Frequently Asked Questions
If your question does not appear in any of our FAQs, please contact us at firstname.lastname@example.org.
Q: How do I register?
A: To register for the conference, please visit the 2020 Conference & Bookfair section of the AWP online store after registration opens on August 1. Registration rates and dates are available on the 2020 Conference & Bookfair Registration page.
Q: What does a registration to the conference provide?
A: Conference registration will provide access to all events listed in our events schedule and the bookfair. Registration does not include any meals, travel, or lodging expenses.
Q: How do I register for more than one person?
A: Once you’ve selected a category from the conference store page, click the gray “Add Another Attendee” button beneath the first set of registration fields. You may add as many additional registrations as needed. When registering other attendees, please uncheck the box that reads “Please check if you are purchasing this registration for yourself,” otherwise, this registration will be linked to your AWP account and will not be viewable to the attendee.
Q: How do I know I have registered successfully?
A: You will receive an email confirmation and a copy of your receipt after submitting your online order. You can view your registration details and download a PDF of your receipt from your AWP user account.
Q: I haven’t received my confirmation or receipt. What should I do?
A: If you didn’t receive a confirmation email, it is possible that your email address is entered incorrectly or that your spam filter (or your ISP’s spam filter) blocked the email. Please log in to your AWP account and make sure that the email address for your account and your registration information are both correct. You can also download your receipt from the receipts section of your AWP account.
Q: How do I make a change to my registration?
A: Your registration details can be found by logging in to your AWP user account, clicking “My AWP Account” at the top of the page, and then selecting “My Registrations” from the orange sidebar to the left of the page. To make a change, first click the green “Edit” button beneath the registration details to make changes to the information fields. Click “Save” when you are done. Please remember that the name and affiliation will be printed exactly as they appear on this page, including capitalization (or lack thereof).
Q: If I need to cancel my registration, what is the refund policy?
A: Conference sales are final and nonrefundable. A registration may be transferred to another individual, provided that this individual is not already registered, the registration is used for the same conference, and the individual qualifies for the type of registration being transferred. For example, a student registration can only be transferred to another student. A registration may also be deferred to #AWP21 in Kansas City, MO or applied to the cost of an AWP membership. For more information about registration transfers or deferrals, please contact email@example.com.
Q: If I purchased a preregistration or will-call registration, where can I pick up my registration?
A: All registrations will be printed onsite at kiosks in the registration area. To make the process of printing quick and convenient, please make sure to bring your unique registration code with you to the conference. If you arrive to pick up your registration without this code, your expected wait time may increase dramatically. You can pick up your conference program and tote bag in the registration area as well.
Q: Where can I find my unique registration code?
A: To view and manage your conference registration information, visit the 2020 Conference Registration Management page of your AWP user account.
Q: If I have not registered before the conference, can I still attend the conference?
A: Yes. All of our registration kiosks will allow you to print a pre-purchased registration and/or purchase additional registrations onsite. Payment may only be made by credit card. We encourage you to register online before you arrive at the convention center to avoid waiting in lines.
Q: When can I check in?
A: The onsite registration kiosks are open from noon to 7:00 p.m. on Wednesday, March 4; from 8:00 a.m. to 5:30 p.m. on Thursday, March 5, and Friday, March 6; and from 8:00 a.m. to 2:00 p.m. on Saturday, March 7.
Q: Do I have to register for each individual panel or reading that I want to attend?
A: No. Once you have received your conference registration, you may attend all of the conference events listed in our events schedule and the bookfair. In rare instances, such as yoga or other fitness sessions, advance sign-up may be required in order to prevent overcrowding. Sign-up information will be provided in event descriptions if required and will be free to all registered attendees.
Q: Can I purchase a one-day registration to the AWP Conference & Bookfair?
A: Yes, you can attend the conference for a single day with the Saturday Pass. The Saturday Pass can be purchased onsite in San Antonio on Saturday, March 7 for $45, and provides access to all Saturday events and the Bookfair. You can also purchase the Bookfair-Only Saturday Pass for $5 to access just the Bookfair. One-day registrations are not available for Thursday, March 5 or Friday, March 6.
Conference Attendee FAQs
Q: What do I do if I’ve forgotten my password and can’t view my AWP user account?
A:You can easily retrieve your password by clicking the “Forgot Password” link in the login box. Enter the email address you used to create your AWP account, and then click “Submit” to have a new password emailed to you. If your email address isn’t accepted, please contact our membership services department for further assistance at firstname.lastname@example.org.
Q: How can I obtain a press pass?
A: Please email all requests for press passes to email@example.com before February 18, 2020.
Q: How can I find out in advance the schedule of conference events?
A: All conference events are listed in the online conference schedule. The online schedule is the most up-to-date schedule of events. Each attendee will receive a hard copy of the schedule in the conference program. Due to the publication schedule, the printed program may not be as accurate as the online version. AWP reserves the right to modify the conference schedule, which is published as an indication only.
