Listed below are answers to some frequently asked questions about the Midyear meeting. If you cannot find an answer to your question here, please contact us directly.
General Information
- Where is the 46th ASHP Midyear Clinical Meeting and Exhibition being held?
- What is the attire for the Midyear Clinical Meeting?
- What is the weather like in December in New Orleans?
- Who should I contact if I require special assistance during the meeting?
- Is my child allowed at the Midyear Clinical Meeting?
- Does the New Orleans Ernest N. Morial Convention Center have public parking if I am planning to drive to the meeting?
- Can I smoke at the Convention Center?
Education/Continuing Education
- Where can I find details on educational sessions and other activites offered at the Midyear?
- Will handouts be available for educational sessions?
- Will recordings of the educational sessions be available for purchase?
- When are satellite symposia conducted?
- Where are satellite symposia held?
- How do I register for satellite symposia?
- Is transportation provided to satellite symposia?
- Where do I go to record my CE for symposia?
Exhibition
- What are the exhibit hours?
- What's included in the cost of my booth?
- What is the booth payment schedule and where do I send payment?
- Where do I find the exhibitor housing information for hotel rooms/blocks?
- When will I receive my Exhibitor Service Kit?
- Who attends the ASHP Midyear Clinical Meeting?
- What is the attire for the Midyear Clinical Meeting?
- Are there height restrictions for booths?
- Who do I contact if I need to move into my booth early?
- What if I'm using a contractor other than Freeman Decorating?
- VIP demos or meetings in my booth pre or post official show hours?
- How do I register exhibitor staff attending the meeting?
- How many badges will an exhibitor receive? What if I need CE?
- Do you have a room that I can use for staff or client meetings?
Hotel Information
- What is the Headquarter Hotel(s)?
- Why are guest rooms often unavailable at the Headquarter Hotel only days after housing is “open” to attendees? Why then do rooms become available at the hotel months later?
- What is the tax on the hotel rooms?
- Do the hotel rates include complimentary internet access?
- Why shouldn't we reserve our hotel rooms directly with the hotel or a discount internet provider?
Registration
- How does the meeting registration and hotel reservation process work?
- What are the registration hours?
Travel
- What is the closest airport to New Orleans Ernest N. Morial Convention Center?
- How far is the airport from the New Orleans Ernest N. Morial Convention Center?
- Will ASHP shuttle service be provided to/from Louis Armstrong International Airport?
- Will ASHP provide shuttle service to the New Orleans Ernest N. Morial Convention Center each day?
Events
- Can I bring a guest to the meeting?
- Can a guest attend the Opening Session on Monday?
General Information
1. Where is the 46th ASHP Midyear Clinical Meeting and Exhibition being held?
The meeting is being held at the New Orleans Ernest N. Morial Convention Center in New Orleans, Louisiana.
2. What is the attire for the Midyear Clinical Meeting?
The attire at ASHP national meetings is business casual.
3. What is the weather like in December in New Orleans?
When packing, keep in mind that the weather in New Orleans in early December is typically cool during the day and cold at night. The average high is 64 degrees and the average low is 45 degrees. Hotel and Convention Centers are also cool, and thus, ASHP highly recommends that you bring a sweater and/or dress in layers with you when attending sessions.
4. Who should I contact if I require special assistance during the meeting?
If you have any disability for which you require an auxiliary aid or special service while attending this meeting, please contact Nicole Brown by November 11th, by email at nbrown@ashp.org.
5. Is my child allowed at the Midyear Clinical Meeting?
For health and safety considerations, children under the age of 16 years will not be admitted to the exhibits, educational programs, poster sessions, PPS, or Residency Showcase.
6. Does the New Orleans Ernest N. Morial Convention Center have public parking if I am planning to drive to the meeting?
Ample parking is available at the Convention Center for a daily fee. Follow the link for a map of available parking [PDF]
.
7. Can I smoke at the Convention Center?
The New Orleans Ernest N. Morial Convention Centeris a non-smoking Facility. Smoking is only allowed on the balconies, terraces and other exterior areas of the Facility.
