Policies


Meeting Policies & FAQs
 

  • Hotel Payment

    Book before July 24, 2018 to guarantee the ACS discounted rate!

    Reservations are on a first-come, first-served basis. Payment will be charged by your hotel, not ConferenceDirect.

    Note: ConferenceDirect will forward payment information to hotels starting on July 25, 2018.

    A valid deposit for one night’s room and tax is required to confirm a reservation.

    • Guarantee hotel reservations by credit card (American Express, MasterCard, or VISA), check, or money order.
    • Don’t combine hotel fees with any other payment (e.g., registration, membership dues).

    Some hotels charge a deposit of one night’s room and tax to your credit card prior to your arrival. Make all additional payment arrangements directly with your hotel. All rooms are subject to room and occupancy tax of 14.45% (may vary by hotel and subject to change).

  • Hotel Cancellations

    • On or before July 24: No cancellation fee will be assessed.
      See your confirmation email for a link to make changes to or cancel your reservation. You can also call toll-free 844-293-7040 or Internationally 704-837-4855.
    • After July 24: ConferenceDirect will assess a $25 cancellation fee.
      Contact the hotels directly to make changes and cancellations.
    • Within 72 hours of arrival date: Hotels will assess an additional penalty of one night’s room + tax charge.
      Penalties for early departures vary by hotel; refer to your reservation acknowledgement for your hotel's cancellation policy.
  • Hotel Confirmations

    ConferenceDirect will send a reservation confirmation. We strongly recommend that you bring your confirmation with you to the meeting.

    If you lose or don't receive your confirmation, contact ConferenceDirect toll-free at 844-293-7040 or Internationally 704-837-4855
    Monday - Friday: 8:30 AM – 9:00 PM ET, or send an email to acshousing@conferencedirect.com

  • Registration Policy

    Registration credentials/badges must be worn for all technical sessions and poster presentations. Admittance to National Meeting special events in the Convention Center and official meeting hotels will require badges to be worn at all times.

    All attendees including speakers must register and pay the appropriate registration fee to present and attend the meeting. Invited speakers should contact their symposium organizer or division program chair to clarify terms of their invitation.

    U.S. attendees who register by July 9, 2018 will receive their registration credentials and tickets via mail prior to the meeting. Unless an international attendee has provided a U.S. mailing address on their registration form, their credentials must be picked-up onsite at the Attendee Registration (this includes Canada and Mexico). After July 9, 2018, registrations will continue to be accepted at the standard rate on-line and by phone or fax (credit card payment only) until August 23, 2018.

  • Cancellation/Refund Policy

    By adhering to the following cancellation procedure, cancellations received by July 30, 2018 will receive a refund, less a $50 administrative fee. Registrants must return a copy of the registration confirmation along with the original registration credentials before refund will be issued. All refunds are issued via the same method used for payment. No cancellation/refund requests will be honored after July 30, 2018.

    • Cancellation requests must be sent to ACS Registration Cancellation, c/o CDS, 107 Waterhouse Rd, Bourne, MA 02532 or fax 508-743-9604 (save fax confirmation sheet).
    • Return your unused registration credentials to ACS. If you cancel before receiving your registration credentials, contact ACS Registration Cancellation at 508-743-0192 or 800-251-8629, Monday - Friday, 9 AM to 5 PM EST, for further instructions.
    • Refund requests made after July 30, 2018 will not be honored.
    • No cancellation or refunds will be issued for Abstract USB drives or program book purchase.  
  • Attendee List Scam

    The American Chemical Society does not sell email lists of members or meeting registrants. Third party “pirate” companies reach out to delegates and exhibitors offering to sell these lists often with the primary objective of obtaining credit card information. ACS is aware that these solicitations occur but has no affiliation with these companies. Please contact the National Meetings team with any questions or concerns.

  • Recording & Photo Release Policies

    The use of any device to capture images (e.g., cameras and camera phones) or sound (e.g., tape and digital recorders) or stream, upload or rebroadcast speakers or presentations is strictly prohibited at all official ACS meetings and events without the express written consent from the ACS.

