Frequently Asked Questions

We hope you will find answers here to FREQUENTLY ASKED QUESTIONS in relation to our AISES National Conference. For further questions or guidance, please contact us at conference@aises.org. 

We look forward to seeing you at the conference!

Attendee Registration

Health and Safety Policy

AISES asks that you take personal responsibility for your health and safety and protect the health and safety of others around you by abiding by policies set forth by the Centers for Disease Control and Prevention (CDC), state, local, or federal agencies. If any regulations are required by the conference hotels or convention center, AISES will notify all registrants 30 days before the event starts, if possible. Anyone not abiding by these policies could be asked to leave the conference.

Do you have something I can provide to my work/school that supports my intention to attend the conference?

Yes, here is a template letter that you can customize to provide to your work or school.

How do I register multiple people as a group (5 or more)?

Before you begin the registration process, have the students become AISES members (free to students) https://aises.org/membership . If they are already members, they can log in to get their membership number. To receive the AISES member conference registration rate (which is the best rate), you must be an AISES member. Your AISES membership number is required at the time of registration. If you need further information about AISES Membership, please email membership@aises.org or (505) 765-1052 press 1 for membership.

Group registration is the same as if you are registering one person. Once you are done with the first person there will be a question asking if you have another person to register. Once you have added all the people you can submit the registration. Each person must have their own email address.

Are meals included in the conference registration (meal schedule)?

Yes, see the schedule below.

Date	Full Conference Registration (Wednesday - Saturday)	STEM Day Only Conference Registration (Wednesday Only)	College Fair and Friday Only Conference Registration
	Food Included w/Full Conference Registration and specific registration types	Food included w/STEM Registration	Food included w/College Fair and Friday Registration
Wed. Oct 2	Lunch (STEM Day participants only)	Lunch	N/A
Thurs. Oct 3	Appetizers at Networking Event & Hackathon Dinner	N/A	N/A
Fri. Oct 4	Lunch for College Fair attendees	N/A	Lunch
Sat. Oct 5	Student Awards Luncheon and Closing Dinner Banquet	N/A	N/A
Note: Schedule Subject to Change	STEM Day: Pre-college student registration type. College and Career Fair: All who attend Networking Event and Closing Banquet: All registration types Hackathon: Student registration type

How do I modify my National Conference registration record?

You may modify your registration, including cancellations (see cancellation and refund policy), or make a credit card payment, please log into the registration system.

Your login credentials (email address and reference number) can be found on the registration confirmation page that was emailed to you from conference@aises.org at the time of registration. Please note the email address is the one used at the time of registration.

If you need assistance, please contact us at (505) 765-1052 or conference@aises.org.

How do I obtain an invoice for my conference registration?

To obtain a copy of your invoice, please log into the registration system and click on modify registration.

Your login credentials (email address and reference number) can be found on the registration confirmation page that was emailed to you from conference@aises.org at the time of registration. Please note the email address is the one used at the time of registration. Once logged in, please:

• Click Edit
• Then, click Continue on each page until you get to the Registration Record tab and click on the green Print Record button.

What is the attendee payment policy?

Check: If you are paying by check, please make payable to AISES. Include a copy of your invoice or reference your registration record number and attendee name and mail to:

AISES
Accounts Receivable
6321 Riverside Plaza Lane NW, Unit A
Albuquerque, NM 87120
AISES Tax ID # 73-1023474

Purchase Order: If you are paying by Purchase Order (PO), please email a copy to conference@aises.org by September 18. Please reference the 2024 AISES National Conference on the purchase order.

Pre-Conference Registration: The pre-conference registration deadline is September 7, 2024. To receive the pre-conference rates, FULL PAYMENT must be received by September 7, 2024, including purchase order payments. Registration and/or payments received after September 7, 2024 are subject to the onsite registration rates.

Full Registration:  All registrations received after 11:59 p.m. (Central Daylight Time) on September 7, 2024, will receive the full registration rates.  FULL PAYMENT must be received by October 3, including purchase order payments

What is the cancellation and refund policy?

AISES will grant a full refund less a 20% processing fee to any individual who cancels their registration no later than September 7, 2024. Refunds will not be granted after September 7. Cancellation and refund requests must be emailed to conference@aises.org.

Important note: Registrants are responsible for the cancellation of their own travel arrangements (airline, rental car and/or other ground transportation and parking) and/or (hotel) reservations and any applicable fees.

