3175  

Show Hours /

Onsite Registration Hours

Education:

Saturday, April 14, 2018- Wednesday, April 18, 2018

Exhibits and Poster Sessions:

Sunday, April 15, 2018 - Wednesday, April 18, 2018

Onsite Registration               Registration is in North Hall

Exhibit Show Dates and Times

Show Location

Show Website

Registration Method(s)

How can people register?

Abstracts

Contact:

Approval Process

Is there an approval process for this show?  No

Attendee Badge Mailing/Info

Are we mailing Attendee badges?  Badges are not being mailed; all badges are Express to be picked up onsite.

AACR mails the Proceedings Only – MP option in Client Services (not available to International or Canadian registrants).

The following prints on badge:  First name, middle initial or name (put period after initial) last name, company name, city and state.

What does the badge allow access to?    Your badge will provide you with access to the scientific sessions as well as the exhibit floor.  Everything except for the Grant Writing Workshop.

Attendee Fee/ Packages

What are the registration fees/packages?  See reg form or below.

*** There are no EXPO Only registrations.

Registration Rates

Attendee List / Traffic Max

Yes, we have Traffic Max.  Exhibitors can find this on their dashboard.  Please refer further inquiries to Exhibitor Support x 5810

The Broadcast E-mail service offered by Traffic Max allows exhibitors to select a registrant list and send out e-mails to them.

Also, there is a mailing service:

Traffic Max Mailing Service: The service will first allow you to select a targeted registrant list, and will then provide a PDF of your selected list in an Avery 5160 format, printable within your web browser. You will be charged for both the Label Print Service and the rental of the registrant list. The list you select can only be used one time for this label printing only. You will not receive this list in any other format than a .xls file.

Badge Mailing

Cancellation/Refund Policy

What is the cancellation policy and procedure regarding the following?  

Requests for refunds must be made in writing to the AACR at aacr@compusystems.com. There will be a $125 processing fee applied to refunds requested by March 5, 2018. No refunds can be made after this date.

Career Fair

Per website: If you have a question and wish to speak with a representative of CancerCareers.org, please contact them at (215) 440-9300 and ask for the HR Department. You may also email them at CustomerService@CancerCareers.org.

AACR 2017 Cancer & Biomedical Research Career Fair

Saturday, April 14, 20189:30 a.m.-3:00 p.m.

Scientists at all levels are invited to attend the AACR Career Fair during the AACR Annual Meeting 2018 in Chicago. The fair will enable job seekers to connect with employers from government, industry, and academia. Representatives from prospective employers will be available to interview job seekers.

Visit CancerCareers.org to learn more about the AACR Career Fair and to upload your CV.

Proceedings on Flash Drive

The AM proceeding on Flash Drive is only available for purchase. The cost is $15 and all orders can be picked up at the Advance Registration Counters in McCormick Place.

Must purchase Flash Drive option to receive it onsite.

Certificate of Attendance

Onsite: Registrants may pick up certificates of attendance onsite in the registration area.  

Post-show: They can print their own certificate and receipt from their dashboard.  They should click on the modified URL in the confirmation.  Click Registration Tools.  Certificate and Receipt options will be on the left side.

CME’s

Are CME’s available for this show?    YES – CME credits are available at many AACR meeting and conferences. Please visit the conference homepage for information. Questions regarding CME credit availability may be directed to the AACR Office of CME at (215) 440-9300 or cme@aacr.org.

Post Show:  Registrants can go to this site, enter their last name and first 6 digits of their registration number to access their CME credits: http://www.abstractsonline.com/CMEd/?mKey=%7b657EA145-14B0-4465-AFDE-685A3EDA1DEF%7d

Confirmations/ Combined Confirmations

All mailed or faxed registrations will be confirmed within two weeks of receipt. Online registrations will be confirmed at the time of registration.

All advance registrants will receive an Express Badge Pickup confirmation via email approximately one week prior to the start of the conference. **UPDATE -see below.  

Please bring this notice with you to the AACR Annual Meeting 2018 in Chicago and you may proceed to the Advance Registration counters for fast pick up of your registration credentials. Your badge will provide you with access to the scientific sessions as well as the exhibit floor.