    In registering for this public event, attendees grant to the American Chemical Society, its affiliates and licensees (collectively referred to as “the Society”), royalty-free permission, including the exclusive worldwide, irrevocable rights in all languages, to reproduce in all formats, including, but not limited to print, microfilm, electronic, and/or CD-ROM, likeness as shown in the photograph(s) or recordings taken by official meeting photographers at the American Chemical Society National Meeting & Exposition.

    Attendees waive the right to inspect or approve any copy that is used in connection with the photographs and release and discharge the Society from any and all claims arising out of use by the Society of the photographs for the purposes described above, including any claims for libel and invasion of privacy.

  • Volunteer/National Meeting Attendee Conduct Policy

    One of the key strengths of the ACS has been the enduring and varied contributions made by its thousands of dedicated volunteers.

    Another unassailable strength of the ACS is its outstanding national meetings program. ACS national meetings are among the most respected scientific meetings in the world. ACS national meetings offer scientific professionals a legitimate platform to present, publish, discuss, and exhibit the most exciting research discoveries and technologies in chemistry and its related disciplines. Furthermore, ACS national meetings facilitate networking opportunities, career development and placement, and provide organizations with opportunities to exhibit products and services to targeted audiences.

    The Society’s Congressional Charter explicitly lists among its objectives “the improvement of the qualifications and usefulness of chemists through high standards of professional ethics, education and attainments....” The ACS expects its volunteers and national meeting attendees to display the highest qualities of personal and professional integrity in all aspects of their ACS related activities. Indeed, every chemical professional has obligations to the public, to volunteer and staff colleagues, and to science.

    Accordingly, and to foster a positive environment built upon a foundation of trust, respect, open communications, and ethical behavior, the ACS Board of Directors has issued this Conduct Policy. It applies to ACS Volunteers, i.e., it applies to individuals conducting the business and affairs of the ACS without compensation for that conduct. It also applies to attendees at ACS national meetings. Volunteers and national meeting attendees should at all times abide by this Conduct Policy. Specifically:

    1. Volunteers should understand and support ACS’s vision and mission.
    2. Volunteers and national meeting attendees should contribute to a collegial, inclusive, positive, and respectful environment for their fellow volunteers and attendees, as well as for other stakeholders, including national meeting vendors and ACS staff.
    3. Volunteers and national meeting attendees must avoid taking any inappropriate actions based on race, gender, age, religion, ethnicity, nationality, sexual orientation, gender expression, gender identity, marital status, political affiliation, presence of disabilities, or educational background. They should show consistent respect to colleagues, regardless of the level of their formal education and whether they are from industry, government or academia, or other scientific and engineering disciplines.
    4. Volunteers and national meeting attendees should interact with others in a cooperative and respectful manner. Volunteers and national meeting attendees should refrain from using insulting, harassing, or otherwise offensive language in their ACS interactions. Disruptive, harassing, or inappropriate behavior toward other volunteers, stakeholders, or staff is unacceptable. Personal boundaries set by others must be observed. Harassment of any kind, including but not limited to unwelcome sexual advances, requests for sexual favors, and other verbal or physical harassment will not be tolerated.
    5. Volunteers must obey all applicable laws and regulations of the relevant government authorities while acting on behalf of the ACS. Likewise, national meeting attendees must obey all applicable laws and regulations of the relevant government authorities while attending ACS national meetings. Volunteers and national meeting attendees alike should also ensure that they comply with all applicable safety guidelines relating to public chemistry demonstrations.
    6. Volunteers and national meeting attendees should only use ACS’s trademarks, insignia, name, logos, and other intellectual property in compliance with ACS regulations and directives as may be issued from time to time.
    7. Violations of this Conduct Policy should be reported promptly to the ACS Secretary and General Counsel or to the Chair of the ACS Board of Directors. In cases of alleged persistent and/or serious violations of this Conduct Policy, the Board shall review the evidence and shall take such actions as may be appropriate, including but not limited to requiring volunteers to leave their volunteer position(s); precluding volunteers from serving in Society volunteer roles in the future; requiring national meeting attendees to leave the meeting; and, precluding meeting attendees from attending future ACS national meetings. ACS, through its Board of Directors, reserves the right to pursue additional measures as it may determine are appropriate.