What is the AISES National Conference cancellation policy?

AISES assumes no liability to event registrants (whether they attend the event in person or virtually) on account of any loss or damage resulting from any delay, failure, or cancellation with respect to its National Conference if such delay or failure is caused, in whole or in part, by acts of God, strikes, lockouts, riots, acts of war, earthquake, fire, explosions, situations that make it inadvisable to travel or gather in large groups, or other events, including occurrences or causes beyond the control of AISES (each a “Force Majeure Event”).

If AISES should have to cancel its National Conference (whether it be a combined in person and virtual live event, an all-in person event, or an all-virtual live event) for a reason other than a Force Majeure Event, registrants will be given the option of a refund for their registration fees according to the AISES registration cancellation policy as noted here/or listed above, or to donate their registration fees to AISES.

What is AISES data collection policy?

AISES collects personal information during event registration. Individuals registering agree that AISES may collect, use, and disclose personal data provided by registering for the event. AISES may share attendee information with exhibitors, sponsors, and organizational partners for the purposes of resource sharing, hiring, and recruiting. AISES does not share data it collects with other groups. This is in accordance with our data protection at https://aises.org/privacy.

What is AISES Code of Conduct?

All conference participants are expected to adhere to the AISES Code of Conduct. Anyone who violates the code will be asked to leave the conference immediately. You agree that you, and any participants registered by you, have reviewed, and agree to abide by the AISES Code of Conduct.

College and Career Fair

How do I reserve exhibitor space for the College and Career Fair?

It is simple! Just go to this link - Exhibitor Registration, choose “New Registration”, enter your email, agree to the AISES terms and conditions, select exhibitor, and complete the registration form.  *Please note, space is extremely limited at this time.*

When will the College and Career Fair take place?

The College and Career Fair takes place at the Henry B. González Convention Center on Friday, October 4, from 9:00 a.m. to 4:00 p.m.

Where can I find a list of College and Career Fair participants (exhibitors)?

Over 250 exhibitors participate in the College and Career Fair. You can find an up-to-date exhibitor list here: /exhibitors.

When can exhibitors move into the Exhibit Hall?

• Move-in: Thursday, October 3 from 7:00 a.m. to 5:00 p.m.

• Move-out: Friday, October 4 from 4:30 p.m. to 8:30 p.m.

Why should exhibitors attend the exhibitor orientation?

The orientation is for first-time and returning exhibitors. AISES will provide a brief overview of the organization, highlights for the National Conference, discuss ‘housekeeping’ topics for the College and Career Fair floor and answer any questions you have about the event or the AISES membership. The virtual orientation to your organization’s primary contact who will receive the Zoom link and calendar hold.

Hotel and Travel

Where can I find hotel and travel information for the conference?

Go to this link for list of hotels, rates, cut-off dates, on-line hotel reservations, and information on airport and ground transportation  https://conference.aises.org/attendees/travel.

What are the ground transportation options while in San Antonio?

The San Antonio International Airport offers a variety of ground transportation options, from major rental car companies to taxicabs, limousines, and Rideshare companies (Uber and Lyft) all conveniently located at designated areas of the terminal building. Those traveling with a group may want to consider renting a vehicle or sharing a cab or ride share (Lyft/Uber) to save money and for added convenience.

Media/Advertisement

Will video recordings and photographs be taken during the conference?

AISES and authorized representatives will be photographing, videotaping, and web streaming at various events throughout the 2024 AISES National Conference. Please be aware that by participating in the conference you are consenting to the use of your image by AISES and its authorized agents for promotion purposes only. Please note, all photos are available for personal use, and commercial use will require written consent from AISES. Please email April Armijo (aarmijo@aises.org), Director of Digital Media and Communications with your photo request. Photos will be available 3-4 weeks after the National Conference.

Are media and press allowed to cover the conference?

AISES welcomes the media and press to cover the event. We ask that media and press contact April Armijo (aarmijo@aises.org), Director of Digital Media and Communications, before the conference by email. AISES will provide a media kit and an AISES media badge that will identify the media and press to attendees. Please note there are several events in which the media and press is not allowed to participate or cover for privacy reasons.

Is there a contact for publicity and news opportunities with my tribe or organization?

