FAQ

I am traveling with a minor. What should I know?

If children accompany a participant to any ADEA event, arrangements should be made for their supervision. Children under the age of 18 are not permitted in meeting rooms, receptions or the Exhibit Hall.

No one under 21 years of age is permitted at events where alcohol is served. ADEA will offer onsite childcare services for attendees to take advantage of a convenient option for childcare with representatives of a licensed and insured professional company.

The service will offer childcare for children between the ages of 2-12 throughout the conference and will be set up within the meeting space to make it easy to touch base with the caregivers and children during the day.

Can I bring my family or a guest with me?

A guest is a spouse, partner, friend or adult child (18 years or older) who is not a dental education colleague and who registers with an ADEA member or nonmember. A dental education colleague who will attend educational and professional programming may not register as a guest and must pay the appropriate registration fee.

Guest registration includes admittance to social events only (receptions, etc.) as noted in the event program. Guests will not have access to meeting sessions or to the Exhibit Hall and will not receive meeting materials. Tickets for fee-assessed events are not included in the guest registration fee.

What if I have a disability or a special need?

If you have a disability or special need that may affect your participation in the 2025 ADEA Annual Session & Exhibition, please contact ADEA at MCET@adea.org prior to the meeting or on-site to discuss your requirements.

What health and safety measures will be in place at the conference?

ADEA is working with the Gaylord National Resort & Convention Center to enact measures suited to National Harbor, MD. For evolving details, visit our Health and Safety page.

What is the attire for the meeting?

The attire for this conference is business casual. Feel free to wear comfortable slacks, polo shirts, sweaters, blazers, blouses and, most importantly, comfortable shoes!

Do I need tickets to attend events or sessions?

Your 2025 ADEA Annual Session & Exhibition badge will be required for admission to all sessions and the Exhibit Hall. You will need to obtain tickets to attend some special events. All seating is available on a first-come, first-served basis; please plan to arrive early to sessions and events.

How do I obtain my badge and other conference materials?

Check-in at the registration booth when you arrive at the Gaylord National Resort & Convention Center to receive your badge, badge holder, event ticket(s) (if any) and conference bag.

What is the registration fee to attend the meeting?

Registration fees are based on your ADEA membership status and the date you register. You may need to renew your membership to receive the membership rate. You can do this by renewing your membership, where you will enter your username and password. (If you forgot either, you can enter some basic information and answer a security question to retrieve the password.) If you encounter difficulties, please email membership@adea.org or call Tracy Beale, ADEA Senior Membership Manager at (202) 513-1195 between 9:00 a.m. and 5:00 p.m. Eastern Time.

Is ADEA membership required to attend this meeting?

ADEA membership is not required to attend this meeting; however, the registration rate is lower for ADEA members.

How do I register for the meeting?

All participants must complete their registrations online. If you have questions regarding registration, you may contact the 2025 ADEA Annual Session & Exhibition Registration Center at 1-888-985-9737.

Where is the registration booth located?

The registration booth is in Prince George’s Prefunction ABC, Lower Atrium Level at the Gaylord National Resort & Convention Center.

What are ADEA’s guest policies?

A guest is a spouse, partner, friend or adult child (18 years or over) who is not a dental education colleague and who registers with an ADEA member or nonmember. A dental education colleague who will attend educational and professional programming may not register as a guest and must pay the appropriate registration fee.

Guest registration includes admittance only to social events (receptions, etc.) noted in the event program. Tickets for fee-assessed events are not included in the guest registration fee. Guests will not have access to meeting sessions or to the Exhibit Hall and will not receive meeting materials. Tickets for fee-assessed events are not included in the guest registration fee.

What if I want to cancel my registration/get a refund? 

All cancellation requests must be received in writing by Feb. 5, 2025. Send requests to the ADEA registrar at ADEAreg@streampoint.com. ADEA does not accept telephone cancellations.

Cancellation requests received before the deadline are eligible for a full refund, including cancellation of event and guest registrations. Cancellation requests received after the deadline are not eligible for refund or credit.

Refunds or credits will not be given for failure to attend, late arrival, unattended events or early departure.

Refunds will be issued via the same method of payment. If a credit card was used, refunds will be issued to the original credit card only.

NOTE: All ticketed events are nonrefundable but are transferable. Tickets can be purchased during the registration process for the ADEA Annual Session & Exhibition.

What should I do if I have difficulty registering?

If you have any questions or problems regarding your registration, please contact the 2025 ADEA Annual Session & Exhibition Registration Center at ADEAreg@streampoint.com or 1-888-985-9737 from 9:00 a.m. to 6:00 p.m. Eastern Time, Monday through Friday. Please note that telephone registrations are not accepted.

