Conference FAQs

Below are some frequently asked questions regarding the Annual Conference. Detailed information regarding the conference may be found within each section of the website.

General Information (Logistics)

Where is the in-person conference venue?

AAS2023 Boston will take place at the Boston Sheraton Hotel and the Hynes Convention Center.

What is the format of the AAS 2023 Annual Conference?

AAS2023 will take place in Boston, MA, March 16-19, 2023. There will be two days of virtual sessions and events that will precede the in-person conference. The virtual component will take place February 17 & 18, 2023.

Why are there two different dates for the 2023 Annual Conference?

The AAS recognizes the need to continue to offer the option to present virtually in conjunction with the Annual Conference. However, due to the extraordinary amount of coordination a fully hybrid event requires, we have determined hosting the in-person sessions and virtual sessions separately is the best option.

The AAS has a very small staff and simultaneously managing speakers and conference logistics in two different environments proved challenging during the 2022 hybrid annual conference in Honolulu. Additionally, we wanted to address the feedback received from 2022 conference attendees regarding the difficulty in attending both virtual and in-person sessions when scheduled concurrently.

For these reasons, among many others related to budget and expenses, the virtual component of the Annual Conference will take place Friday, February 17 & Saturday, February 18, 2023. The in-person portion of the conference will take place March 16-19, 2023 in Boston.

Why is the virtual component taking place in February and not in March, closer to the in-person dates?

As mentioned previously, the AAS manages the conference with a very small staff. Scheduling the virtual component a few weeks prior to the in-person gathering in Boston will allow the staff to reasonably manage the virtual component without conflicts related to the logistics of the in-person meeting.

In what time zone will the virtual portion of the meeting take place?

All virtual sessions and events will be scheduled in Eastern Standard Time (EST).

What should I expect if I choose to attend the in-person portion of the meeting?

Attendees in Boston will have access to all the in-person panels taking place on-site. Registered in-person attendees may also attend virtual sessions scheduled in February.

What should I expect if I choose to attend the virtual-only portion of the meeting?

Virtual attendees will have access to all virtual sessions and events in real-time. Registered attendees of the virtual component will not have access to events that take place in March in Boston.


COVID-19 Health & Safety Protocols

What health and safety measures will the AAS have in place for the in-person portion of the meeting in Boston?

We will continue to monitor the status of the local health regulations and will share the Health and Safety guidelines for AAS2023 in Boston once we have confirmed the guidelines.

If the AAS 2023 conference is unable to take place in Boston next March due to another surge of COVID-19 cases, will the conference be canceled?

The AAS2023 conference will not be canceled. In the event we are unable to hold the in-person component of the conference in Boston, we will transition the entire conference to a virtual/online conference using the technology we will already have in place.

Cancellation of the AAS2023 Conference would result in $1.2 million in penalties owed to the convention centers and our three hotels. Additional penalties will also be owed to our many vendors contracted for the conference. The AAS is not in a position to cover these penalties while also refunding registration paid to date. Many factors go into deciding to cancel the conference outright and any decision made will ultimately affect the Association overall and our ability to continue many many of our programs including member benefits, publications, grants programs, and more.


Travel

What airport will I fly into?

Logan International Airport (BOS) services the greater Boston area. Logan Airport is located approximately 10-15 from downtown Boston.

Where can I learn more about Boston?

Learn more at www.bostonusa.com and check back to the conference website for recommendations that will be posted closer to the conference dates.

When does the last conference event end so I know when to schedule my return flight?

The last session will take place on Sunday at 10:45 am and end at 12:15 pm.

If the conference moves to a virtual format and I’ve bought my airline ticket, will the AAS reimburse me for my expenses?

No, the AAS does not reimburse attendees with airline fees. We STRONGLY recommend that all attendees consider purchasing refundable tickets and/or travel insurance. We do not endorse any travel insurance policies; most airlines offer policies as add-ons with the airline tickets.


Hotel

What is the headquarters hotel for the 2023 AAS Annual Conference?

The Hynes Convention Center and the Boston Sheraton Hotel will serve as the AAS official headquarters hotel for the 2023 Annual Conference. 

What are the hotel rates?

The AAS has negotiated discount rates at Boston Sheraton for all conference attendees. Check the Hotel page for details and rates.

