Frequently Asked Questions

Our FAQs are organized by general, registration, housing and presenter information. Can't find the answer to your questions? Contact APHA.

General Information
Does APHA have volunteers, scholarships or financial support for presenters and/or attendees?

No. Due to the size, logistical management and scope of the meeting, APHA relies entirely on paid staff and temporary personnel to fulfill essential needs on site. However, a number of APHA member groups do provide scholarships. To find out more, contact your Section leadership.

The Annual Meeting Student Scholarship Fund is available through the Student Assembly. Application information and due dates will be posted when available (summer 2018).

How do I request an official Letter of Invitation for a visa?

You must first register and pay to attend the Annual Meeting. Once your receive confirmation of your registration, you may generate the Letter of Invitation online with your registration ID. If a letter of invitation is required before you can register, email APHA and a letter can be created for you. Learn more about visa and travel information.

Where can I find registration and housing information?
When will name badges be mailed?

Badges will be mailed in late September 2018.

How many attendees do you expect at the APHA Annual Meeting?

We are anticipating over 12,500 attendees.

When and where is the 2018 APHA Annual Meeting?

The 2018 APHA Annual Meeting will be held Nov. 10 - 14 in San Diego. Find more information about past and future Annual Meetings.

Registration Information
Can I pay for registration by purchase order?

No, purchase orders are not accepted. Registration can be paid for by check or credit card.

I am presenting. Do I need to register?

Yes. Presenters must be individual members of APHA and must register for the meeting by the Advance Registration Deadline. Session organizers, moderators and presenters are required to pay the appropriate registration fee (full conference or one day).

When is the Advance deadline for registration?

The 2018 Advance Registration deadline is September 20. 

Can I register for one day only?

Attendees who are not presenting cannot register in advance for one day; one-day registration is available on-site. Presenters, who are APHA members, who have their abstract ID can register in advance for one day. Please see instructions on the Presenters page.

How do I select the sessions that I want to attend at the Annual Meeting?

The Annual Meeting Mobile App takes the place of the personal scheduler used in the past. The mobile app will be available in August. View, search and favorite sessions in the Online Program. 

Can I register for the Public Health Expo ONLY?

No. You cannot purchase an Expo only registration at this time. 

Can I register as a guest?

You cannot register yourself as a guest. You must be the guest of a registrant, and the registrant must authorize you as his/her guest. Guest registration is for individuals who are not working or studying in public health. Guests cannot be members of APHA or presenters. 

Are meals included in the cost of registration?

Meals are not included in the Annual Meeting registration. You may, however, purchase tickets for several ticketed events at an additional cost during registration. 

Where does on-site registration take place?

On-site registration will take place at the San Diego Convention Center. 

What are the hours of on-site registration?
7:30 a.m.-6 p.m. 
7:30 a.m.-6 p.m.
7:30 a.m.-5 p.m.
7:30 a.m.-5 p.m.
7:30 a.m.-12:30 p.m.
Can students get free access to the Expo?

No, APHA no longer invites students to visit the Expo Hall for free during the Annual Meeting. 

How can I add additional events, add a guest or make any changes to my registration?

Registered attendees can make changes to their registration online. Check your confirmation letter for the link, or contact APHA Registration Services at 866-871-5085.

Housing Information
Can I contact the hotels directly to make my hotel reservation?

Housing must be booked through our official housing vendor, J. Spargo. Housing for APHA 2018 opens on June 4. Find out more information about Housing and Travel.

The nights I need are not available at any of the APHA blocked hotels, what should I do?

Send an email to APHA Housing with the hotel(s) and dates you are requesting, and every effort will be made to accommodate your request.

Will my credit card be charged when I make my hotel reservation online?

Credit Card Guarantee — A credit card is required with each online reservation request. Credit card provided may be charged a deposit equal to one night's room and tax charges after Oct. 19, 2018. Credit card provided will be charged if reservation is not cancelled 72 hours prior to arrival date or is not cancelled at all (no-show).

The hotel I have requested is sold out.

You can add yourself to the waitlist during the online housing process or send an email to APHA Housing with the hotel(s) and dates you are requesting.

I am requesting a suite. Are there any available?