Will there be combined confirmations for this show?  No.

Contact Info (Client Information)

Contact Us Tab

Is this completed on the website? Yes

(CS Rep to review the Contact Us page on the website)

Corrections/Updates

Is Customer Service allowed to make corrections/updates?  Yes.  

• Customer Service is not allowed to change member status, for example, Active to Associate, etc.  
  
• Do not enter any prefixes or suffixes such as Dr., Ph.D., etc., before the first name or after the last name in Database Manager.  (It will not print on the badge).
  
• As of 4/10/15:  Any email we receive regarding a comp registration should be sent to ESM.  We should NOT be making any additions or changes to existing comp registrations.
  

If attendee registered as a Nonmember becomes a New Member. Can CS change registration type? Must cancel nonmember registration with a cancellation fee and re-register as a Member. They should be charged current member rate and not the rate based on add date.  See Membership section below.

If attendee registered in error as a Nonmember – CSI can update registration to Member

Please remember we do NOT add any degree or title after any last name.

Credential Approval Information/

Procedure

Will credentials be submitted for the show?  No.

Credit Card Swap

From: Teresa Spano <teresa.spano@csireg.com>Date: Wed, Nov 27, 2013 at 2:13 PMSubject: Swapping Credit Cards / No Longer Allowed

Effective immediately, we will no longer allow registrants to swap credit cards.   Our response to these registrants should simply be:

"Unfortunately, swapping credit cards is not a service that we provide. We apologize for any inconvenience this may cause"

Dashboard

Will this show have a DASHBOARD?  Yes

What are Attendees able to do from their DASHBOARD?  Print visa letter if requested or resend confirmation.

What are Exhibitors able to do from their DASHBOARD?  Edit, resend confirmation, access Buyer Connect (post-show).

(i.e. edit, submit payment, visa letter, add a spouse, invite a friend/customer)

Data Entry

Do not add any credentials/titles such as M.D., Ph.D., etc after the name of the registrant.

Periods must be used behind the middle initials.

Dress Code

Dress Code for AACR meetings, conferences, and for workshops is casual; men are not required to wear jackets or ties.

Exhibitor Badge Mailing/Info

Are we mailing Exhibitor badges?  No.    The Key Contact can pick up all badges for a booth at one time, or an individual exhibitor can pick up their badge with proof of identification.

What do EXH booth staff badges allow access to?   Expo floor only.    Each Exhibiting Company is entitled to 5 complimentary exhibit staff badges per 10’ by 10’ booth space, 1 complimentary Exhibitor/Conference’ registration per 100 sq. ft with a maximum of 10 per company.   An Exhibitor booth staff badge will give you access to sessions if the badge explosion reads EXHIBITOR/CONFERENCE.   Badges over-allotment will incur a $75.00 fee.

If the exhibitor is a member of AACR, they should just register for an attendee badge under their member number and pay that rate.  It will give them the same access.

What do EXH conference badges allow access to?   Exhibit hall and Sessions

Can exhibitor key contacts pick up groups of badges on-site, or must the individuals pick up their own?   

Contact can pick up group but not encouraged.

Exhibitor Conference  (Sessions) Passes

Note Customer Service: In previous years, exhibiting companies were given complimentary conference passes that could be used by anyone in their booth.   1 complimentary Exhibitor/Conference’ registration per 100 sq. ft with a maximum of 10 per company.The option can be purchased at the Nonmember Industry rate.  Prices listed in PSM.  There will be no sharing of conference passes.  This is option ESP when the Reg Code is EXH.

Exhibitor Username & Password

Is CS allowed to give exhibitors their Username and Password? They have to register via their map your show dashboard.

We should not be giving out username and passwords.  We can forward email requests for username and password to exhibits@aacr.org.  For callers, we can give them exhibits@aacr.org to contact.

Can CS resend EXH Username and Password letters?  NO.

How often is the exhibitor file uploaded?  May be weekly or every other week.

Express Registration Confirmations

The Express Registration letter goes out about a week before the start of the conference.

