Registration Policies
AAPA 2025 Registration and Ticketed Item Cancellation Policy
- Cancellations received on or before Wednesday, April 9, 2025, will receive a full refund, minus a $100 processing fee.
- Cancellations received Thursday, April 10 – Wednesday, April 23, 2025, will receive a 50% refund.
- No refunds will be made for cancellations after Wednesday, April 23, 2025.
- You may cancel ticketed items and receive a full refund if cancellation is received in writing by Wednesday, April 23, 2025. No refunds will be given for ticketed item cancellations after Wednesday, April 23, 2025.
- There will be no refunds for T-shirt purchases after March 1, 2025.
- Cancellation requests must be emailed to [email protected].
- Cancellation refunds requested via check can take up to 2 months to process.
No Shows
If you do not cancel in writing by April 23, 2025, and do not attend, no refund will be granted.
Fellow Premium Membership Terms
Subject to the following conditions, Fellow (level) Premium members receive complimentary registration to the annual AAPA Annual Conference (if) held during the then-current year.
- In order to qualify, Fellow Premium members must register in advance of the in-person conference for access to the event. Fellow Premium members must also maintain an active Premium membership through May 31 of the conference year to receive complimentary registration.
- Registration Fee. Fellow Premium members will receive their complimentary full conference rate during registration and before checkout. Additional ticketed CME, workshops, events, hotel reservations, and donations will be an extra and separate charge(s). No additional discounts, promotions or substitutions are valid.
- Hotel Stay Requirement. Fellow Premium members attending the conference must book a hotel room for a minimum two-night stay during registration to receive the complimentary conference rate. Fellow Premium members that do not book a hotel room within the official AAPA hotel block during registration will be charged a $200 registration fee. Exceptions for local residents (within a 50-mile radius of Colorado Convention Center in Denver, CO) will be given.
- Fellow Premium members are not required to attend the meeting and may cancel their registration at any time. Your registration has no cash value, is nontransferable, and there are no refunds for cancellations. Should you not book a hotel in the AAPA hotel block and pay the applicable registration fee, this fee will be refunded upon cancellation up to (currently) $200 (or other such amount as designated by AAPA).
- Annual Conference Upgrades. A Fellow Professional or Fellow plus member may upgrade their membership to Fellow Premium for complimentary access to the in-person AAPA Annual Conference by simply paying the applicable membership dues difference between their current membership option and the Fellow Premium option. For these upgrades, please contact customer care for assistance.
- Conference Changes. Please watch the AAPA Annual Conference webpage (aapa.org/conference) for the latest news and updates. To protect the health of our members, staff, and the public, or for other reasons, AAPA may cancel the event or change the AAPA Annual Conference format, CME credit availability, safety or admissions requirements, or other conference features.
Housing Policies
The discounted registration rate for staying in the official AAPA Hotel Block is available until Thursday, May 1, 2025, per availability.
AAPA’s housing and registration policy was enacted so that we can provide our attendees with discounted hotel room rates, low conference registration costs, a large and varied selection of properties, the best networking opportunities – and an extra $200 off registration!
When you book your room in the official AAPA hotel block, we’ll take $200 off your registration cost. We’ve done the work of scouting out great properties in our host city – this year in Denver, you can choose from 19 options, all convenient to the convention center. Plus, you’ll be surrounded by your colleagues, meaning you’ll make great networking and social connections.
In order to keep providing discounted hotel rates, we have to fill these rooms. The use of hotel booking websites and Airbnb has made filling rooms in our blocks more difficult recently, and an unfortunate alternative would be to increase registration rates to compensate for this loss.
We do NOT want to do this! That’s why we’re giving this $200 discount for attendees who book their reservation for the conference within any of the official AAPA hotels (minimum 2-night stay). Attendees will be prompted to book their hotel and register at the same time in order to apply the $200 discount.
If you live within 50-mile radius of Denver, CO, you are automatically eligible for $200 discount on your registration rate.
If you are sharing a room with other attendees, you may still be eligible for the $200 registration discount, even if you’re already registered. Please contact us for more information.
Conference Policies
Americans with Disabilities Act (ADA)
AAPA, Colorado Convention Center, and all official Meeting hotels comply with the requirements specified by the Americans with Disabilities Act (ADA). If you have any questions or require special accommodations or auxiliary aid relating to a disability for your conference attendance, please notify AAPA at [email protected] no later than April 13, 2025.
