2020 AASHTO Washington Briefing

FAQs

Questions & Answers

Question: Who is eligible for the AASHTO member rate?
Answer:

The AASHTO Member rate is specifically designated for State DOT's and AASHTO Associate Members. Associate Membership is available only to sub-state and federal transportation agencies in the United States, as well as transportation agencies in other countries. The AASHTO Member rate is not available to individuals, private companies and private-sector laboratories, including those that are AASHTO accredited. AASHTO reserves the right to change the registration rate for attendees who register incorrectly.

To learn more about AASHTO membership, please visit http://meetings.transportation.org/overview-benefits/.

Question: Where should I send my registration check?
Answer:

All payments must be received prior to the start of the meeting or attendee badges will be withheld onsite pending payment confirmation. 

If you elected to pay by check during the online registration process, please make checks payable to "AASHTO" and mail to the following address:

AASHTO1 
C/O 2020 AASHTO Washington Briefing
PO Box 615051
Washington, DC 20061-5051

​Note: If an organization/company check will be issued, please include a copy of your invoice, and note the name of the registrant(s) and meeting name on the memo line so that we may credit your registration record accordingly. 

Question: How do I make my final registration payment?
Answer:

All payments must be received prior to the start of the meeting or attendee badges will be withheld onsite pending payment confirmation. 

Methods of payment accepted include: Check or online via credit card (Discover not accepted) or wire transfer.

Online payment via CVENT is preferred.

To make your payment online:

  • When prompted, enter your confirmation number, which can be found in your registration confirmation email. Then select ‘OK.’ If you do not know your confirmation number, please click on the link below the confirmation number field to have one emailed to you.
  • Once you are logged in click ‘Submit Payment’ at the top of the page and enter your payment details on the following page.

To pay by check, please make checks payable to "AASHTO" and mail to the following address:

AASHTO 1
C/O 2020 AASHTO Washington Briefing
Washington, DC 20061-5051

Note: If an organization/company check will be issued, please include a copy of your invoice, and note the name of the registrant(s) and meeting name on the memo line so that we may credit your registration record accordingly. 

Wire Transfers: If you are planning to make a wire transfer you must notify AASHTO of the actual date and amount of the funds being wired. This information is needed to locate and properly credit the wired funds to your individual registration. Additionally, please include your name and invoice number in the description of the wire transfer so that we can track your payment.

Question: I want to change my registration record. Can I do that myself or does someone have to do it for me?
Answer: To make a change to your registration record or to view your record at any time:

 • You can click on the link provided in your confirmation email. When prompted enter your Confirmation Number, which can be found in your registration confirmation email. Then click on 'OK."


• Alternatively, you can visit http://www.cvent.com/d/4yq4nc/4W and click on "Already Registered." On the proceeding page enter your email address and Confirmation Number. Then click on “Modify Registration.” 

Any changes you make to your record will prompt the system to send you an updated confirmation email. If you don’t get a new confirmation email (make sure to check your spam and junk filters), it may mean that your change did not go through. You will need to check your record and possibly make the change again.
Question: If I have already registered but cannot attend, can I send someone else in my place?
Answer: Substitutions are allowed at any time and we encourage you to send someone from your organization in your place. All name change requests must be submitted by the original registrant to khendrickson@aashto.org. In your email, please include the contact information for the new registrant. Additionally, you may process the substitution online by visiting http://www.cvent.com/d/4yq4nc/4W, entering your email and confirmation number, then click on 'Substitute Registration' and enter the first name, last name and email address for the new registrant. Then you will need to select 'Modify' to update/replace the current registrants details with the new registrants contact information i.e. dietary needs, and session registrations.
Question: What if I have to cancel?
Answer:

Cancellation Policy: Cancellation requests are subject to a $150 processing fee. Requests for refunds may be submitted through CVENT for quicker processing or in writing to mrussell@aashto.org by Friday, January 31, 2020. No requests for refunds will be granted after January 31, 2020. No shows, those who register but do not attend the meeting, will not be refunded.
 
If registration fees are not paid in full and registration is cancelled by January 31, 2020, you will be responsible for paying the applicable cancellation processing fee of $150. Additionally, if registration fees are not paid in full and a cancellation has not been received by the cancellation date, AASHTO will invoice you for the full registration amount. Therefore, we encourage you to send someone from your organization in your place.

All refunds are issued via the same method used for payment. No cancellation/refund request will be honored after January 31, 2020. Badge sharing and/or splitting is strictly prohibited. 

Substitution Policy: Substitutions are allowed at any time and we encourage you to send someone from within your organization in your place should you not be available to attend. Request for substitutions should be sent to khendrickson@aashto.org and must be made by the registered individual. Please include the contact information for the new registrant in your email. Additionally, you may process the substitution online by visiting Register Now, selecting 'Already Registered,' entering your email and confirmation number, then click on 'Substitute Registration' and enter the first name, last name and email address for the new registrant. Then you will need to select 'Modify' to update/replace the current registrants details with the new registrants contact information i.e. dietary needs, and session registrations.


To cancel your registration:

Visit http://www.cvent.com/d/4yq4nc/4W and click on "Already Registered." On the proceeding page enter your email address and Confirmation Number. Then click on “Cancel.” Review refund amount which is your amount less $125 processing fee outlined at the top of the page. Then click 'Finish.' The system will send you a confirmation email once your cancellation has been processed. If you do not receive this message, please check your spam and junk folders. 

Question: What is the appropriate attire for the event?
Answer:

Business attire is encouraged during meetings and sessions, while casual attire is acceptable for evening social events. Average temperature in Washington DC in February are in the high-to-mid 40s with cooler evenings. Remember a light sweater or jacket for air-conditioned meeting rooms.

Question: What if I have dietary restrictions?
Answer:

There is an opportunity to indicate special dietary restrictions during the registration process. We will work with the hotel to create safe, delicious, and nutritious meal(s), but cannot guarantee that they will be free of trace amounts of allergens. If you have any questions and/or concerns, please contact Meghan Wozniak at mwozniak@aashto.org

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