AUA Summit - AUA Group Registration Policy and FAQ's

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AUA Group Registration Policy and FAQ's

AUA understands and values the vitality of the Group Registration Process. As we continue to seek out the best technology in the market to handle the Group Registration Process, and to provide our Group Partners the best online self-service platform, we found it useful to also provide you with complete guidelines of the AUA Group Registration Policy and FAQ. Whether you have served as a Group Agent in the past or you are new to the process, the AUA Group Registration Policy and FAQ will guide you step by step to successfully manage all aspects of your Group registration process.

Who can register as a group to the AUA Annual Meeting?

In order the take advantage of the online group registration process, on-site group appointments, and material delivery the following basic criteria must be met:

  • You must register 20 or more
  • You must have one Group Agent assigned that handles the registration process for the entire

Who is a Group Agent?

The Group Agent is a person that manages a group of registrants by creating a contact account that allows them exclusive rights to their online group portal. The AUA Customer Service Team will only release the Group ID# and password information to the Group Agent on record.

How do I submit the group registrations?

Registrations must be completed online or by import spreadsheet (if your group contains 20 or more delegates)

The Group Agent completes delegate registrations using the Group Registration Portal. The Group Agent is able to register delegates, make some changes to existing delegate registrations, view lists of registered delegates, schedule a badge pick up appointment and pay any outstanding balances. Do not use the individual attendee registration website for your group delegate registration.

Vaccination Requirement or Negative Test Protocol

The AUA will be instituting a COVID-19 Proof of Vaccination or Negative Test Result Entry Protocol for AUA2022.

In practice, this means all AUA2022 in-person attendees, exhibitors, vendors, guests and staff must be fully vaccinated against COVID-19 or provide negative test results taken 72-hours or less from the time of entry in order to gain access to any on-site and in-person AUA2022 course, program, event, reception, meeting, etc. There is no higher priority for the AUA than delivering a safe and successful Annual Meeting, and we believe this is the safest approach for the well-being of our audience.

How is Fully Vaccinated for COVID-19 being defined for right of entry into AUA2022?

At this time, a person is considered fully vaccinated:

  • 2 weeks after a single-dose vaccine, such as Johnson & Johnson’s Janssen vaccine
  • 2 weeks after their second dose in a 2-dose series, such as the Pfizer and Moderna vaccines, or any World Health Organization-approved vaccine for international participants, as listed below:
    • AstraZeneca/Oxford
    • Covaxin
    • Covishield
    • Sinopharm
    • Sinovac

How will AUA be verifying vaccination of attendees?

The AUA will be contracting with a third-party vendor to manage the vaccine verification process. This will enable meeting attendees, exhibitors, vendors, guests and staff to submit proof of their COVID-19 vaccination in advance of traveling on-site for the Annual Meeting. Trust and transparency are top priorities for the AUA. You will not be asked to release any personal health data directly to the AUA. Detailed instructions for how to submit proof of vaccination will be available in the first quarter of 2022.

Do I need to submit proof of vaccination at time of registration?

No, you do not need to submit proof of vaccination at the time you register online for the Annual Meeting. Prior to arriving on-site, attendees, exhibitors, vendors, guests and staff will be asked to provide proof they are fully vaccinated with a vaccine approved by the U.S. Food and Drug Administration (FDA) or World Health Organization (WHO), or asked to show proof of a negative COVID test taken 72 hours or less upon time of entry. 

How do I submit proof of vaccination?

The AUA will be contracting with a third-party vendor to manage the vaccine verification process. Detailed instructions for how to submit proof of vaccination will be available in the first quarter of 2022.

Can I show proof of vaccination on-site at the Annual Meeting?

Yes, you can present proof of vaccination on-site. Further details for how to submit proof of vaccination on-site or prior to the Annual Meeting will be available in the first quarter of 2022.

Are you providing COVID-19 vaccinations on-site?

