AFP ICON Information & Registration Policies

 

New AFP Conference Name!

AFP's spring conference has a simple new name: AFP ICON!

Registration Overview

AFP ICON welcomes anyone who supports the fundraising profession and the not-for-profit sector, and registration is open to AFP members and non-members without restriction (except children under 18). AFP members enjoy a discounted registration rate, and even deeper discounts are offered for certain membership categories including Collegiate, Young Professional, and Small Non-Profit Organization. Special discounted registration rates are offered to speakers, exhibitors, and international attendees from outside North America.

For questions about AFP membership categories, please contact the AFP membership department.

Note: Speakers should register through the Speaker Service Center. AFP's professional development department sends details to speakers and should be contacted directly for questions at ProfessionalDevelopment@afpnet.org.

International Attendee Registration

AFP welcomes international attendees from outside North America, and registrants from outside North America receive a special registration rate. Sorry, but residents of Canada and Mexico are not currently eligible for this rate.

Visas: It is the registrant's own responsibility to secure any visa required to enter the United States for AFP's conference. We recommend you plan ahead, at least 3-4 months in advance. For further information about requirements for travel to the United States, please visit https://travel.state.gov/content/visas/en.html.

If you require an invitation letter from AFP for your visa application to attend the conference, please email customer service with the following information:

  • Full name
  • Job title or position
  • Organization
  • Full postal and mailing address

Letters will be sent as attachments via email. Please let us know if you also require a hard copy of the letter. We can provide letters only for the conference dates, inclusive of pre-conference workshops.

Group Registration

Register 5 people from your organization and the 6th registration is FREE! Every 6th person registered from your organization after the first 5 paid registrations may attend the conference, pre-conference workshops, or both at no cost.*

Please note: All team members must be registered by one person at the same time using our special group registration process (coming soon) for the conference, pre-conference workshops, or both. All team members must be listed using the same organization-based email domain; registrants having public domain addresses (e.g., @gmail.com) will not qualify in the count for the group discount promotion. No other discounts apply.

Individual registrants who registered as part of a group registration are not eligible for refunds, unless the entire group cancels. Individual registrations may be transferred to another person from the same organization by submitting a written request to customer service by March 25, 2019. See below the section covering Canceling or Transferring Your Registration.

*Does not apply to AFP Chapters.

Guest Registration

Conference registrants may register up to two (2) guests at a fee of $99 per guest. The guest category is intended for spouses, family, and friends who have no professional connection to AFP, the fundraising profession, or the non-profit sector. Guest registrants may attend general sessions, visit the exhibit hall, and attend networking events.

Registration Rebate to Book Within the AFP ICON Hotel Block

AFP has instituted a new policy to encourage AFP ICON attendees to book within our official conference hotel block, which includes rooms at multiple area hotels. Standard AFP ICON registration rates have increased, but attendees booking within the hotel block will receive a special $100 rebate valid at time of registration. Please book early to get your top hotel choice, as the number of rooms held at each hotel is limited. The deadline to book a hotel room—and receive the special rebate—is March 6, 2019.

Please note, the Collegiate member and Young Professional member registration categories do not qualify for the special rebate in order to offer them the lowest possible AFP ICON registration rate.

Booking within the hotel block benefits everyone. It allows AFP ICON to return to the cities we love. To hold the conference in the convention center of major cities, we must "qualify" by contracting a minimum number of hotel rooms over the conference dates. It also helps AFP avoid costly penalties for not filling the hotel rooms we have contracted, which in turn helps keep registration rates at a reasonable level.

If you register without booking a room within the hotel block, you will be charged the standard registration rate. You may later revise your registration to add a hotel reservation, and at that time you will receive the special rebate.

Canceling a hotel reservation will void the special rebate, and the resulting balance will be invoiced to you or charged to your credit card on file.

For conference attendees rooming together: If you plan to share a hotel room with someone who already has a hotel reservation in the conference block, you will need their name and confirmation number to enter as a "share ID" code to receive the special rebate.