Education/Continuing Education
1. Where can I find details on educational sessions and other activites offered at the Midyear?
The Meeting Program/Planner lists all of ASHP's CE programming. You can see the date/time, room number, learning objectives, presentation titles, and presenter information for all education sessions. You can view the list by day and/or programming/practice interest track. Information on networking sessions, posters, special programs, and events is also included.
Click on any item to add it to your Planner, which you can then print out or send to Outlook. You must be logged into the ASHP CE Center in order to get full use of the Planner – including saving your own personal itinerary, receiving automatic updates should information change, and viewing handouts.
2. Will handouts be available for educational sessions?
Access to presentation slides and abstracts will be made available free to all pre-registered meeting attendees approximately two weeks prior to the meeting through the ASHP CE Center (go to http://ce.ashp.org ) and the Meeting Program/Planner. You can print handouts at Network Connections at the meeting; however, to avoid waiting in line, it's advisable to print them at home and bring them with you.
3. Will recordings of the educational sessions be available for purchase?
All available audio-synched downloads of educational sessions will be free to all full-time registered attendees after the meeting. Access will be through the ASHP CE Center (go to http://ce.ashp.org ). Additional downloads may also be purchased by non-attendees through the ASHP CE Center following the meeting. CE is not available with downloads.
4. When are satellite symposia conducted?
Satellite symposia are conducted Saturday-Thursday during times that do not conflict with ASHP programming and exhibits. Activities may be scheduled anytime Saturday or Sunday. Breakfast symposia are typically conducted before 8:45 am on Monday and before 7:45 am Tuesday through Thursday. Evening programs are scheduled Monday and Tuesday starting at 5:30 pm. Refer to the symposia listing on the website for the most up to date schedule.
5. Where are satellite symposia held?
Symposia are held in meeting rooms at official meeting hotels. Refer to the symposia listing on the website or the October 15 issue of AJHP for the assigned hotel for each event. Specific room locations are listed on the activity brochure and/or websites developed by the organizers of each event.
6. How do I register for satellite symposia?
Refer to the contact listed for each satellite symposium for registration and activity information. Links to online registration are often accessible from the Midyear website. Pre-registration is for planning purposes only and seating will be available on a firstcome, first-served basis.
7. Is transportation provided to satellite symposia?
Limited ASHP shuttle bus service is provided Sunday through Wednesday, 5:30-6:30 a.m. for those attending breakfast symposia. Attendees may use shuttle buses departing the convention center to travel to official ASHP meeting hotels for breakfast or evening events. Return service from hotels in the evening is not provided. Attendees are responsible for their own transportation after attending evening events.
8. Where do I go to record my CE for symposia?
If the symposium is conducted by ASHP Advantage, you may record your CE through the ASHP CE Center (go to http://ce.ashp.org ). For other providers, please follow the directions provided at the symposium. If you have any questions, contact names and phone numbers are provided on the symposia listing.
Exhibition
1. What are the exhibit hours?
Monday, December 5, 11:00 am - 3:00 pm
Tuesday, December 6, 11:00 am - 3:00 pm
Wednesday, December 7, 11:00 am - 2:00 pm
2. What's included in the cost of my booth?
Each inline 10' x 10' booth comes with 8' high drape, 3'high side drape, and an identification sign with your company name if ordered by advance deadline. Each exhibitor is also provided with four complimentary booth personnel badges per 10 x 10 booth. Other items such as carpeting, electrical, and other services must be ordered separately from service providers (refer to the online Exhibitor Service Kit for details).
3. What is the booth payment schedule and where do I send payment?
Fifty percent of the booth balance is due with your contract. The balance is due within 30 days of receipt of your invoice. All booth balances must be paid in full prior to installation of your booth onsite. Any booth contracted after September 5, 2011 must be paid in full by the exhibitor at the time of submission of the contract. Contracts received by October 14, 2011 will be published in the Exhibitor Yellow Pages. Checks must be mailed to the ASHP lockbox address. This address does not accept FedEx deliveries. Please do not mail checks to the ASHP's Wisconsin Avenue street address in Bethesda. Make checks payable to ASHP and mail to: ASHP, P.O. Box 75571, Baltimore, MD 21275-5571.