No. In order to meet the Vaccination Requirement Protocol for on-site/in-person attendance, you must be fully vaccinated against COVID-19 prior to attending AUA2022.

Do I need to present negative test results more than once while on-site?

No, negative test results taken 72-hours or less from the time of entry is all that is required to attend the Annual Meeting in-person. On-site testing will be available to support safe arrivals; returning to families and institutions; and to meet travel requirements for departures to international countries of origin. The AUA will provide additional guidance about on-site testing during the first quarter of 2022.

What are the registration submission deadlines?

  • List Import Deadlines: Your List Import may be submitted any time prior to the deadlines listed below. Please allow 3-business days before you are able to manage your group registration Note: if you register your delegates online using the group registration portal, you will have immediate access to the registrations.

    April 15, 2022, 11:59 p.m. Eastern Time

  • Online Deadlines: Registration can be added online through May 3, 2022, or when badges are picked up on-site, whichever is earlier. To expedite on-site badge pick-up, enter all your delegates online before coming on-site. Early registration rates are applicable to all registrations received on or before March 22, 2022, 11:59 p.m. Eastern Time. Late registration rates are applicable beginning March 23, 2022, 12:01 a.m. (No Exceptions)

Multiple or Duplicate Registrations

Each individual may have only one registration record. The AUA Customer Service Team routinely reviews records and eliminates duplicates. In this case, one of the records will be cancelled and will appear on your list as "cancelled." Commonly, a duplicate registration is the result of a person who is registered as a group delegate and/or Exhibitor. We consolidate these two records into a single Exhibitor Attendee record under the management of the Exhibitor Admin. All exhibitor registrations must be connected to the exhibiting company and must be made through the Exhibitor Registration Website.

What is the Group Delegate contact information used for?

Delegate name badges have a bar code with their contact information encoded. Group delegates have the option to opt-out from receiving information from our Science and Technology Hall exhibitors. The act of scanning the bar code on the badge gives the delegate's contact information to the exhibiting company. It is crucial to provide accurate mailing and email address information for your group delegates to ensure that they receive the products and information, which they request during the meeting. AUA also uses the information for all post meeting products such as Webinars, Certificate of Attendance, Evaluations and CME.

Who receives the registration confirmation?

Email confirmations are sent to the Group Agent only. The AUA registration system will not send individual group delegate confirmations, as a Group Agent you will have the ability to do so from your Group Portal. In cases where the delegate contacts the AUA Customer Service Team and requests email confirmation, we will send the request to the Group Agent to forward an email confirmation to the delegate.

What is the group contact change policy?

Changes to delegates’ contact information must be done online. Changes can be made through Tuesday, May 3, 2022, or until badges are picked up on-site, whichever is earlier. Changes to the first and last name as well email address cannot be made online; if the name or the email address contains a misspelling, please contact the AUA Customer Service Team at groups@AUAnet.org to have the correction made at no charge.

Please note that changes online are reflected immediately. Requests submitted by phone, mail, or fax (subject to processing fees) may take 3 to 5 business days to process.

What is the group cancellation policy?