Special Offers & Discount Codes

Special offers and discount codes are valid only at the time of initial registration. Refunds will not be authorized for existing registrations where the special offer or discount code was received after the initial purchase. Discount codes cannot be applied to already reduced or discounted registrations. Limit one special offer or discount code per registration.

Scholarships

No conference scholarships are available directly through AFP IHQ. Please consult your local AFP chapter for further information about scholarships the chapter might offer.

Registration Confirmation & Badges

You will receive emailed confirmation within two (2) business days after you register. Registrations may not be confirmed until correct payment is received.

Approximately one (1) week prior to the conference, you will receive an additional email containing a barcode and instructions for picking up your conference badge and other materials once you arrive at the conference. Note that AFP no longer mails conference badges before the conference.

Badge Reprint Fee

Don't leave your badge at the hotel! Your conference badge serves as your ticket to the conference, so please treat it carefully as you would any other ticket. Badge reprints at the conference will incur a $25 badge reprint fee. Badge sharing or splitting is strictly prohibited.

Dietary Restrictions

AFP will provide special kosher and halal meals to registrants who notify AFP in advance at time of registration or in writing to customer service at least 14 calendar days prior to the event. Otherwise AFP ICON will offer food options to accommodate most other dietary restrictions including vegetarian, vegan, gluten free, dairy free, and nut free.

Volunteers Needed!

We need volunteers to help make the conference a great experience for everyone! Fully registered attendees who volunteer will receive a $50 AFP IHQ professional development gift certificate for completing the minimum requirement. Please sign up to volunteer at the time you register, or in writing to customer service at least 14 calendar days prior to the event, and click to read more about volunteer opportunities.

Hotel Reservation Changes

Conference hotel reservation changes and cancellations may be made on the conference website or by contacting customer service *in writing* by March 5, 2019.

Canceling or Transferring Your Conference Registration

All conference registration cancellations and refund requests must be submitted in writing to customer service by March 15, 2019. A refund of conference fees paid, minus a $100 administrative fee ($50 admin fee if cancelling a pre-conference workshop only), will be given for cancellations received or postmarked by this date. No refunds will be granted for requests received or postmarked after this date. No refunds will be granted for no-shows. All requests for exceptions to the cancellation/refund policy must be submitted in writing to customer service by the registrant with appropriate documentation no more than seven (7) calendar days following the conference. After that time, no refund considerations will be made.

Individual registrants who registered as part of a discounted group registration are not eligible for refunds, unless the entire group cancels. Registrations may be transferred to another person from the same organization by submitting a written request to customer service by March 25, 2019.

Note that tickets for the local chapter event are not refundable (but they are transferable).

Transfers of registrations and tickets will be gladly accommodated prior to the conference by submitting a written request to customer service by March 25, 2019. Only one transfer/substitution is permitted per original registrant. The individual submitting the substitution request is responsible for financial obligations, including any balance due, associated with that substitution. Badge sharing or splitting is strictly prohibited.

Networking Events

Enjoy these networking opportunities during the conference:

  • Welcome Reception on Saturday evening before the conference (details TBA) — All AFP ICON attendees welcome! Enjoy a drink and socialize with other conference attendees.
  • Speed networking session on Sunday morning in the convention center — Enjoy coffee and networking with other AFP ICON attendees.
  • Lunch & exhibit hall time on Sunday, Monday, and Tuesday.
  • Coffee & exhibit hall time on Sunday afternoon, Monday morning, and Tuesday morning.
  • Community group receptions on Sunday evening.
  • Exhibit hall Happy Hour on Monday afternoon.
  • ¡Viva Fiesta! party hosted by the AFP San Antonio chapter and AFP IHQ on Monday evening, 6:00-9:00pm at the Briscoe Western Art Museum. Note this event requires separate ticket purchase.

Programs for First Time Attendees

Are you a first time AFP ICON attendee? Welcome! AFP offers the following programs to help orient you to AFP ICON:

Before the Conference

  • First Timers webinar — The webinar will be offered several weeks prior to the conference dates (details TBA), and provides you, as a first time attendee, with key information to make the most of your conference experience.
  • First timers who asked for a "Conference Buddy" during registration will be paired up with a buddy, as available, before the conference.