How do I secure a hotel reservation at the AAS conference rates?

Visit the Hotel webpage for a link to the hotel reservations site, or call the hotels directly.  

Can the AAS recommend accommodations other than those listed on the website?

The Association for Asian Studies has worked diligently to negotiate reduced rates for all conference attendees. We encourage all attendees to book within the block at the headquarters hotel (Sheraton) listed on our website. Booking outside the block hurts the association and ultimately raises our expenses, which unfortunately then need to be passed on to the attendees. For this reason, we cannot assist in providing information on any additional hotels. We regret that we can only provide information on the contracted hotels listed on our website.


Registration

What are the registration fees for the 2023 conference?

Registration fees range depending on your membership status and the date of registration. See the Registration Page for more information.

How do I register?

You must first either Log in to your AAS account or Create an account. Once logged in, select the upcoming events menu and choose whether you are registering for the in-person conference in Boston or the virtual-only attendee option. Select the register now button; the registration application will display allowing you to select the registration conference rate you qualify for based on your membership status (regular member, retired member, student member, K-12 educator member, librarian member, non-member, student non-member).

What is the online registration cutoff date?

Early bird rates will be available through October 7, regular rates will be available October 8 through February 13, and late registration rates will be available February 14 through March 19, 2023. You may register online at any time; online registration will remain open through Sunday, March 19 (the last day of the conference).

How do I ensure I receive the MEMBER RATE for the conference?

You must be a current AAS member to receive the discounted conference member rate. If you are an AAS member, choose the registration rate for regular members, retired members, K-12 educator member, librarian member or student members. If you do not qualify for one of these rates, the rate will default to the non-member rate and will be placed in your shopping cart.

My membership has lapsed. Do I need to renew my membership separately before I register?

If your membership has lapsed, and you would like to join and receive the discounted conference registration rate, you must FIRST complete the membership application. After completing the membership application and the membership fee is placed in your cart, you may then register for the conference at the member rate. During the conference registration process, select the member rate you qualify for and it will be placed in your cart with the membership fee.

I am not a member of AAS; can I still attend the AAS Conference?

Yes, the AAS welcomes all individuals interested in the AAS Conference to register and attend the conference. Non-member rates will apply. For more information on membership, please visit the membership page.

I submitted a membership application. Does this also confirm my conference attendance?

No. Membership applications cover MEMBER DUES only. Membership applications DO NOT include conference registration fees. You must complete the conference registration fee application separately.

I am a graduate student but when I log in the application does not display the conference student registration rate?

To receive the student registration rate, you must have joined the AAS in the Student Member category. Student memberships are $40 and require student verification documents. If you have joined the AAS at any other rate and simply selected ‘graduate student’ as your occupation, you did not join in the $40 student member category. 

I am a graduate student but not a member of the AAS. Do you offer non-member student rates?

Yes, we do offer a student non-member rate for the conference. To obtain the discounted Student Non-Member rate, you must provide student status documentation during the registration process. Your transaction will be pending approval upon review of the provided documentation. 

I am a panelist but registered after the November 17, 2022 deadline. Can I get a refund?

As a program panelist, if circumstances arise where you are no longer able to attend the conference, you MUST request a refund before December 1, 2022, 5:00 pm Eastern Standard Time. If registering after this date as a program panelist, you do not qualify for a refund.

I am a panelist who didn’t get to register until after November 17, 2022. Can you still include my name in the printed Conference Program?

Because the layout, editing, printing, and shipping of the printed conference programs involves weeks of preparation, we must adhere to the posted deadlines in order to produce the program in a timely manner.

However, if you register after the November 17, 2022 deadline, your name will appear in the online program.

I would like to attend the conference but am unable to afford the registration fee. Are there any fee waiver programs, travel grants, or other discounts/assistance for the conference?

Although the AAS does not specifically offer fee waivers, we do have a number of funding opportunities available to assist potential attendees with conference registration fees, membership dues, and/or travel fees. CLICK HERE to VIEW CONFERENCE FUNDING OPPORTUNITIES.

