Policies


Spring 2019 Meeting Policies & FAQs
 

  • Hotel Payment

    Book before March 5, 2019 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 March 5, 2019.

    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 a daily room and occupancy tax of 13.50% (may vary by hotel and subject to change).

  • Hotel Cancellations

    • On or before March 5: No cancellation fee will be charged.
      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 International 704-837-4855.
    • After March 5: 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 polic
  • 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

  • Housing Scam Alert

    The American Chemical Society does not endorse third party companies who contact our delegates and exhibitors to book accommodations through their companies for the Spring 2019 ACS National Meeting & Exposition. These third party “pirate” companies reach out to delegates and exhibitors offering special discounted hotel rooms for other associations’ meetings. Often, these discounted rooms do not exist. The primary objective of this solicitation is to obtain credit card information. ConferenceDirect, the ACS Housing Services Provider, will not contact you by phone or email requesting credit card information for reservations. ACS has no affiliation with these companies and is unable to guarantee rates and accommodations made through these companies.

    Please note that ConferenceDirect is the ONLY Housing Services Provider for the Spring 2019 ACS National Meeting & Exposition in Orlando, FL. ACS does not endorse booking hotel reservations through any other sources. Please do not be misled by companies that solicit you over the phone and misrepresent themselves as the ACS Housing Services Provider. If you are contacted by one of these third party companies, please contact ConferenceDirect immediately.

    All correspondence received from ConferenceDirect regarding housing for the Spring 2019 ACS National Meeting & Exposition will include the housing services provider official logo seal.

    For accurate information regarding reservations or availability, please contact our housing services provider ConferenceDirect at acshousing@conferencedirect.com or the call center at (844) 293-7040 US Toll Free or (704) 837-4855 International.

    Conference Direct Logo
  • 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 presenters 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. Presenters who fail to register for the meeting will have their abstract withdrawn from the official meeting program, technical programming archive, and CAS database.

    U.S. attendees who register by January 21, 2019 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 January 21, 2019, registrations will continue to be accepted at the standard rate on-line and by phone or fax (credit card payment only) until April 4, 2019.

  • Cancellation/Refund Policy

    By adhering to the following cancellation procedure, cancellations received by February 4, 2019 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/re-fund requests will be honored after February 4, 2019.

  • 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.
  • Sustainable Meetings Policy

    SUSTAINABLE MEETINGS VISION

    We strive to produce sustainable chemistry-focused events to address global challenges represented in the 17 sustainable development goals in the United Nations 2030 Agenda for Sustainable Development.

    ACS PRINCIPLES

    1. Provide Information Solutions
      Deliver indispensable chemistry-related information solutions to address global challenges and other issues facing the world’s scientific community.
    2. Empower Members and Member Communities
      Provide access to opportunities, resources, skills training, and networks to empower our members and member communities to thrive in the global economy.
    3. Support Excellence in Education
      Foster the development of innovative, relevant, and effective chemistry and chemistry-related education.
    4. Communicate Chemistry's Value
      Communicate — to the public and to policymakers — the vital role of chemical professionals and chemistry in addressing the world’s challenges.

    IMPORTANT ISSUES

    1. Affordable and Clean Energy
    2. Sustainable Cities and Communities
    3. Responsible Consumption and Production
    4. Climate Action
    5. Life Below Water
    6. Life On Land

    COMMITMENT AND SCOPE

    This policy will apply to all ACS meetings and events. Staff and contractors are expected to uphold objectives under this policy to the fullest extent possible within prevailing budgets.

    ACS acknowledges the influence we have over third parties whose events we may attend but do not organize, such as trade shows where we exhibit. While we cannot control the decisions of these parties, we commit to educate them on our policy and encourage them to align operating practices with policy objectives.

    Our attention to environmental, social, and economic responsibility includes working within the law and voluntarily exceeding legal requirements in order to be innovative and demonstrate leadership on the issues that are important to us and our stakeholders. As we design experiences, execute events, and evaluate our success we are able to choose how our actions and words build a better quality of life for our employees, clients, event participants and suppliers.

    OBJECTIVES

    Spring 2019 National Meeting & Exposition

    We commit to minimize environmental impacts of the national meeting in the areas of: 

    1. Air quality
    2. Waste & Recycling
    3. Food sustainability
    4. Water
    5. Use the Green Meetings Calculator to find a baseline for ACS National Meetings in the focus areas in objective 1
    6. Advertise the focus areas to attendees and vendors along with a minimum of five programs in which they can participate to influence change in the focus areas for the meeting

    REPORTING

    Spring 2019 National Meeting & Exposition

    1. We will  report our progress against the goals and objectives following each National Meeting to attendees, the ACS Board of Directors, and meeting vendors.
    2. We will report our Green Meetings Calculator score and new reach goals following each National Meeting to attendees, the ACS Board of, and meeting vendors.