Animals
Live animals are prohibited within Colorado Convention Center other than animal(s) that serve a guide or service function as defined by ADA or as part of a pre-approved exhibit.
Children
Children, including infants, under the age of 18 are welcome in the public spaces of the Convention Center as well as the Expo on Sunday and Monday during show hours. Please be aware that the Expo is crowded, and that small children and infants should be in strollers or carriers.
Children, including infants, under the age of 18 are not allowed in conference sessions, the Main Stage events, the Opening Reception, Challenge Bowl, or in the Expo during move-in and setup or move-out hours due to the safety concerns, audio recording and maintaining an appropriate learning environment.
For specific questions, please contact [email protected].
Conference Attire
Conference attire is business casual. Dressing in layers is recommended since the temperature in meeting rooms can vary.
Guests
Guest passes are available for purchase on site at the conference for $50. Guest must be accompanied by a registered attendee. Please keep in mind guests are only allowed access to the Expo, Main Stage Events and Opening Reception. Guests must be 18 years of age or older.
Name Badges
Registered attendees must always wear their official conference name badge to access conference events. There will be a $50 fee to reprint a lost badge. The badge is nontransferable.
Smoking Restrictions
Smoking (including vapor cigarettes, electronic cigarettes and smokeless tobacco) is prohibited in all indoor areas and no closer than 25 ft. from any entrance at designated smoking areas only.
Code of Conduct
The AAPA 2025 national conference is intended for education, networking, and collaboration among PAs. AAPA is committed to providing a safe, supportive, and respectful conference experience regardless of a person’s race, color, ethnicity, national origin, citizenship status, age, religion, disability status, gender, gender identity, sexual orientation, genetic information, physical appearance, or other characteristics. AAPA expects conference participants to communicate professionally and constructively and to uphold the professional and educational purposes of the conference.
We expect cooperation from all participants to help ensure a safe environment for everyone.
Unacceptable Behavior
Harassment of conference participants or AAPA staff in any form is prohibited. Unacceptable behavior includes, but is not limited to offensive verbal comments, expressed or implied threat of physical or professional harm, sexual images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome sexual attention.
Reporting Unacceptable Behavior
Unacceptable behavior will not be tolerated. If you experience or notice others experiencing any of the above unacceptable behavior or have any other concerns, please contact AAPA conference staff at [email protected].
AAPA’s Commitment
AAPA will investigate all incidents reported with discretion and confidentiality. AAPA reserves the right to bar any attendee who violates this Code of Conduct from attending future conferences and/or cancel membership without refund.
Health Safety Measures
By submitting an attendee registration for AAPA 2025, attendees must acknowledge and agree that they are fully responsible for their own safety and actions while participating in the national conference and recognize that they may be at risk of contracting airborne viruses or other illnesses, through no fault of AAPA.
Be sure to practice everyday preventive actions, including but not limited washing hands often, and monitoring your health daily.
Security Measures
AAPA provides roaming security personnel at Colorado Convention Center during conference hours, and at the Hyatt Regency Denver Thursday through Sunday. Additionally, both the Convention Center and Hyatt Regency have internal security personnel to handle any situations that arise.
Admittance to AAPA’s House of Delegates Meeting in the Hyatt Regency Denver will be only by AAPA 2025 Conference Badge. There will be only one entrance to the meeting room and security personnel will be positioned to check badges for delegate and member access. In addition, a plain clothes officer will be present during the HOD proceedings.
As in any city, we remind conference attendees to be aware of your surroundings. If you see something, say something. We also recommend when you are walking around the city, to ensure you remove your conference badge and have a buddy. We encourage all attendees to program the following security phone numbers in their cell phones before heading to Houston to ensure they are easily accessible should you need to reach security. Security at Colorado Convention Center can be reached at TBD. Security at the Hyatt Regency Denver can be reached at TBD.
The following specific measures are being taken for our AAPA 2025 attendees:
- Firearms are not allowed on any premises during AAPA 2025, regardless of state laws.
- There is security onsite at Colorado Convention Center and the Hyatt Regency Denver.
- PA Night Out will remain a private event, only open to conference registrants.
- There will be ample signage at the Colorado Convention Center and the Hyatt Regency Denver on what to do if there is a problem.
- Safety & security information will be provided in the app about what to do if there is a problem.
- Badges are required for all AAPA conference events.