Q: Who selects the AWP Conference & Bookfair events from the proposals?
A: The city-specific subcommittee, composed of the committee chairs from the AWP Board of Directors as well as professionals from AWP’s membership, is responsible for accepting or rejecting proposals. Each subcommittee member spends approximately four weeks reading, reviewing, and ranking between 250 and 1,000 proposals. Each proposal is reviewed by at least four subcommittee members. All events are grouped, reviewed, and ranked alongside proposals of the same event type. Incomplete proposals are removed from consideration. For more information about the selection and scoring process, please see our Event Proposal Guidelines. You may also view a list of the San Antonio 2020 Subcommittee members.
Q: At what times are conference events and the bookfair scheduled?
A: The bookfair opens and conference events begin at 9:00 a.m. on Thursday, March 5. The bookfair closes at 5:00 p.m. each day of the conference, and conference events conclude at midnight on Saturday, March 7. Throughout the day, 15–25 concurrent events run every 75 minutes with 15-minute breaks in between. Evening events and receptions are held nightly between 6:30 p.m. and midnight. While no presentations are scheduled on Wednesday, March 4, attendees may use the afternoon to retrieve their registration materials at the onsite registration kiosks. We urge attendees to pick up registration materials on Wednesday to avoid long registration lines on Thursday morning.
Q: What types of events can I expect to see at the AWP Conference & Bookfair?
A: Please review the online conference schedule to learn about the types of events we host. Previous conference schedules are available in the Conference Archives and Photo Albums section of our website.
Q: Is there ever a longer scheduled break between sessions for lunch or socializing?
A: Attendees are welcome to take breaks as they wish, but in order to fully capitalize on our meeting space and to avoid crowding, we do not suspend sessions during lunchtime.
Q: What accessibility accommodations are available for attendees?
A: AWP is committed to making arrangements that allow all attendees to participate in the conference. For a complete list of all the accommodations available to attendees, please see our Accessibility Services page. Please direct any questions or specific requests to firstname.lastname@example.org.
Q: Where do I find information about hotels?
A: Once you have registered for the conference, you will receive access to the Hotel & Travel page on our website. This page will provide you with information about the official AWP conference hotels. Reservations must be made directly with the hotel. Should you need any information about AWP conference hotels before you are able to register, please email email@example.com for assistance.
Q: How do I find more information about transportation, parking, and travel within San Antonio, TX?
A: Hotel and travel information is only available to registered attendees. Once you have registered for the conference, please visit the Hotel & Travel page on our website for the most up to date information on transportation, parking, and travel.
Q: Can I still request a projector and screen for my presentation?
A: Panel organizers must request a projector and screen for their event at the time the proposal is submitted on May 1 each year. AWP can accept late requests up to September 1. Unfortunately, we cannot add additional audiovisual equipment after that date. If you would like to make an audiovisual request, please email firstname.lastname@example.org.
Q: What are AWP’s expectations of presenters?
A: All presenters should familiarize themselves with the Presenter Guidelines.
Q: What is an Event Outline?
A: All events should prepare an event outline for use by attendees of their presentation. More information about event outlines may be found in the Presenter Guidelines.
Q: I’m just attending the conference to present on my panel. Do I need to register if I’m just going to one event?
A: Yes, all attendees of the conference must be registered. Presenters are eligible for a deeply discounted presenter registration rate. Please visit the registration webpage for more information.
Bookfair Exhibitor FAQs
Q: Where is the bookfair located?
A: The Henry B. González Convention Center’s address is 900 E Market St, San Antonio, TX 78205. The telephone number is (210) 207-8500. Visit the Henry B. González Convention Center website for more information.
Q: What are the exhibitor move-in and move-out hours?
A: Move-in is from noon to 7:00 p.m. on Wednesday, March 4, and from 8:00 a.m. to 9:00 a.m. on Thursday, March 5, through Saturday, March 7. Move-out is from 5:00 p.m. to 6:00 p.m. on Saturday, March 7.
Q: What are the bookfair operating hours?
A: The bookfair is open to registered conference attendees from 9:00 a.m. to 5:00 p.m. from Thursday, March 5, through Saturday, March 7.
Q: When must I leave the bookfair exhibit hall?
A: All attendees and exhibitors must leave the bookfair exhibit halls by 5:00 p.m. each day. Reentry after that time is prohibited.
Q: Does everyone need to be registered to attend the bookfair?
A: Yes, everyone attending the bookfair, including the exhibit staff, must be registered for the conference and bookfair. The registration options, including a Saturday-only registration that is only available for purchase onsite, may be viewed on the registration overview page.
Q: Are children allowed to attend the bookfair?
A: Yes, children are allowed in the bookfair during show hours. They are not permitted in the bookfair during move-in and move-out hours for safety reasons. Please note: children under the age of eighteen years old must be attended by a parent or guardian at all times.