As we get closer to the show and a registrant has yet to receive the bar-coded confirmation, they may still get into the show without it. We are unable to resend them. Registrants are able to pick up their badge with their current confirmation and a valid photo ID.

All advance registrants will receive an Express Badge Pickup confirmation via email approximately one week prior to the start of the conference. **UPDATE -see below.  

Please bring this notice with you to the AACR Annual Meeting 2018 in Chicago and you may proceed to the Advance Registration counters for fast pick up of your registration credentials. Your badge will provide you with access to the scientific sessions as well as the exhibit floor.

Future Show Dates

Future Annual Meetings:

March 30-April 3, 2019Atlanta, GA

April 25 - 29, 2020

San Diego, CA

Government rates

There are no government rates.  The only exception is people who work for NCI or NIH and these people were given a code to use.   We should NOT be giving this code out.  This can vary from year to year.

Group Registrations

Are there group registrations?   Yes, for 25 or more registrations at once.

CS note:  (They must have 15 entered to see the finish button.  After they have submitted their first 15, then they can go back in via their dashboard and enter one at a time.) This is the group registration website:  

Group Onsite Registration

Registration will open on Friday, April 13, at McCormick Place.0

• Friday, April 13 from 3:00 p.m.-7:00 p.m.
  
• Saturday, April 14 from 7:00 a.m.-6:00 p.m.
  
• Sunday, April 15 from 6:30 a.m.-6:00 p.m.
  
• Monday, April 16 from 6:30 a.m.-6:00 p.m.
  
• Tuesday, April 17 from 6:30 a.m.-6:00 p.m.
  
• Wednesday, April 18 from 6:30 a.m.-12:00 p.m.
  

Per Lisa 11/10/16:  Group registrations can cancel without fees; but they cannot change names.  When they add a new registrant, they will pay the current fee for the new registrant. This is verbiage on the group site:   New registrations and/or cancellations may be processed at any time using the group registration website. In order to substitute one delegate for another, the group administrator must cancel the original registration record and then create a new registration. The applicable rate at the time of registration will apply to the new record.

p

Are there discounted group rates?   No.

There will be a group site.  Goes live November 1st..  Should encourage registration via the site. No reg. forms accepted..  Questions on group registrations should go to aacr@compusystems.com

Guest/Spouse/Child Policy/Procedure

All Spouse and Guest registrations will be done on site.  They will not be able to register in advance.

May a Spouse attend?  Spouse registration is not available in advance and may only be purchased onsite beginning Sunday, April 15, 2018.  All spouse registrations must be tied to an existing attendee record and is not available to individuals working in the cancer research field.  The Spouse fee includes only social activities provided during the conference and access to the poster and exhibit hall; it does NOT admit individuals to lecture sessions.  The fee for Spouse registration is $75.

May a spouse attend?  Same as Spouse above.  Registration will be on site only.  Please share the text below to anyone asking about the guest exhibit only pass.  They are not changing their stance on this:

It has always been AACR policy that guest passes must be tied to an attendee or exhibitor record.  This is a closed scientific show and is not open to the general public.  Guest registration is not open to scientist in the cancer field.  There has never been an option to solely attend the exhibits only.  We apologize if this is not clearly indicated on our website. 

Exhibitor Guests (may not be an option in 2018 - waiting for client to confirm)

• Not an option this year!  In advance OR onsite (per client 9/18/17)
  

If someone is already registered, how do they add a Guest or Spouse?   Spouse or Guest must register on site.  They must be tied or linked to an existing registration.

If YES, what is the fee/procedure/policy?  $75

May a Child attend?    No, children under 12 years of age are not permitted in any scientific session, poster session, or the exhibit hall at any time.

CHILD CARE:

The AACR will provide professional child care services at reduced rates subsidized by the Association for infants and children ages 6 months to 12 years during the Annual Meeting. The exact hours, location, and costs of this service will be available in January 2018 on the AACR website.

Nursing Mothers Suite
Annual Meeting participants who are also nursing mothers will find the Nursing Mothers Suite to be a private, comfortable, and secure environment in which to nourish and nurture their babies. AACR-Women in Cancer Research is pleased to sponsor this important service. Additional information will be posted in January 2018.

