AUA Group Registration Policy and FAQ's - AUA Annual Meeting

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AUA Group Registration Policy and FAQ's

AUA2025 – Register

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 provide our Group Partners with the best online self-service platform, we found it helpful to 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 15 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.
Friday, April 11, 2025, 11:59 p.m. Eastern Time

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.

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, 2025, 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 your Annual Meeting registration and request a full refund or change your Annual Meeting registration and request a partial refund (this includes Platinum, Gold, Silver, and Bronze), you must submit a written request on or before Friday, March 28, 2025. Full 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 Saturday, March 29, 2025. Please allow four to six weeks to process your refund. Anyone registering after Saturday, March 29, 2025, 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 e-mailed to customerservice@AUAnet.org. No full or partial refunds of Silver or Bronze registrations will be honored after Friday, March 28, 2025.
  • 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 AUA2025 Hands-on Skills Trainings for any reason before Saturday, March 29, 2025. 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 AUA2025 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 Friday, March 28, 2025.
  • Special requests for a full or partial refund of in-person registration due to emergency situations after Friday, March 28, 2025, must be received no later than Monday, April 21, 2025. AUA retains the right to determine what constitutes an emergency. If a special request for full or partial refund 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. AUA will not honor any special requests for a refund of Silver or Bronze registrations.
  • If for any reason the 2025 in-person meeting is canceled, in-person registrations will automatically transfer to virtual registrations. AUA will automatically transfer Platinum registrations to Silver virtual registrations, and Gold registrations automatically will be transferred to Bronze virtual registrations. If you are a member and such transfer creates a credit in your account, the AUA will apply the credit towards your 2025 AUA membership renewal dues. If you are a non-member, you will have the option to use the credit towards another AUA product until Sunday, May 31, 2026.

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 Wednesday, February 19, 2025. Beginning Saturday, February 20, 2025, 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 Thursday, April 17, 2025. Payments received after Thursday, April 17, 2025, will result in delays onsite; the badges for the group delegates may only be ready for your appointment if payment is received by Thursday, April 17, 2025.

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