If you would like to develop a story or conduct an interview ahead of the National Conference, contact Montoya Whiteman, Managing Director of Editorial and Special Projects at mwhiteman@aises.org.

Can I advertise in the conference program?

Only AISES Medallion, Jade, and Turquoise Sponsors can place an advertisement in the National Conference program as part of their package. Sponsoring the Conference Program Printing secures the back cover. No other advertising is available. However, you can advertise in the Fall/AISES Conference Issue of Winds of Change magazine which is in all attendee bags at the conference! Please see the media kit here: https://woc.aises.org/about/print-advertising or contact Candace McDonough, Senior Development Officer, at cmcdonough@aises.org.

Membership & Membership Events

How do I become an AISES member to receive member conference registration discounts?

To take advantage of AISES Member registration discounts, you must be a current AISES member. To become a member, learn more about membership rates, or renew your membership, go to  http://www.aises.org/membership. If you need further information about AISES Membership, please email membership@aises.org  or (505) 765-1052 press 1 for membership.

How do I find my AISES member number?

Login to your AISES membership account at https://aises.site-ym.com/login.aspx. Once logged in, at the top right-hand corner of your screen click on ‘Welcome, [Your Name]!’. A drop-down menu will appear, click on ‘Account + Settings’. Select the ‘Profile’ tab on the left side menu. Under ‘Account Information’, you will see the ‘YM ID’ field. The eight-digit number is your AISES member number. If you need further information about AISES Membership, please email membership@aises.org or (505) 765-1052 press 1 for membership.

What is the Professionals Networking Reception?

This fun and interactive event welcomes professional and student members that are about to become professionals to network in a comfortable setting. Students will also be able to interact with Professional Chapter representatives and talk about professional membership. The event is intended for professionals and college students that will soon be entering the work force. Space is limited. Light hors d’oeuvres will be served. Ticket prices are $45 which may be purchased at the time of conference registration. To register for the conference, please visit https://conference.aises.org/attendees/registration.

What is the Sequoyah Breakfast and Ceremony?

The Sequoyah Ceremony is an event that features the honoring of our new Sequoyahs as we welcome them to the fellowship, and a celebration of our current Sequoyahs' and sponsors' accomplishments and generosity.

The circle of Sequoyah Fellowship is the heart of the AISES family and demonstrates the value of mentorship, reciprocity, and innovation. All Sequoyah Fellows are invited to attend at no cost and are welcome to bring up to one guest for a fee of $50.

Registration by September 13th is required. The breakfast is Saturday, October 5 from 7:00 a.m. – 9:15 a.m. Check-in begins at 6:30 a.m. See conference agenda for location.

Sequoyah Fellows must register using the password that will be emailed to you on July 1st. If you haven’t received the email, please contact membership@aises.org or (505) 765-1052 press 1 for membership.

Your registration deadline for the Sequoyah Breakfast is September 20th.

Is registration required for the Sequoyah Ceremony and Breakfast?

Yes! Due to limited space, all Sequoyah Breakfast attendees are required to register. Sequoyah Fellows must register by September 7th. Please go to the Sequoyah Breakfast and Ceremony registration link to confirm your attendance.

Other

Is FREE Wi-Fi available during the AISES National Conference?

Yes, there is complimentary basic internet. This internet is for basic web browsing such as checking email, social media, and instant messages. Please note that this connection is not sufficient for streaming, video calls, and other large bandwidth applications.

What are the dates and locations of the AISES National Conference?

2024 – October 3 – 5
San Antonio Henry B. González Convention Center
900 E Market Street
San Antonio, TX 78205

2025 – October 2 – 4
Minneapolis Convention Center
1301 2nd Ave S
Minneapolis, MN 55404

2026 - To be announced

2027 - October 14 – 16
Gaylord Rockies Resort & Convention Center
6700 N Gaylord Rockies Blvd
Aurora, CO 80019

Research Presentations

Where can I find answers to my questions in relation to submitting my research to present at the AISES National Conference?

For general inquiries, please go to the Research FAQ page on the AISES National Conference website and for further questions or guidance, please contact us at research@aises.org.

Where can I learn more about the submission process for student and professional research to present at the AISES National Conference?

Please go the research page of the AISES National Conference website to learn when the submission deadlines are to receive a discount on your conference registration, and to find specific instructions for student or professional researchers.

I am interested in serving as a judge for the AISES National Conference research presentations. Where can I find more information?