Q: How many complimentary registrations are included with the purchase of my exhibit space?
A: Each exhibit space comes with two (2) complimentary conference registrations. These are referred to as bookfair setup access registrations (BSAs). The BSA functions as a regular conference registration in addition to granting the holder access to the exhibit hall during move-in and move-out hours. To ensure the safety and security of all exhibitors, additional BSAs are not available for purchase. BSAs must be assigned in order to be used.
Q: Who should be assigned the BSAs for my exhibit space?
A: BSAs should be assigned to the individuals responsible for setting up your exhibit space. Exhibit purchasers are responsible for identifying and maintaining contact information for BSA holders on the Exhibit Space Management page of their AWP user account. BSAs must be assigned to exhibit staff by February 25, 2020, or they will be forfeited. Only individuals with BSAs, and registered conference attendees escorted by a BSA holder, are permitted to enter the bookfair exhibit halls during move-in and move-out hours.
Q: Why is access to the exhibit hall during move-in and move-out hours restricted to BSA holders and those they escort?
A: Access is restricted for the safety and security of our exhibitors and their merchandise, and to ensure that exhibitors can quickly and safely set up their exhibit spaces.
Q: Does the BSA holder need to be present at the exhibit space during bookfair operating hours?
A: The BSA holder needs only to be present during move-in and move-out hours, or to escort registered staff during move-in or move-out hours.
Q: Are BSAs transferrable?
A: BSAs are only assigned to a specific individual by the exhibit space manager; however, the exhibit space manager can change the BSA assignments until February 25, 2020. All BSA changes are made on the Exhibit Space Management page of the exhibit manager’s AWP user account.
Q: May more than one person use an BSA or bookfair staff registration?
A: Registration sharing is not allowed. All conference attendees, including exhibitors, must be registered. As noted above, BSAs can only be transferred by the exhibit manager on the Exhibit Space Management page of his or her AWP user account. If you have questions about your registration status, please check your AWP user account or contact us at email@example.com.
Q: May I share my exhibit space with another vendor?
A: Yes. Two separate organizations may share a table or a booth. Instructions for adding an organization to your purchased space are on the Exhibit Space Management page of the exhibit manager’s AWP user account. If you have questions or need assistance, please contact us at firstname.lastname@example.org.
Q: How do I pick up my conference registration?
A: All preregistered exhibitors must bring their individual registration code (sent by email) to print their BSA, bookfair staff registration, or bookfair student registration at the kiosks onsite. Please see the registration area of our website for check-in hours. No one is allowed to enter the exhibit hall without a registration.
Q: May I request to be placed next to another exhibitor?
A: Because the online system allows you to select your own exhibit space, you will need to coordinate in advance with the other exhibitors you wish to be near. AWP cannot coordinate placement for you due to the self-select feature. Any changes to your placement after the time of purchase are subject to availability.
Q: Do I have to pay taxes on items I sell?
A: All exhibitors are required to abide by applicable state and federal laws governing sales tax. Please visit the tax information page in the bookfair section of the AWP website for more information. Submission of sales tax information is the responsibility of the exhibitor.
Q: Where do I ship my exhibit materials?
A: Shipping instructions are provided in the exhibitor services kit, which will be emailed to registered exhibitors on October 1, 2019. Items shipped to the hotel or to AWP will be refused.
Q: Is there wireless Internet access available?
A: Free Wi-Fi is available throughout the exhibit hall. You may also elect to purchase a dedicated internet connection through the Henry B. González Convention Center provider.
Q: May I serve food or beverages (including alcoholic beverages) at my exhibit space?
A: No. The Henry B. González Convention Center does not permit serving food or beverages in your exhibit space unless the items are purchased and supplied by The RK Culinary Group, the exclusive food and beverage provider. Please note: exhibitors who violate the center’s food, beverage, and alcoholic beverage regulations risk removal from the exhibit hall.
Q: May I display posters in my exhibit space?
A: Yes, as long as they do not interfere with another exhibitor or encroach on aisles or public space. Exhibitors may not erect any decorations or use adhesive materials, including tape, on any walls, ceilings, floors, and facilities in the convention center, including in restrooms, hallways, and meeting rooms. Please do not affix posters or other materials to any of the walls, doors, and other surfaces in the convention center. Violation of the Henry B. González Convention Center rules covering exhibition space may result in removal from the exhibit hall.
Q: Where can I unload my items?
A: The Henry B. González Convention Center has loading docks available to personally owned vehicles for loading and unloading hand-carry items into the exhibit hall. Specific information will be provided closer to the conference dates.
Q: I have a question that is not covered in these FAQs. Who can I contact for assistance?
A: Please consult our other conference FAQs (above), the conference overview page, the bookfair overview page, and the exhibitor services kit. If these materials do not address your question, please send an email to email@example.com or call (301) 226-9721.