FAQs & Cancellation Policy

What is AASHTO’s cancellation policy?

AASHTO Cancellation Policy for Meeting Registration Regarding COVID-19
Any attendee who had planned to attend an AASHTO Meeting but can no longer do so due to travel restrictions imposed by the United States government or their home country is eligible to receive a full refund and can do so by contacting AASHTO’s Director of Meetings and Member Services, Monica Russell. For those who have registered but cancel due to personal concerns about traveling or institutional / employer restrictions, the standard cancellation refund policy remains in place.

If you are scheduled to present in any session and are unable to attend, please contact the assigned meeting planner.

All registration cancellations must be made by the date specified for the meeting. Typically, this is 24-30 days before the event begins. Please check the event website for cancellation date and cancellation instructions. A $150 fee is charged to process cancellations. After the cancellation deadline has passed no refunds will be given/granted. Additionally, no refunds will be issued for No Shows, those who register but do not attend the meeting. Your refund will be processed via your original method of payment. Please allow 30 days for check refunds.

If registration fees are not paid in full and registration is cancelled within the time frame listed on the meeting site, you will be responsible for paying the applicable cancellation processing fee of $150. Additionally, if registration fees are not paid in full and a cancellation has not been received by event start date, AASHTO will invoice you for the full registration amount.

This cancellation policy is necessary as AASHTO has to make financial commitments to event venues or speakers to ensure a successful event. Thus to cover the cost we incur for holding your registration a cancellation fee is charged.

Will meetings that have been cancelled take place later this year?

No, the AASHTO re:source Technical Exchange will not be rescheduled to take place later this year. This meeting will next meet at the Omni Fort Worth Hotel in Fort Worth Texas March 15 through March 18, 2021.

Will paid attendee and exhibitor registrations be refunded?

Yes, all attendees and exhibitors will be refunded for their registration fees. Please allow for up to 3-4 weeks for these refunds to be processed to your original form of payment.

If I cancelled my registration before the meeting was cancelled will I receive a refund of the processing fee?

Yes, your processing fees will be refunded via the original form of payment. Please allow 30 days for processing.

What do I need to do to receive my refund if a meeting has been cancelled?

Nothing! Your refund will be processed automatically by AASHTO via your original form of payment. If you paid by credit card you will receive an email from both CVENT and AASHTO once the refund has been processed. If you paid by check, a member of the AASHTO team will contact you to verify who the refund check should be made payable to and the address where the check should be mailed. Please allow 30 days for processing.

Will attendees and exhibitors be refunded for airline tickets?

AASHTO is not responsible for attendee air travel accommodations. We encourage you to consult directly with your air carrier for information. Many airlines have relaxed cancellation policies, and you may be able to change your ticket for a later date. You can find additional information online here.

Will attendees and exhibitors be refunded for hotel costs?

You should not be charged for cancelling your hotel reservation.

Will exhibitors be refunded for booth space?

AASHTO will be contacting all Exhibitors to offer additional information on refunds. Please look for an email from Charlotte Keppers soon.

Will any sessions be made available virtually?

Currently, there are no plans to make previously scheduled sessions and panels available virtually.

Will committee meetings be held virtually or rescheduled?

Currently, there are no plans to reschedule these meetings in 2020. If there is a change in schedule we will update the individual meeting website.

Are there travel discounts for event attendees?

AASHTO has partnered with Delta Airlines to offer attendees up to 10% savings on domestic and international flights on Delta Airlines! Simply call or have your travel agent call or use the link below to book your travel.

Please call Delta Meetings reservation at 800-328-1111 Mon-Fri 7am-7pm CDT. Please note that a Direct Ticket Charge will not apply for booking by phone. Refer to meeting code NMTVF. You may also book online by clicking here.

Where should I send a payment for a meeting?

Payments may be made by sending a check, payable to AASHTO, to the following address:

C/O <Meeting Name>
Mail to:
AASHTO 1
P.O. Box 615051
Washington DC 20061-5051

Important: On the memo line of the check please note the meeting name. Also, if an organization/company check will  be issued, please make sure the name of the registrant(s) is noted on the check so that we may credit your registration record accordingly.

What is AASHTO’s Federal Tax ID?

#53 0204654

What is AASHTO’s substitution policy?

If you are unable to attend the meeting but are able to send a colleague in your place, we encourage you to do so. There is no cost to make a substitution and substitutions can be made at any time. To request a registration substitution, the registered individual should send an email to the meeting planner listed on the event website. All registration details will be transferred to the new registrant unless otherwise specified. So we encourage you to include the contact information of the new registrant in your request.

How do I modify, cancel or pay online for my registration?

You can modify registration via any email you have received from the event containing the valid weblink to modify/register, as well as the “Already Registered?” link on the website located here.

If you click on the links in an email sent by Cvent (AASHTO’s registration system), you must follow these steps in order to modify registration:

1. Click on the “My Registration” tab.
2. Enter their Confirmation Number.
   *Note: You may also click on the “Send my Confirmation Number by email” link to retrieve this number if necessary.

If you click on the “Already Registered?” link on the event web page, you must follow these steps in order to modify registration:

1. Enter the First Name, Last Name, Email Address, and Confirmation Number used to register for the event.
2. Click OK.

Once you have entered your information and clicked OK, you will be taken to the “My Registration Page”, at which point you will follow these instructions:

1. Click on the Modify tab, to view the Modify Registration page.
2. To modify your Information (i.e. contact information or registration questions) click on the icon.
3. To modify Registration Items (i.e. admission items, tracks, sessions, and optional items) click on the icon.
4. You will be taken to the appropriate page of registration where you can modify text or make changes to item selections.
5. Once you have made these changes, click Next.
6. You will return to the original Modify Registration page. Click Next again to move to the Summary & Payment page to complete the modification.
7. On the Summary and Payments page, you will see an overview of all of the selections made, as well as amount owed (if any). Select the Payment Method if applicable.
   *Note: Any items eligible for a refund will be processed according to the refund policy. New items that have been added to the registration must be paid for using one of the payment methods available.
8. Click Finish.