Thank you for your interest in learning more about being a research presentation judge! Learn more here.

Resumes

Why should I upload my resume to a candidate database?

AISES college students and professionals attending the National Conference will have access to hundreds of industry partners seeking candidates for internships and jobs! By uploading your resume, potential employers can review your information ahead of the conference and throughout the year. Over the years, thousands of AISES members have found their dream jobs through AISES.

Upload your resume to the AISES Career Hub at https://careers.aises.org/

Should I bring hard copies of my resume?

Absolutely! Plan to bring 20-30 copies of your resume to share with partners recruiting for interns and full-time positions. If you need assistance updating your resume/CV, AISES professionals will be on hand in the Resume Room to help you fine tune resume points. You can also print a maximum of five extra copies in the AISES Resume room. Please check the conference agenda for the Resume room location and times of availability.

Sessions Presentations

Each year, AISES seeks speakers to provide education and training for its membership and the larger community on various STEM topics. We value you as a speaker. If selected to present, review the guidelines below.

What is the layout and equipment available in Session Rooms?

Session rooms will be equipped with a projector, screen, presentation clicker, and Windows computer with internet access and connected to an in-room sound system. Each room will also have a podium with microphone, head table and chairs. All rooms will be pre-set. Please do not rearrange the room.
 
You may use your own computer if it is HDMI compatible or if you have an HDMI adapter. AISES will not support computers that do not have an HDMI connection. We ask that if you use your own computer that you reconnect the presentation laptop at the end of your session for the next presenter.

How should I format my presentation?

Please bring any presentation materials on a flash drive or other USB storage device. Presentation laptops are not equipped with CD/DVD drives. For optimal display PowerPoint presentations should be in the 16:9 format. AISES recommends bringing any videos you wish to play on a USB storage device. Internet bandwidth is limited and may cause videos streamed online to lag.

Click Here to download the AISES National Conference PowerPoint presentation template.

When should I register after submitting my sessions presentation proposal?

You should wait until your presentation is confirmed by AISES, at which point you will receive a registration discount code to register for the conference. Do not register for the conference before you receive a code! If you register and pay before receiving this code, your registration refund is subject to the Cancellation and Refund Policy.

Do session presenters receive a discount on National Conference registration?

Each accepted session proposal will receive up to two full conference registrations discounted by 50%, regardless of how many presenters are participating in the session.

Confirmed session presenters will receive a discount code by email. Register for the conference AFTER you have received your discount code.

Sponsorship

How can my organization become a conference sponsor?

Sponsorship helps bring the AISES Family together for the National Conference and aids us in delivering quality programs throughout the year. Partners enjoy being a part of the conference, increased visibility, and year-round access to the AISES membership. To learn about sponsorship, see our 2024 Partnership Guide and contact our Business Development Officer, Haley Buzzard-Hamilton hbuzzardhamilton@aises.org.

Do tribes and tribal enterprises participate in the National Conference?

Yes! AISES collaborates with tribes from across the country and we welcome tribal businesses to participate as session presenters, event sponsors and exhibitors at the College and Career Fair. The AISES National Conference is a wonderful place to recruit top Indigenous STEM talent and your investment aids in advancing our mission to increase the representation of Indigenous peoples in STEM studies and careers. For more information about becoming a Native Circle Sponsor, visit the conference website here: https://conference.aises.org/sponsors/native-circle  or contact Alicia Mitchell, Director of Tribal and Government Relations at amitchell@aises.org.

Where can I find a list of conference sponsors?

See an up-to-date Sponsor list at https://conference.aises.org/sponsors.

STEM Activity DAY

What is STEM Activity Day?

STEM Day is a fun interactive day of activities that includes hands-on STEM activities for middle school and high school students, and educators. Start your AISES National Conference off with this engaging and helpful afternoon of STEM activities and information. STEM Activities Day will feature a Marketplace where pre-college students can visit a variety of booths to learn more about AISES PK-12 opportunities and gain valuable professional development skills such as resume building, college application tips, AISES opportunities and more! Join us on Wednesday, October 2 from 12:00 p.m. to 4:00 p.m.! Please go to the meals schedule to see what is included in your conference registration.

Are meals provided during STEM Activity Day?

Lunch and beverages are included with STEM Activity Day registration.

Who can attend STEM Activities Day?

Middle and high school students and educators.