During the Conference

  • Welcome Reception on Saturday evening before the conference (details TBA) — All first timers welcome! Enjoy a drink and socialize with other AFP ICON attendees.
  • Speed networking session on Sunday morning in the convention center — Enjoy coffee and networking with other AFP ICON attendees, both first timers and veterans!

Education Session Handouts

Handouts for conference education sessions are made available on the conference website and mobile app, if provided by education session speakers. AFP strongly encourages speakers to provide handouts in advance, but cannot guarantee availability. Printers will not be available on-site for printing handouts.

Room Overcrowding

Education sessions at the conference are non-ticketed, and seats in education session rooms are available on a first-come, first-served basis. So, please plan ahead and have 2-3 choices in each time-frame in case one of your choices is full. If there is an education session you really want to attend, get there early to ensure you have a seat!

AFP ICON staff try to schedule popular topics and speakers in rooms large enough to accommodate potential demand, but it is not always possible to anticipate actual attendance. If a room is truly overcrowded, with no more seats available, AFP ICON staff and convention center personnel must follow local fire regulations and may have to ask participants to leave the education session room.

Education session overflow spaces will be available in the event of overcrowding, so at minimum you will be able to listen to an education session even if you can't be in the room.

CFRE Credit

Full participation at the conference may be applicable for up to 11.25 points of CFRE credit for initial certification or recertification. Pre-conference workshops may offer additional opportunity for 8-16 CFRE points each. Further details to be posted within a month before the conference.

ADA Accessibility

AFP welcomes all attendees and complies fully with the Americans with Disabilities Act (ADA). Please notify AFP at the time you register, or in writing to customer service at least 14 calendar days prior to the event, if you need a sign language interpreter or other accommodation related to audio, visual, or mobility needs.

Please note that American Sign Language interpretation will be provided for all General Sessions.

We advise attendees with mobility assistance needs to allow plenty of time to get from place to place as the convention center is very large.

For mobility scooter and wheelchair rental, please contact Scootaround or Tom's Wheelchairs. Advance reservations are strongly recommended.

For further information about convention center accommodations in general, please visit http://www.sahbgcc.com/Facilities/Convention-Center/ADA-Accessibility.

Shuttle Buses

No need for shuttle buses in San Antonio, because all conference hotels are within easy walking distance of the convention center!

Please note that photographs and video are taken during the conference. These images may be used in AFP marketing materials, the AFP website, and other products relating to AFP. By attending the conference, you consent to the possibility of your image being used in AFP-related materials.

By registering for AFP's conference, you agree that we may provide your registration information to our sponsors, partners, and affiliates who helped make this conference possible and that they may contact you with offers that may be of interest to you. If you do not want us to share your information, you may opt out notify AFP during registration or by submitting a written request to customer service (contact details below).

Social Media Contest

AFP will hold a contest on social media, allowing participants to provide answers related to specific aspects of the AFP ICON 2019 experience. For full contest rules, click here to download the Social Media Contest Rules. Follow AFP on Twitter at @AFPIHQ to learn more about the contest.

Children

No one under the age of 18 is permitted to attend any conference events, unless formally invited by AFP (e.g., award winners and honorees). If you bring children to the AFP ICON, you are responsible for child care arrangements. Children are not permitted in the exhibit hall or in any education sessions in the convention center or hotels.

Program Cancellation

AFP reserves the right to cancel programs. In the unlikely event that AFP cancels a given program—except as related to a force majeure event—all registrants will receive full refunds as applicable. AFP is not responsible for reimbursing travel costs.

Questions? Contact Customer Service

For questions related to registration and hotels, contact AFP ICON/Experient customer service:

  • By phone: Toll free 800-424-5249. For international, dial 1-847-996-5829
  • By email: frp@experient-inc.com
  • By postal mail: 5202 Presidents Court, Ste G100, Frederick, MD 21703

For questions related to AFP ICON programming, contact AFP's professional development department at ProfessionalDevelopment@afpnet.org.

See you in San Antonio!

 

 

 

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