4. Where do I find the exhibitor housing information for hotel rooms/blocks?
The housing information can be found in the Registration/Hotel section of our meeting web pages. The Hotel Reservations for Exhibitors section includes all the information you will need to secure rooms for your booth personnel.
5. When will I receive my Exhibitor Service Kit?
The online service kit link will available on the ASHP website in September. Freeman offers online ordering.
6. Who attends the ASHP Midyear Clinical Meeting?
Midyear Clinical Meeting registrants typically provide services for acute care patients and work in hospitals with 400 or more beds. Attendees practice most commonly in community (not for profit) hospitals, university hospitals and integrated health systems. The majority of attendees are female (65%). The mean registrant age is 49 with 25 years of practice experience. Total expected attendance is over 20,000 attendees.
7. What is the attire for the Midyear Clinical Meeting?
The attire at ASHP national meetings is business casual.
8. Are there height restrictions for booths?
Reference the Booth Construction guidelines listed in the Rules and Regulations Governing the Exhibits for this and other important booth information.
9. Who do I contact if I need to move into my booth early?
Exhibitors with large booths may be able to get an early start installing their exhibit. To do so, contact Dayna Evans at devans@ashp.org.
10. What if I'm using a contractor other than Freeman Decorating?
All contractors, other than the official exhibitor contractor, must email the Non-Official Contractor form (included in the service kit) and proof of insurance to the Conference and Convention Division at ccd@ashp.org, by November 6.
11. How do I schedule VIP demos or meetings in my booth pre or post official show hours?
The cost for VIP demos is $3,500. If you'd like to invite attendees to your booth pre or post official show hours, contact Michelle Rasnick Tyler at mtyler@ashp.org. You will be resent a list of the date, time and meeting attendees prior to the meeting to coordinate with meeting security. In addition, you will need a company representative outside the exhibit hall to escort attendees to your booth. The official pre and post exhibit show hours are:
12. How do I register exhibitor staff attending the meeting?
All badge requests must be submitted online using the online badge submission page which will be available in October. This tool allows you to request all of your badges for booth personnel. You will need to login with your ASHP Customer number and password. Your ID number is printed on your invoice under the Bill To information. Use only the first eight digits. Your password is the same as the customer number. Contact Michelle Rasnick Tyler at mtyler@ashp.org for assistance.
13. How many badges will an exhibitor receive? What if I need CE?
Exhibitors receive four (4) complimentary exhibit badges per 10' x 10 'booth for exhibitor personnel staffing your booth. These complimentary badges will permit access to the exhibit hall and include a full registration. Additional exhibit badges may be obtained for a fee of $80.00 each badge issued which is above the (4) complimentary badges; no registration will be included for these additional badges.
Exhibit personnel who want to register and receive CE, but exceed the complimentary badge allotment, will be required to pay the applicable meeting registration rates. ASHP members will pay the member rate, non members will pay the nonmember rate, and all early and onsite registration rates will apply.
14. Do you have a room that I can use for staff or client meetings?
ASHP uses all available meeting room space at the convention center for educational sessions. If you'd like to reserve private meeting space at the convention center, you can rent an Executive Suites for a flat fee of $7,000 for use Monday-Tuesday, 8am-5pm. And Wednesday, 8am -2pm. Each suite is 264 square feet and will have an 8' high fabric-covered hard wall, wall-to-wall carpet, one conference table, six conference chairs, and a sign with the company name on the door. For additional fee, suites can be customized with additional furnishings, equipment and catering. For more information, contact Dayna Evans at devans@ashp.org.
Hotel Information
1. What is the Headquarter Hotel(s)?
The Headquarter Hotels are the Hilton New Orleans Riverside (headquarter) and the New Orleans Marriott (co-headquarter).
