Frequently Asked Questions

For questions regarding the Annual Conference, please read the information below or contact the AAS Conference Manager, Robyn Jones at

General Conference Questions

What are the dates for the Conference?

The 2011 AAS/ICAS Joint Conference will take place beginning Thursday, March 31, 2011 and will end on Sunday, April 3, 2011.

Where will Panel Sessions take place?

All panel sessions will take place at the Hawaii Convention Center. There are no formal panel sessions taking place within any of the hotels.

Where is the Hawaii Convention Center and is it close to the hotels?

The Hawaii Convention Center is located 7.5 miles from Honolulu International Airport. The convention center is within walking distance to the Ala Moana Hotel (75 yards) and the Hawaii Prince Hotel & Hilton Hawaiian Village Hotel (4-10 minute walks). The Sheraton is a short 5 minute ride from the Convention Center.

Will there be transportation to and from the Convention Center?

The AAS will provide free shuttle service to/from the convention center from the following hotels: Hilton Hawaiian Village Resort & Spa, Hawaii Prince Hotel Waikiki & the Sheraton Princess Kaiulani.

I would like to attend but can not afford the conference. Are there any travel grants or other discounts for the conference?

  • Student discounts – Student members receive discounted registration with Valid Student ID
  • Graduate Students appearing on the formal program: All graduate students presenting at the 2011 Annual Conference will receive a stipend of approximately $200. In order to receive this stipend you MUST have met all of the following criteria: (1) Be accepted onto a formal panel, (2) Registered before December 2, 2010, and (3) live at least 100 miles from the conference city. There is no separate application necessary to receive this stipend if you fully meet this criteria. All stipends are distributed ON-SITE at the registration counter in Honolulu and require a current/valid student ID to be picked up.

Registration Questions

What are the registration fees for the 2011 Conference?

Registration fees range depending on membership status. See the registration section for more information

When can I register for the Conference?

Pre-registration was available through March 10. Anyone interested in registering for the conference after March 10 will need to register on-site in Hawaii.

I need to cancel my registration; how do I request a refund?

If you are participating on the formal program, you must cancel before December 2 to receive a refund. If you are not participating on the formal program, you must send a refund request in writing before February 1, 2011. After the deadline dates stated above, there are no refunds. All refund requests will be assessed a $20 processing fee. No refunds will be available after February 1, 2011.

If you request a refund AFTER we have mailed your badge, you must return your badge to us before a refund will be issued. We must receive the badge before the refund deadline.

I am a program participant but registered after December 2. Can I get a refund?

As a program participant you MUST request a refund before December 2. Registering after this date as a program participant, you would not qualify for a refund.

I am a participant who did not register until after December 2. Can you still include my name in the program?

Because the layout, editing, printing and shipping of the annual meeting program takes months, we have to set a deadline by which all participants’ names must be received and cannot add your name in after this point.

However, if you register after this point and before the addendum deadline, your name will still appear in the addendum, which is available onsite at the conference.

I am a student. How do I receive the discounted pre-registration rate?

In order to receive the discounted student pre-registration rate you MUST send the AAS a readable copy of your valid student ID with the current year visible. We will not register you until we receive a copy of your student ID, even if you have a student membership or are a participant.

You may send you student ID via email, fax or mail. Email your ID to Fax to 734-665-3801.

Hotel Questions

What is the headquarters hotel for the Annual Conference?

The Hilton Hawaiian Village Resort & Spa will serve as the AAS-ICAS official headquarters hotel for the 2011 Annual Conference. The hotel is located approximately 1 mile from the Convention Center.

What additional hotel options is the AAS offering?

The AAS has also negotiated special rates at the Ala Moana Hotel, Hawaii Prince Hotel Waikiki and the Sheraton Princess Kaiulani Hotel in Honolulu. Please see the hotel section for more information.

What are the hotel rates for the 2011 Conference?

Please see the hotel section for information about rates. Some of the AAS contracted hotels are offering an early bird rate for those securing rooms early. Some of the early bird rates are on a limited supply of rooms.

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

We regret that we can only provide information on the contracted hotels listed on our website.

If I am not staying at one of the four AAS-contracted hotels. How will I get back and forth to the Convention Center?

We can only provide free shuttle service to the Convention Center from the four contracted hotels. If staying outside the block you will need to arrange your own transportation to the convention center.

Call for Papers Questions

Do I need to be a member to submit a proposal?

Membership is not required to submit a proposal or to present at the Annual Conference. However, member participants receive a discount for registration.

When will I be notified if my Paper/Panel Proposal has been accepted?

The Program Committee meets in late September and selected participants are notified in October.

I would like to attend but can not afford the conference. Are there any travel grants or other discounts for the conference?

  • Student discounts – Student members receive discounted registration with Valid ID
  • Graduate Students appearing on the formal program. All graduates students presenting at the Annual Conference and pre-registers by the deadline, will receive a travel stipends for approximately $200. Travel stipends are passed out at on-site registration at the Annual Conference

I missed the Call for Papers deadline. Can I still send a proposal or appear on the panel if someone drops out?

We are no longer accepting proposals for the 2011 conference in Hawaii. The Call for Papers opens each spring in May and closes early August. We do not hold spots or accept replacement presenters should a panelist drop out of the program.