Hotel and Travel

CMR is the housing vendor.  The housing link is on confirmation page of registration.  AACR Housing Bureau agents will be available to accept reservations as well as provide information on the AACR official hotels Monday through Friday from 9:00a.m. to 9:00p.m., U.S. Eastern Standard Time.

CMR Housing:  aacrhousing@cmrus.com or 888-381-7166 or 415-979-2262 (please confirm from AACR home page)

Gant Travel:  Gan Travel is the official travel coordinator for AACR.  They can be reached at aacr@ganttravel.com or (800) 255-8664 [630-227-3873 for calls from outside the U.S. and Canada].

Early Access to Annual Meeting 2018 Housing Opens Today for AACR Members

From: Felder, Robin on Tuesday, September 19, 2017 9:13 AM

We’re pleased to announce a New Member Exclusive Benefit that will provide AACR members in good standing, dues paid through December 31, 2017, with an opportunity to reserve hotel accommodations for the AACR Annual Meeting 2018 (April 14-18, Chicago, IL) before reservations open to all attendees.  This exclusive opportunity is available for one week only during the period of:

Tuesday, September 19 at 9:00 a.m. (ET) through Monday, September 25 at 11:59 p.m. (ET)

Frequently Asked Questions

Details about this exciting offer are available on AACR.org (Membership and Annual Meeting 2018) as well as in the Call for Abstracts.

Directing Inquiries

Membership Department

All inquiries from current Members concerning the status of their membership, or nonmembers interested in joining AACR and reserving housing during this Exclusive Members Only Period, should be directed to the Membership Hunt Line x770.  Emails may be sent to membership@aacr.org.

Please note in particular that:

1. Members may quickly and easily pay dues online via myAACR as necessary.  (Of course, Membership team members are also available to speak with individuals to address any concerns.)
   
2. Nonmembers interested in joining and enjoying this new member benefit are encouraged to submit a membership application via myAACR without delay.  Although our usual review period is 30 days, every effort will be made during this period to process applications as quickly as possible.
   

CMR Housing

Questions regarding hotel availability, location, amenities or room cost/payment should be directed to CMR Housing - Monday-Friday, 9:00 a.m. -9:00 p.m. (ET).  (888) 381-7166 (Toll Free U.S. & Canada), (415) 979-2262 (Outside U.S. & Canada) OR aacrsupport@cmrus.com.

International Registrations

This can be sent to those who request a comp registration for traveling from a low-income country. Just insert their name and change city (for future meetings).

Dear ,

Thank you for your note and interest in attending the AACR Annual Meeting 2018.  Regretfully, we do not have any opportunities currently available to offer registration waivers.  We can, however, offer you the early registration rate as an option.

We wish you the best in your research endeavors and sincerely hope that you will be able to join us in Chicago for the meeting in April.

With best regards,

Invite a Customer

Is Basic or Premium Invite a Customer being offered? N/A

(If YES, forward to ESG)

Invoice Request

Email 3/25/15:  For any registrant requesting an “invoice”, please send the Registrant Details.  If that will not suffice, let them know they can scan their badge onsite in Registration and get a receipt when they pick up their badge.   Receipts are available on their dashboard after the meeting.

Media

See Press Section

Membership

Is this a membership show?  Yes, there are member and non-member registrations.  Member search is by last name, zip code & email address.  (You may have to enter their member number online to find their zip code).

NOTE:  Email 10/16/15:  Please let everyone know that other than non-member registrations with a membership we cannot verify, we should NEVER select the member status.  This information will pull forward from either entering the member number or doing a lookup.  The person entering the record should only have to pick the corresponding reg. code.

Email 12/4/15:  If we get a form and cannot verify membership, it should be entered in as non-member (industry or non-profit based off their company name) with a status of (P) Pending.  They should only be charged what they authorized on their form.This will generate a membership pending confirmation and also leave them with a balance due.

Their registration will stay in this status until they provide us with a VALID membership number that we can verify or pay the difference.