Send an email to APHA Housing. Suites are based on availability and not guaranteed.

I'd like to share a room with someone. Is there a way I can do that?
APHA offers a Roommate Locator service to assist you in connecting with other attendees who are looking to share a room. Please check back after June 4 for details.
Can I pay for my entire hotel stay upfront? I have funds that I need to use before the meeting

Yes. Send an email to APHA Housing and they will work with you and the hotel to process early payment.

I am a government employee. Which hotels offer the government rate?

No official "government rate" is blocked at APHA hotels due to the large number of APHA members working at government agencies. Housing opens on June 4. Make your reservation early to get the best rates and locations, as hotels do fill up fast. 

What is the deadline for making hotel reservations?

Oct. 19 is the last day to make reservations that take advantage of discounted APHA 2018 rates. Room availability and/or rates are not guaranteed after this date. 

Can I make my hotel reservations first, or do I need to register for the meeting in order to make reservations?

Yes, you can reserve your hotel stay first. Once your hotel reservation is complete, you will see a button that will direct you back to Annual Meeting registration. Our recommendation is that you register for the meeting first, so the housing pages pre-populate with your information.

How do I reserve a block of five rooms or more?

Send an email to APHA Housing with your request.

If I need an ADA room, can I make my reservation online, or is it better to call?

You can make your reservation online. Be sure to indicate your special needs in the space provided. If you have any questions, feel free to contact APHA Housing toll free at 866-871-5085. Note: all ADA rooms will be guaranteed. Learn more about accessibility policies and information.

Will there be shuttle service to and from the Convention Center?

There will be no regular shuttle service. Each year our goal is to have all official APHA hotels within one mile of the meeting venues. Going shuttle-free helps reduce the carbon footprint of the Annual Meeting, while promoting safe walking to improve health. Find out what green initiatives are in place and how you can help!

Note: There will be a limited, ADA on-call van for those with mobility constraints. 

Is shuttle service provided from the airport?

APHA does not provide shuttle service from the airport.

Note: ADA attendees, please learn more about accessible housing and travel, our accessibility policy and access guide

How much is taxi fare from the airport to APHA hotels?

Taxis are readily available at the airport. The airport is about 3.5 miles from the San Diego Convention Center, and taxi fares average around $20. Share a ride to save money. For San Diego taxi fare information, including meter and flat rates as well as a fare calculator, visit Taxi Fare Finder.

Presenter Information
Where can I find copies of letters/emails sent to presenters?

You can find these in your Speaker's Corner.

Where can I withdraw my presentation?

You can withdraw your presentation by August 19 through your Speaker's Corner.

Where can I add, delete or update authors' and presenters' contact information or select a new presenter?

You can do this in your Speaker's Corner.

Where can I upload my PowerPoint presentation and handouts?

You can do this in your Speaker's Corner.

When and how will I be notified of acceptance?

Emails with your abstract status will be sent on June 4. If you did not receive an email, you may check your status online or contact APHA.

How can I view my sessions and abstracts?

Sessions can be viewed in the Online Program. Authors may search by last name, abstract number or session number. Find abstracts by searching by day or by program. Theme-related sessions are marked with an encircled T. 

How do I make corrections to my abstract?

You cannot change your abstract content once the submission deadline has passed. However, minor corrections (i.e. spelling errors, etc.) can be made by APHA staff. Email us to make a correction. 

Can someone substitute as my presenter?

Yes. Changes to the presenting author must be made in the Speaker's Corner. The new presenter must complete a Conflict of Interest Disclosure Form and register for the meeting. Be sure to let the moderator know about the change if the change was made less than a month before the meeting.

How do I contact the program planner for my presentation?
Whom can I contact for Technical Assistance for the Online Abstract System?
Does APHA offer a printing service for poster presentations?

Yes. Information will be available later in the year.

Do I have to register and become a member in order to present at APHA?

Yes. All presenters must be individual members of APHA and register by the advance register deadline. 

Can I register for one day only?

Yes. Session organizers, moderators and presenters may register for the day of their presentation. From the online member registration page, select the box that indicates you are a presenter. You will need to provide your abstract ID number. One-day registration will show up as a registration option if the box is checked and the ID included.