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 with the best online self-service platform, we found it helpful to also provide you with complete guidelines of the AUA Group Registration Policy and FAQ. Whether you have previously served as a Group Agent or are new to the process, the AUA Group Registration Policy and FAQ will guide you step by step to manage all aspects of your Group registration process successfully.
Who can register as a group for the AUA Annual Meeting?
In order the take advantage of the online group registration process, on-site group appointments, and material delivery, the following essential 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.
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 10, 2023, 11:59 p.m. Eastern Time - Online Deadlines: Registration can be added online through April 20, 2023, 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 February 21, 2023, 11:59 p.m. Eastern Time. Late registration rates are applicable beginning February 22, 2023, 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 canceled and appear on your list as "canceled." Commonly, a duplicate registration results from a person registered as a group delegate and 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 can opt out of receiving information from our Science and Technology Hall exhibitors. 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 they receive the products and information they request during the meeting. AUA also uses the data for all post-meeting products such as Webinars, certificates 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 can 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 Monday, April 17, 2023, or until badges are picked up on-site, whichever is earlier. Changes to the first and last name and an 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, email, 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 March 31, 2023. 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 1, 2023. Please allow four to six weeks to process your refund. Anyone registering after April 1, 2023 and wish to cancel or reduce their registration later 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 AUA2023 Hands-on Skills Training for any reason before March 24, 2023. In particular, our ability to offer these activities is contingent upon providing them safely for registrants, faculty, staff, and equipment providers. If you have registered for an AUA2023 Hands-on Skills Training and AUA subsequently cancels it, 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, 2023.
- If the 2023 in-person meeting is canceled for any reason, 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 a transfer creates a credit in your account, the AUA will apply the credit toward your 2024 AUA membership renewal dues. If you are a non-member, you can use the credit towards another AUA product until May 31, 2024.
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 February 21, 2023. Beginning February 22, 2023, registrations will be charged at the late rate. 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 Wednesday, April 10, 2023. Payments received after April 10, 2023, will result in delays on-site; the badges for the group delegates may only be ready for your appointment if payment is received by April 10, 2023.
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