  • Registrations are non-transferable; name substitutions are not permitted.
  • To cancel or reduce your Annual Meeting registration (this includes Platinum, Gold, Silver, and Bronze), you must submit a written request on or before April 4, 2022. Cancellation or partial refund requests received by this date will be honored less a $100 administrative processing fee. No refunds will be honored on requests received on or after April 5, 2022. Please allow four to six weeks to process your refund. Anyone registering after August 2, 2021, and wish to cancel or reduce their registration at a later date will receive no refund on any part of their registration fees. Cancellation or change requests can be faxed to 410-689-3912 or emailed to groups@AUAnet.org.
  • You may add optional products such as the course pass or Hands-on courses to your registration at any time.
  • Special requests for a refund due to an emergency situation after August 2, 2021, must be received no later than September 20, 2021. AUA retains the right to determine what constitutes an emergency. If an emergency cancellation for an in-person meeting registration is granted, we will change your in-person meeting registration to a virtual registration. AUA's decision will be final. No refunds will be honored on requests received on or after August 2, 2021, to cancel Silver or Bronze registrations.
  • If for any reason, the 2021 in-person meeting is canceled, your registration will automatically transfer to the corresponding virtual option. We will automatically transfer the Platinum to Silver and Gold to Bronze. If you are a member and such transfer creates a credit in your account, the AUA will apply the credit towards your 2022 AUA membership renewal dues. If you are a non-member, you will have the option to use the credit towards another AUA product until February 20, 2022.
  • Registrations are non-transferable; name substitutions are not permitted.
  • To cancel or reduce your Annual Meeting registration (this includes Platinum, Gold, Silver, and Bronze), you must submit a written request on or before April 4, 2022. Cancellation or partial refund requests received by this date will be honored less a $100 administrative processing fee. No refunds will be honored on requests received on or after April 5, 2022. Please allow four to six weeks to process your refund. Anyone registering after April 5, 2022 and wishing to cancel or reduce their registration at a later date will receive no refund on any part of their registration fees. Cancellation or change requests can be faxed to 410-689-3912 or emailed to groups@AUAnet.org.
  • You may add optional products such as the course pass or Hands-on courses to your registration at any time.
  • AUA reserves the right to cancel any AUA2022 Hands-on Skills Trainings for any reason before March 18, 2022. In particular, our ability to offer these activities is contingent upon offering them safely for registrants, faculty, staff, and equipment providers. If you have registered for an AUA2022 Hands-on Skills Training and it is subsequently canceled by AUA, you will be eligible for a full refund of that registration fee. If AUA cancels a Skills Training, notification will be sent to registered attendees by March 31, 2022.
  • If for any reason the 2022 in-person meeting is canceled, your registration will automatically transfer to the corresponding virtual option. We will automatically transfer the Platinum to Silver and Gold to Bronze. If you are a member and such transfer creates a credit in your account, the AUA will apply the credit towards your 2023 AUA membership renewal dues. If you are a non-member, you will have the option to use the credit towards another AUA product until May 31, 2022.

How do I change a Group Agent?

Should a Group Agent leave the company, an email must be sent to the AUA Customer Service Team (groups@AUAnet.org) notifying the team of the departure with the new Group Agent's contact information.

What is the deadline for registration payments?

The deadline to receive early registration rates is March 22, 2022. Beginning March 23, 2022, registrations will be charged at the late rate. In order for our badges and materials to be prepared for your arrival on-site, your payment must be received by the AUA Customer Service Team by Friday, May 6, 2022. Payments received after May 6, 2022, will result in delays on-site; the badges for the group delegates may not be ready for your appointment if payment is not received by May 6, 2022.

What are the payment options?

Credit Card: American Express, Discover, MasterCard, and Visa are accepted.
(Preferred method of payment and convenient for your group)

Wire Transfer: All payments are in U.S. dollars, and a $30.00 wire processing fee must be included in your balance due. Wire payments are complete only after the transfer is made to AUA's bank account and confirmed by the AUA Customer Service Team. Please include the Group Name and the Group Agent ID# in the reference section of the wire. A copy of your Wire Transfer Confirmation must be sent to the AUA Customer Service Team by fax (410)689-3912 or email (groups@AUAnet.org) for proper registration processing. Please Note: Your Wire Transfer Confirmation is not proof of payment, only that you have issued the payment.

How do I pick up the group badges?

There are two options for badge pickup:

  • The Group Agent will pick up meeting materials at Group Registration. The Group Agent must schedule an appointment to pick up materials on-site.
  • Delegates will pick up materials at Attendee Registration. The Group Agent will not pick up badges for their group. Each delegate from the group will pick up materials individually at attendee registration.

How to contact the AUA Group Registration Team

Tel: 410-689-3700
Toll-Free: 1-800-746-4282
Email: groups@AUAnet.org