Frequently Asked Questions

How do I register as an ABRCMS exhibitor?

There are two types of exhibitors at ABRCMS, “primary” and “additional.” If you are the primary attendee listed on the exhibit booth contract, do not register yourself. You are considered a “primary exhibitor” and will be registered by ABRCMS staff. The term “additional exhibitor” applies to any other members of the recruitment team, e.g., graduate students, postdoctoral students, recruiters, and faculty (anyone not listed on the exhibitor contract). Additional exhibitors can register online through a link at www.abrcms.org/page03a.html. If you are the primary exhibitor and have registered online, a refund (in the form of payment used to register) will be issued to you after the conference.

Does ABRCMS accept purchase order payments?

No, accepted forms of payment are check, money order, Visa, MasterCard, and American Express. If Experient receives a purchase order, it will be forwarded to ABRCMS staff, who will follow up with the customer to secure an accepted form of payment.

Should I address my check or money order to ASM or Experient? Please make your check payable to “American Society for Microbiology” or “ASM.”

How do I cancel my registration, and do I get a full refund of the fee? All registration cancellations must be in writing and postmarked by October 17, 2011. The conference fee, minus a $100 administrative fee, will be refunded for cancellations received by that date. Please note, no refunds will be granted for requests postmarked after October 17, 2011.

If I have missed the cancellation deadline and I am unable to attend the conference, what can I do with my registration?

You can send a substitute in your place. To do so, you may submit a substitution request prior to the conference or onsite. Only one substitution is permitted per original registrant. If you submit a substitution request, you are responsible for all financial obligations (any balance due) associated with the substitution as well as updating any contact information. The substitution form may be downloaded from www.abrcms.org/registrationpolicies.html.

Do you have a downloadable form I can use to register for the conference? ABRCMS registration is completely online; there is no form to download and fill in.

I am a student presenting for my school. What category should I select for registration?

Select the option that best applies to your education level as of November 9, 2011. If you will be a senior, junior, sophomore, or freshman at that time, you are an undergraduate. If you will have completed undergraduate studies at that time, but are presenting research you conducted as an undergraduate, you are considered a postbaccalaureate. If you are enrolled in a graduate or postdoctoral scientist program, you should register as a graduate student or postdoctoral scientist, respectively.

What is the difference between students who exhibit and students who present?

All students must register according to their education level. Students who have had abstracts reviewed and accepted by ABRCMS are considered presenters. Graduate or postdoctoral students involved on a recruitment team for the ABRCMS Exhibits Program are considered exhibitors, not presenters (note that the primary exhibitor associated with your recruitment team will handle your exhibition hall access). If a graduate student is also presenting a poster then they will have a dual role.

Can I register more than one person online? Yes, once you’ve gotten to the point of completion in your registration, a booking summary will come up as your next screen. From the summary, select “Register Another Person.”

Do I have to fully complete my registration online once I begin or can I begin the process and complete it later? Our username and password feature allows you to return to complete your registration no matter where you are in the process.

If I miss the registration deadline date, can I register on-site? This year, the website will reflect on-site registration prices after October 17, 2011. You will be able to register online at the on-site price until November 3, 2010. After this date, you must register on-site.

If I preregister for the conference, can I make a payment with someone else’s credit card on-site? Yes, but you will need to have (i) a statement authorizing your use of the credit card and (ii) photocopies of the cardholder’s ID and the front and back of the credit card. The statement needs to include current contact information for the cardholder, the amount to charge, and the cardholder’s signature.

Can I pay with a check on-site? Yes, the check must be made out to “ASM” and in the amount of the on-site rates that are applicable to the type of registrant you are.

What will happen if my check is not received by the registration deadline? If you have not received confirmation of your payment and registration, it is vital that you contact Experient to see if they have received your payment. If Experient does not receive your payment by October 17, 2011, you will be charged the on-site rates. It is your responsibility to ensure that the payment is received by the deadline to secure the discount rates.        

If I register after October 17, 2011, can I still pay with a check? Yes, however, if you are paying with a check or money order, please do not mail in that payment, as you will need to present it on-site along with your pending payment email confirmation from Experient.

I am preregistered for the conference, but haven’t paid. Can I still pay the preregistered amount on-site? No, ABRCMS must receive your registration fee by October 17, 2011, for you to be eligible for the preregistration discount.

How can I get another copy of my confirmation letter? Log back into your registration account and select “view/resend letter” on the confirmation page. If you do not have access to the Internet, call Experient directly (866-229-3691) and request another email confirmation.

Can I register on-site to attend the conference for one day? Yes. One-day costs to attend the conference are $250 for undergraduate students, $275 for graduate students, and $300 for nonstudent, and $100 for closing banquet admittance only.

What is included in the registration fee? The registration fee covers all meals, conference materials, workshops, and sessions.

Do I register for housing through the ABRCMS registration site? No, this site is strictly for conference registration. For housing registration, go to www.abrcms.org/page03b.html.

Can I cancel my registration if I haven’t paid yet? Yes, you can remove your registration if you have not yet paid through the registration system. When you get to the booking summary page, select “remove a registration from your booking summary” at the end of the registrant’s name.

How do I cancel my registration before the cancellation deadline? If you have already paid, you must contact Experient directly 866-221-7862 (inside the US), or 240-439-2989 (outside the US) before the cancellation deadline of October 17, 2011, to receive a refund, minus a $100 administrative fee.

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