What if I have questions about ADEA membership?

ADEA staff will be on hand throughout the meeting to answer your questions about membership services and benefits. Before the 2025 ADEA Annual Session & Exhibition, questions about ADEA membership can be addressed to membership@adea.org.

What if I need to make a substitution?

Substitutions within this program are gladly accepted prior to the conference. Request a substitution of your full registration by submitting a written request by Feb. 5, 2025 to ADEAreg@streampoint.com.

Onsite transfers will not be permitted. Only one substitution is permitted per the original registrant. The individual submitting the substitution request is responsible for all financial obligations (any balance due) associated with that substitution. Badge sharing, splitting and reprints are strictly prohibited.

What is the ADEA House of Delegates?

The ADEA House of Delegates is ADEA’s governing body. The House of Delegates consists of the ADEA Board of Directors and all or some members of the Association’s seven councils.

When does the ADEA House of Delegates meet?

The ADEA house of Delegates convenes twice at each ADEA Annual Session & Exhibition. 

If I am a delegate, what do I need to do to participate in the Opening or Closing Session?

At the ADEA House of Delegates booth, each delegate (or alternate) will receive three cards: 

• One for admission to the Opening Session, 
• One for admission to the Closing Session and 
• One ballot for Chair-elect of the ADEA Board of Directors, if an election is required.

Each delegate and alternate will surrender the signed, appropriate card when entering the floor for the Opening and Closing Sessions. Any delegates or alternates who misplace their admission or voting cards should immediately report the loss to staff in the Association’s registration area.

How can I find out if a session has been canceled?

Room cancellations, changes and updates will be announced using push notifications in the mobile app. “Cancelled” signs will be posted at the session rooms.

Will I be photographed or videotaped?

ADEA may take photos, screen shots, and video-recordings at this event. By registering for this event, you give ADEA, and its and media partners, permission to use any photos, screen shots, and videos taken during the event (live or virtual) in which you appear, as well as any written comments you submit on evaluation forms, in chat-box, or on social media to be recorded or used for ADEA's promotional purposes. In response to member requests to share the rich content found in chats, ADEA may download chat-box posts and share this unedited content with conference attendees for their individual informational purposes.

How will I obtain CE credits or a SoTLfest certificate?

To evaluate educational sessions attended and obtain a CE Verification Form or an SoTL Certificate, ADEA Annual Session & Exhibition registered attendees may use the mobile app or online program planner.

The deadline to complete the evaluation and download or print a PDF of your CE Verification Form is Wednesday, May 1, 2025. The evaluation process is electronic only. CE Verification Forms cannot be reproduced by ADEA after the deadline.

Questions concerning completing the evaluation process or printing and saving a CE Verification Form or ADEA SoTLfest Certificate may be directed to support@ConferenceHarvester.com or 410-638-9239.

What is the ADEA SoTLfest?

The ADEA SoTLfest sessions examine how teaching is valued, assessed and rewarded, and how it contributes overall to the learning experience of students and educators. To be eligible for an ADEA SoTLfest Certificate of Recognition, you must participate in a minimum of three ADEA SoTLfest-designated sessions, at least one ADEA Chair of the Board Symposium and complete the online evaluations associated with those sessions.

Invitation Letter

ADEA will be pleased to issue an invitation letter upon request. You must be registered for the 2025 ADEA Annual Session & Exhibition and payment must be made in full before the letter will be sent. Those needing an invitation letter to obtain a visa are urged to register for the meeting as early as possible.

Contact the 2025 ADEA Annual Session & Exhibition Registration Center at ADEAreg@streampoint.com or 1-888-985-9737 from 9:00 a.m. to 6:00 p.m. Eastern Time, Monday through Friday, to request a letter of invitation.

Note: An invitation from ADEA is not a commitment on the part of the Association to provide any financial support or a guarantee that a visa will be issued to you to enter the United States.

How far in advance should I apply for a visa?

It can take as long as four months to get a visa to enter the United States. If you require a visa to enter the United States, please check with the American embassy or a consulate to obtain the necessary documents as soon as possible.

What is the Speaker Ready Room?

Presenters are encouraged to use the speaker ready room to upload their PowerPoint presentations, test their equipment and check their slides. This allows the AV provider to preload presentations. Speakers are encouraged to visit the Speaker Ready Room the day before their presentations.

What do I do if my audiovisual equipment isn’t working?

Go to the Speaker Ready Room and a Freeman representative will assist you.