Eligibility for Registration at AACR Member Rate:
Nonmember individuals interested in registering at the early registration member rate must submit membership applications no later than December 8, 2017. Individuals who are interested in joining the AACR and registering at the advance registration member rate must submit membership applications no later than January 26, 2018. Only individuals who are listed on the membership rolls as of April 6, 2018, will be accorded the privilege of registering for the AACR Annual Meeting 2018 at the member rates noted on the registration form in this publication. If upon review of membership application a candidate is deemed ineligible for the membership category to which he or she has applied, then the candidate will need to register in advance at the nonmember rate.

Are we allowed to give out membership numbers if requested?    No. We are not allowed to give out membership number. If the member # does not work on web or CLIENT SERVICES, it may be because their membership is suspended. They need to contact membership to get it updated at membership@aacr.org.

How often is the membership file uploaded?  We receive  a flat file daily.  We are using web services.  Always use LAST NAME and ZIP CODE EMAIL ADDRESS for member searches via web services, see screenshot. The first name and email fields are not required for the look up.

How is membership driven (company/individual)?  Individual

Are there membership status reg codes (i.e. AACR/FNCE)?  Yes, S for MAS, F for AFM, H for HON, E for EMM, U for STU, and A for MEM

Mobile App

There is a mobile app powered by Oasis.  For assistance with the app, contact 217-398-1792 or fill out and submit the Help Desk form found on the app.

Mobile Optimized Registration Site

Does this show have an Attendee or Exhibitor Mobile Optimized Registration Site?

Attendee: No

Exhibitor: No

NIH / NCI  

Employee Discount

(NO WORD ON THIS

AS OF 9/21/16)

NCI code will go into effect 1/30/17.

It will be NCI2017.

They are only entitled to the advance rate (middle rate).

Code will expire when onsite registration opens on 3/30.

NIH (National Institute of Health) and NCI (National Cancer Institute) employees will be receiving an email offering a discount for registration using a discount code.   The discount code will be NCI2017.  Anyone who uses the code will be given the early rate.  The field to enter the code should be on the welcome page.

Please verify their email address, which should be @mail.nih.gov or @mail.nci.gov.

Onsite Print Program

The Print Program is available by request only. Annual Meeting Program information is freely available through the online Itinerary Planner, the 2016 Annual Meeting App, and the printed pocket calendars. Printed copies of the program will be made available throughout the Convention Center. To request a personal copy of the printed program (approx. 680 pages), it should be selected on the online registration.

The Proceedings and the Itinerary Planner will be available free online approximately 1 month prior to the meeting.

Outsourcing

Will Data Control send registration forms to be outsourced?   Yes.

Payment Method(s) / Procedures

What type of payment is accepted (Delete payment types not accepted)?

When using a registration form:

Return by mail:

AACR Annual Meeting 2018

CompuSystems

2651 Warrenville Rd, Suite 400

Downers Grove, IL  60515

Fax:

708-344-4444

Courier Delivery:

AACR Annual Meeting 2018

c/o CompuSystems, Inc

2651 Warrenville Rd., Suite 400

Downers Grove, IL 60515

Is credit card processing in real time?  Yes

Are we allowed to accept registrations without payment?  Wire transfers accepted – see Wire Transfer section.  

If a registrant has already paid and would like to charge a different credit card, is this allowed?   No.  "Unfortunately, swapping credit cards is not a service that we provide. We apologize for any inconvenience this may cause"

Pre-doctoral Student/Postdoctoral orClinical Fellow

An adviser or professor type, should vouch for the person registering that they are a part of a pre-doctoral or post-doctoral program.

**Please make sure that the callers inquiring on this understand what is required (The website is not as clear as the registration form).

The information below is what is requested on the registration form.

Press / Media

The Press registration form can be found on the website under Media Relations and Publicity.  Please complete the form and mail or fax to the address printed on the form.  Forms must be returned no later than March 13, 2017:

American Association for Cancer Research

Attn: Lauren Riley

615 Chestnut Street, 17th Floor • Philadelphia, PA 19106-4404

Fax: (215) 446-7291

For further press/media questions or assistance, contact Jeremy Moore at 609-519-0212 or Julie.Gunther@aacr.org

For Visa Invitation Letter see Visa Invitation Letter section below.