Note: All students accepted to present on an in-person session will receive the Graduate Student Travel Stipend. These stipends are approximately $200; the final amount will depend on the number of students on the program however $200 is the minimum. Graduate Students do not need to apply for this stipend; student must meet the following qualifiers: 

  • Accepted to present on the 2023 conference program
  • Live more than 100 miles away from Boston, Massachusetts;
  • Register by the posted participant pre-registration deadline of November 17, 2022.
I am having problems registering on the website; what should I do?

The website does not work well with an Internet Explorer browser.  Please try a different browser such as Chrome, Firefox or Safari.

When does on-site registration open in Boston?

On-site registration will open on Thursday, March 16, 2023. Onsite registration is located in the Hynes Convention Center, on the Plaza Level, outside the side entrance to the Exhibit Hall.

I have not received my badge or the Conference Program in the mail. What should I do? Where do I pick up my badge?

The AAS does not mail conference badges or conference programs prior to the conference start date. Conference badges and purchased print programs will be distributed on-site at the AAS registration counters in the Hynes Convention Center and Sheraton Boston Hotel. Attendees registered for the in-person conference will receive a QR code prior to the start of the conference. The QR code will be used for touchless badge printing. More information will be shared by email before the conference.


Cancellation/Transfer/Substitution Requests

I can no longer attend, what should I do in terms of canceling my registration, hotel and flight reservation, etc.?
  1. AAS Registration fees: All registration fees for panelists can be refunded in full until December 1, 2022. General attendees may cancel their registration through February 13, 2023; conference registration fees can be refunded in full, minus a $25 fee ($15 for grad students/K-12 educator members). Learn more about registration and cancellation policies.
  2. Hotel: Your reservation at the conference hotel can be changed or cancelled up until 72 hours prior to check-in without any penalty. By booking at the conference hotel you have access to the AAS discounted rates and this cancellation policy. Learn more about booking a hotel room and cancellation policies.
  3. Airfare: You should check with your airline, but many airlines continue to offer flexible tickets including providing credit to be used at a later date should you choose not to fly.
  4. Travel insurance and/or Refundable Tickets: The AAS does not endorse any travel insurance policy, but you may want to consider purchasing either a refundable ticket and/or travel insurance that covers COVID-related issues. Most airlines offer travel insurance as an add-on during the reservation process. Please review the policies carefully.
Is there a registration cancellation penalty?

Yes, all refunds will be assessed a cancellation processing fee of $25 ($15 for graduate students/K-12 educator members).

I need to cancel my registration. How do I request a refund?

All registration cancellations must be sent in writing to the AAS. If you are a panelist on the formal program, you must cancel before December 1, 2022, to receive a refund. If you are not participating in the formal program, you must send a refund request in writing to AASConference@asianstudies.org before February 13, 2023. After the deadline dates, there are no refunds.

I am a program participant but registered after December 1, 2022. Can I get a refund?

As a program participant, if circumstances arise where you are no longer able to attend, you MUST cancel your registration no later than December 1, 2022. After this date, you do not qualify for a refund.

I am unable to attend; can I transfer my registration to my colleague?

Yes, you may use the transfer your registration to a colleague, however the individual must qualify for your specific registration type, i.e., member to member, student to student, etc. Please contact the AAS at AASConference@asianstudies.org to request to transfer a registration to another individual. The AAS does not charge a fee to transfer a registration to another individual.

I am registered for the in-person conference, but now I cannot attend; can I transfer to virtual-only registration?

Yes, you may submit your request to convert your registration from in-person to virtual-only at the following form. Please note, this form is only to request a change in your conference registration. It is NOT a request to switch the format of your presentation. Presentation format changes are not allowed at the 2023 conference.

I am registered for the virtual-only rate, but can now attend in-person in Boston; can I transfer my registration?

Yes, you may submit your request to transfer your registration from virtual-only to in-person attendance at the following form. Once your request is processed and you are notified via email, you must log into your account to pay the remaining balance from the in-person registration fee.


Call for Proposals

When was the deadline for submitting a proposal?

The Call for Papers closed on August 10, 2022. Each year, the Call for Papers opens in June and closes in early August.

Do I need to be an AAS Member to submit a conference proposal?

AAS Membership is not required to submit a proposal or to present at the AAS Annual Conference. However, members receive a significantly discounted registration rate.


AAS 2023 Registration is Now Open! Early Bird Prices Available until October 7. Read More