A: Dorm check-in will occur Monday 5/19 from 3:00-7:00pm at Penn Pavilion. Upon arrival to town, we recommend you take a taxi or rideshare to 125 Science Dr., Durham, NC 27710. You can find us in Penn Pavilion to receive your dorm room assignment and complete check-in for the conference.
Q: Can I update my registration info? A: Yes! You can update your registration details by clicking the ‘Modify Registration’ link in your confirmation email. Please note that this does not apply to presentation information, dormitory accommodations, or any items past their deadline.
Q: Will I need to print anything for registration? A: No printing needed! Your digital pass will be scannable on your mobile device to complete registration during check-in. Note: Poster presenters are responsible for printing and bringing their own posters to the event.
Q: Can I cancel my registration and receive a refund after April 19? A: Refunds will not be issued for cancellations made after April 19 as stated in the conference’s refund policy.
Q: Are hotel accommodations still available? A: Conference hotel room blocks are now full. Attendees may be able to secure rooms at the regular hotel rate with the hotels. Additional nearby hotel accommodations can be found here: https://aeesp2025.duke.edu/for-attendees/accomodations/
Q: Where can I find the conference schedule? A: The full schedule is live on the conference website (click here) and mobile app (click here).
Q: Will sessions be recorded? A: There are no plans for sessions to be recorded.
Q: I’m a presenter—do I need to follow a template or upload my slides? A: The Conference is not requiring a template or uploading of slides to a central platform. Please see the presenter instructions here: https://aeesp2025.duke.edu/presenter-information/ . Your session chairs should have contacted all presenters in your session. We recommend that you contact your session chairs if you have questions.
Student & Networking Events
Q: Are there events specifically for students? A: Yes! The Tuesday evening mixer is a Students/Postdocs event held at Duke Dejoy Family Football Tower (note: registration is limited and required). More information is available here: https://aeesp2025.duke.edu/socials-and-events/
Q: How can I connect with other attendees before the conference? A: Download the AEESP 2025 mobile app – more details coming in early May.
Q: Are there Networking and non-conference activities available?
A: Yes! There will be “Networking and Fun Things” events during the conference (click here).
Meals & Accessibility
Q: Are meals included in my registration? A: No—meals are not included in the cost of registration. [If you purchased a dormitory reservation, a $25 meal card is included for each day of your stay to be used at the available locations]. Breakfast and lunch options are available on campus, and a full list of venues will be provided via the conference app. The evenings of 5/21 and 5/22) have optional social events where dinner is provided. Note: registration for evening socials is required and limited; purchase your tickets soon! Last day to purchase is 4/30.
Q: Who can I contact with additional questions or concerns? A: Email us anytime at AEESP2025@duke.edu. During the event, visit the conference mobile app, or seek out volunteers and organizers for assistance.