Proceedings /

Mailed Proceedings/

Printed Proceedings

The Proceedings will be available in one of 4 ways:

• Online Proceedings (OP) - this is available to all the registrants at no cost.  The Proceedings and the Itinerary Planner will be available online approximately 1 month prior to the meeting.
  
• Mailed copy of printed Proceedings (MP).  This is offered to U.S. registrants only (not int’l or Canada) for $85.  Mailed copies must be ordered by February 2, 2018.  They will be mailed to you approximately two weeks before the meeting.  After the meeting, remaining copies will be available for $85 plus shipping.  Canada & International registrants cannot have the option of adding on mailed Proceedings.
  
• Pick up a copy of printed Proceedings (PP) at Annual Meeting.  This is $70.
  
• Proceedings on flash drive (FDP) - This replaces the CD rom and is $15.  
  

Proceedings are the book form of the Abstracts of Oral Presentation and Abstracts of Poster Presentations.  

The Proceedings of the AACR will contain abstracts of all proffered papers accepted for presentation as well as the extended abstracts submitted by invited speakers.

How can I obtain a copy of the proceedings if I cannot attend a meeting or conference?
Please contact programs@aacr.org for availability and pricing.

Shuttle Bus Information

Check AACR home page at www.aacr.org

Speakers

Speakers get a comp registration.

Student Registration

Are there student registrations?  Yes.

If Yes, what credentials are accepted (i.e. student ID or class schedule)?   Nonmember Predoctoral Student section must be completed on registration form.

Are credentials accepted onsite as well as in advance?  Yes

Email 11/29/16:  AACR Student member class contains two types of students – those in high school and those attending college/university.  Our Student members that are in high school may attend the Annual Meeting for free, if they register through our Science Education program.

For your staff processing registrations for AM17, please have them direct Student members in high school to contact AACR’s Science Education team at scienceeducation@aacr.org , to receive free registration for AM17.

Substitution Policy

Are substitutions allowed?  Yes, must submit the request in writing to aacr@compusystems.com

What registration types or reg codes may be substituted?  Not reg code or type driven.

As of 4/23/15 Email from Vicki F:

From: Vicki Farrahi <vicki.farrahi@csireg.com>Date: Thu, Apr 23, 2015 at 10:29 AMSubject: Moving MoneyTo: ESMTeam <ESMTeam@csireg.com>Cc: CSD <csd@csireg.com>, F P <fp@csireg.com>, Data Control <datacontrol@csireg.com>, Kahle Williams <kahle.williams@csireg.com>, Alexandra Schneider <Alexandra.Schneider@csireg.com>, Frank Anselmo <Frank.Anselmo@csireg.com>

Here is a friendly reminder for a procedure that was put into place in February of 2014:  

Effective immediately, Financial Processing will no longer move money for credit card payments for records that are overpaid (cancelled options, changes in reg type or registration substitutions etc.). 

advocate

The new procedure will be:

1.  issue a refund to the credit card holder that is over paid

2. obtain authorization to recharge the same credit card or collect a new form of payment for the registrant that has a balance due

Survivor Advocate Members

Approved Survivor Advocate members.

This category has been included on the reg. form and they can register online.

If you get an email or a phone call or reg. form about someone having problem getting the rate online or a form requesting this rate, please see if their name is on the list in G-Docs..  If so, they will need to either fax a form to us or if they registered online in the wrong category, you can change the reg. code and process a refund for the difference.

Updates / Corrections

- See Corrections/Updates

Visa Letter of Invitation

How do registrants request a Visa Invitation Letter?  Please list out the steps they need to take to complete this.

An official letter of invitation is available through the online registration system or by emailing AACR@compusystems.com.

Guest/Spouse registrations can receive a Visa Invitation Letter

ATTENDEES:

• For Canadian and International Registrants, Visa Letters may be requested online during the registration process for $0.
  

How do they receive the letter? From dashboard for PDF or by FedEx if they pay.