2. Why are guest rooms often unavailable at the Headquarter Hotel(s) only days after housing is “open” to attendees/exhibitors? Why then do rooms become available at the hotel months later?
Over the past several years, ASHP has communicated the “opening” date of our meeting registration site well in advance of the meeting. Attendees and exhibitors have started to “mark their calendars” for the opening of the Midyear Clinical Meeting website in July. ASHP reserves the largest number of guest rooms offered to us by each hotel and also reserves rooms in a variety of hotels to meet all budgets and tastes. The Headquarter Hotel is the most popular, and thus, receives the largest number of reservations in the first several days. This results in the room block selling out. However, hotel reservations are constantly in a state of fluxuation. As the meeting approaches, attendees and exhibitors cancel and/or change their dates making rooms available again. ASHP recommends that if you are unable to book a room that you periodically check with the ASHP Housing Company, The Housing connection, regarding availability.
3. What is the tax on the hotel rooms?
The current tax on hotel rooms is 13% in New Orleans (subject to change).
4. Do the hotel rates include complimentary internet access?
Yes! All official Midyear hotels guest room rates include complimentary in-room access to the internet!
5. Why shouldn't we reserve our hotel rooms directly with the hotel or a discount internet provider?
When attendees/exhibitors reserve rooms directly with the hotels or through internet providers, ASHP is exposed to penalties for not fulfilling our room block commitments, we risk our ability to rebook preferred meeting hotels and receive reduced rates, possibly lose qualification for the amount of space needed at the convention center and/or are subject to higher convention center usage fees. This in turn could translate to higher registration fees. In addition, when attendees/exhibitors do not use the official ASHP Housing Company, The Housing Connection, ASHP is unable to help assist in the event a reservation is not located in the hotel’s reservation system, protect reservations if the hotel “oversells” its room inventory, and plan properly for the meeting (ex: secure the appropriate number of shuttle buses, communicate to attendees via the door drops, front desk, and in room TV). Help ASHP make this meeting a success! Remember to book early and through The Housing Connection.
Registration
1. How does the meeting registration and hotel reservation process work?
ASHP is providing the option to register for the meeting and make your hotel reservation in one seamless and convenient process! Once you have completed your meeting registration, you will be provided with a personal link that will allow you to directly access the hotel reservation page. Hotel reservations may be made separately and prior to registering for the meeting; however, in order to guarantee the convention rates upon check-out, attendees must register for the meeting.
2. What are the registration hours?
For registration hours and more view the Meeting Registration page.
Travel
1. What is the closest airport to New Orleans Ernest N. Morial Convention Center?
New Orleans is easily accessible from Louis Armstrong International Airport .
2. How far is the airport from the New Orleans Ernest N. Morial Convention Center?
Louis Armstrong International Airport is only 15 miles away from the Convention Center.
3. Will ASHP shuttle service be provided to/from Louis Armstrong International Airport?
While ASHP does not provide shuttle service from the airport, discounted airport transportation to/from all official ASHP Midyear hotels is available through Airport Shuttle New Orleans.
4. Will ASHP provide shuttle service to the New Orleans Ernest N. Morial Convention Center each day?
Shuttle bus service will be provided from all official ASHP Midyear hotels to the New Orleans Morial Convention Center (except for the Hampton Inn & Suites, Hotel New Orleans, Marriott Convention Center, and Wyndham Riverfront as they are walking distance to the Convention Center) Sunday, December 4 through Thursday, December 8.
The official shuttle schedule will be available in October.
Note: The shuttle schedule is subject to change based on usage. Please check the Midyear News & Views, distributed at the meeting, daily for updates.
Events
1. Can I bring a guest to the meeting?
Yes, guests are welcome; however, ASHP does not have a Guest Program package available during the meeting. Registrants may purchase tickets for guests, on an a-la-carte basis, to the specially planned events (ex: Wednesday Event and Thursday Networking Luncheon).
2. Can a guest attend the Opening Session on Monday?
Yes, guests may attend the session but must have a badge. Badges can be purchased in the Registration area for a fee.