UPDATE 3/25/20: All registrants received an email on March 25th with instructions on how to proceed for refund and transfer requests. Please see FAQs below.
ACHA 2020 Annual Meeting Cancellation Notice
On behalf of the American College Health Association (ACHA) leadership, we are deeply saddened to announce that the ACHA 2020 Annual Meeting, scheduled for May 24-28 in Chicago, has been cancelled.
With the continued spread of COVID-19, its designation as a global pandemic by the World Health Organization, and recent federal, state, and university regulations banning mass gatherings and travel, we felt the situation has evolved to such a point to where it would be impossible to convene our annual meeting. We also recognize that it is critically important for our members to be attending to their students and campus communities.
The decision to cancel was certainly not made lightly. We know that our members value the education provided through sessions and posters; the networking available through section, affiliate, and coalition meetings; the chance to earn 20+ continuing education credits; and the opportunities to re-engage with colleagues and welcome new members to the college health field.
ACHA will officially deem next year’s conference in 2021, our 100th year anniversary conference. Historically speaking, ACHA’s first annual meeting was held December 31, 1920. Our time to celebrate 100 years of incredible service will not be deterred, but simply deferred.
ACHA was founded in 1920, in large part due to another pandemic at the time, the Spanish Flu. We’ve come full circle in 2020 with COVID-19. While we are so sad to cancel our annual meeting, we are so proud of the amazing service that you all are giving to our campuses, our students and our nation. We look forward to celebrating together in 2021 in New Orleans.
Below is a list of frequently asked questions. If you have questions that aren’t covered, contact firstname.lastname@example.org.
How do I request a refund for the ACHA 2020 Annual Meeting?
All registrants received an email on March 25th, to the email used on their registration, with instructions on how to proceed. This unique, individual email must be used for each registrant to request a refund or transfer.
If you respond to the email by April 3, there are two options for your registration fee:
- You can request that your registration fee be transferred to the 2021 ACHA Annual Meeting to be held in New Orleans on June 1-5. Any pre-conference workshop tickets or lunch vouchers will be refunded.
- You can receive a full refund (including the processing fee) for registration fees, workshop tickets, and lunch voucher tickets.
If you do not respond by April 3, a full refund will be automatically issued using the method of payment at time of purchase.
Emailed receipts of refunds will be sent to each registrant once processed within 30-60 days of request.
May I request that a refund or transfer be made for a large group of registrants on their behalf all at one time via email or phone?
Unfortunately, not. Each individual registrant was sent an email on March 25th, to the email used on their registration, that is unique to them. They must use the link within that email or forward it to an admin to handle the request on their behalf. This is the only way the refund or deferment will work properly for each registrant.
If I paid all at once for multiple registrations will that be refunded in a lump sum or as individual refunds?
The refunds will process records exactly the way the payments were applied originally. So, if the charge was initially one lump sum, the refund will appear the same way.
If my original credit card that I used to register is no longer valid, how will I receive a refund?
Please continue with the refund request process via the emailed instructions. If the credit card is no longer valid, all declined refunds will be issued as a mailed check instead. The accounting department will be contacting you in the coming weeks for more details if that happens.
If I cancelled my registration before the announcement was made and was charged the $40 processing fee, will that now be refunded?
Yes, you will receive a refund for the $40 processing fee.
Will I be refunded for pre-conference workshop tickets and lunch vouchers?
Yes, you will be refunded for all workshop registrations and lunch vouchers.
Do I need to cancel my hotel reservation?
If you reserved a room at the Sheraton Grand Chicago or the Hyatt Regency Chicago via the link provided in your registration confirmation email, your reservation will be automatically cancelled. You will receive an email notification from the hotel confirming the cancellation. If you registered at a different property or made a reservation at the meeting hotels through another reservation method, you are responsible for cancelling your own reservation.
If I had a program submission accepted for the 2020 Annual Meeting will it automatically be accepted for the 2021 meeting?
We appreciate all the hard work that went into your program submission. We also appreciate the time and effort spent by the 2020 Program Planning Committee in reviewing and selecting sessions. We will not be able to transfer this year’s content to the 2021 meeting for a variety of reasons. But we are currently considering options for alternative methods for providing the content in a virtual environment, at the ACHA fall summit, or through ACHA affiliate meetings. Stay tuned for further information as we investigate these options.
If I had a poster accepted for the 2020 Annual Meeting will it be automatically accepted for the 2021 meeting?
We appreciate all the hard work that went into your poster submission. We also appreciate the time and effort spent by the poster selection committee in reviewing and selecting posters. We will not be able to transfer this year’s posters to the 2021 meeting for a variety of reasons. But we are currently considering options for a virtual poster hall. Stay tuned for further information as we investigate this option.
If my company purchased an exhibit booth, will we get a full refund?
Yes, all companies who have purchased an exhibit booth will receive a full refund (including the processing fee). Refunds of exhibit booth fees and any accompanying furniture order fees will be made in full by April 20, 2020.
- If the original payment was made by credit card through the exhibit reservation portal, the original card will be credited automatically. A revised statement will be emailed from email@example.com to the booth contact persons on file.
- If the original payment was made by credit card outside the exhibit reservation portal through ACHA’s accounting office, you will be contacted to re-confirm the card number to which credit will be applied. Receipts will be issued by ACHA accounting office staff.
- If the original payment was made by check, a refund check will be issued. ACHA will contact exhibitors to confirm payee and address for refund checks. Receipts will be issued by ACHA accounting office staff.
I purchased a Lead Retrieval Unit for the meeting. How can I receive a refund?
To receive a full refund for your lead retrieval purchase, please send a refund request to this dedicated email box: firstname.lastname@example.org. Please include a copy of your receipt/confirmation or invoice number. Please allow 7 to 10 business days for processing by Experient. They will honor all refund requests for 90 days after the event’s original move-in date of May 25, 2020. Please keep in mind that credit card refund posting times vary by merchant and bank.
I am a corporate meeting sponsor and/or I purchased an ad in the Final Program. Will I receive a refund?
Yes, you will receive a full refund for your sponsorship and your advertisement. We appreciate all of our meeting sponsors and advertisers for your commitment to ACHA and college health and look forward to working with you at future meetings.
I paid for a product theater. Will I receive a refund?
Yes, you will receive a full refund for the product theater. If you have made any arrangements directly with the Sheraton regarding food and beverages or additional AV equipment, please contact them directly to cancel. Contact: Karolina Gagacki, Catering Sales Manager, Sheraton Grand Chicago Karolina.Gagacki@sheraton.com
My company arranged for an external meeting at the Sheraton in conjunction with the ACHA Meeting. What do I need to do to cancel that?
You will need to contact the Sheraton directly to cancel any arrangements you made for meeting space, food and beverage, or AV equipment. Contact: Karolina Gagacki, Catering Sales Manager, Sheraton Grand Chicago Karolina.Gagacki@sheraton.com