Program & Participation

How do I submit a proposal for a paper or poster?

Review our participation rules and policies, then submit your presentation proposal/abstract online. No submissions are accepted after the October 1 (11:59PM CDT) deadline.

I never received a confirmation of submission of my abstract. What should I do?

Confirmations are sent via email. Please check your spam/junk email folder. If you have not received confirmation by the established review decision date, contact UAA immediately at conf@uaamail.org.

Can I have a co-presenter?

UAA discourages co-presenters for paper presentations. If you must have a co-presenter, consider doing a poster presentation or informal breakfast roundtable instead. The rules for co-presenters in panel discussions are:

No extra time will be given for the presentation. Both presenters must be able to complete the presentation within 10-minute time allocation for the paper. Both presenters of a single paper must be co-authors. Participants are limited to one session per conference. Co-presenters cannot participant as presenters, moderators, speakers, etc. in any other session.

How do I know if my abstract has been accepted?

All presenters will be notified of the review decisions by the established date on the UAA Conference Deadlines page. If you do not receive any communication from UAA by the review date, please contact us at conf@uaamail.org.

When is the registration deadline for presenters?

Find registration deadline on the UAA Conference Deadlines page. Read more about the Registration Guidelines.

What’s the format of my panel going to be like?

Detailed guidelines for presenters, moderators, and organizers are provided on the UAA conference web site.

What sort of audio-visual equipment will be available in the conference session rooms?

Each session room will be equipped with a screen, a laptop (with PowerPoint software), and an LCD projector. For ease of transitioning between presenters, it is recommended that participants bring a flash drive with their presentation loaded instead of relying on the internet to access their presentation.

I’m leading a breakfast roundtable session. Will it be possible for me to show slides during the session?

No. Breakfast roundtable sessions are informal discussions that take place during the breakfast meal before regular sessions begin each morning. Because the roundtable sessions take place in the general dining area, the use of audio-visual equipment (other than a laptop without a projector) is not possible. However, you are more than welcome to bring your own printed slides to distribute to participants at the roundtable.

What is the role of panel moderators?

Moderators are primarily responsible for introductions, keeping the time, and alerting presenters of remaining minutes, as well as managing the open discussion period. They are expected to maintain an atmosphere conducive to open and collegial discussion of ideas. Moderators are not discussants. However, each moderator is responsible for making a brief introduction (1 minute) of each paper.

Are there formatting requirements for the paper?

UAA does not have official guidelines for conference papers. Conference papers are accepted in any format that is accepted in a presenter’s discipline. However, keep in mind that if you wish to submit your paper to the Journal of Urban Affairs (JUA), the journal does have specific guidelines that must be adhered to. You may find more information at the Journal of Urban Affairs – Author Guidelines page.

Do I need to submit my final paper before the conference? If so, when?

Final papers must be submitted to the moderator of each paper panel prior to the conference. The e-mail address for each moderator will be provided to panelists prior to the deadline for paper submission. The paper submission deadline is established each year and posted on the conference website. In addition, the key deadlines are listed in your proposal confirmation and acceptance messages.

To whom should I submit my paper?

Final papers will be submitted to the panel moderator by the submission deadline. All registered presenters will receive an email after panels are finalized and before the submission deadline with contact information for their session’s moderator.

How do I read/understand the alphanumeric session titles?

Alphanumeric Session Title Example: “TH9.15.11”

TH9.15.11 = Day.Hour.Minute.Session # within concurrent session time period

This means the session occurs on Thursday at 9:15 am. This is session 11 within Thursday’s 9:15 concurrent session time period.

My name (affiliation, co-authors name, etc.) is misspelled in the online program. How can I make sure my name is correctly spelled in the online and printed programs?

Please see the Make Changes to your Presentation or Session page for change forms and guidelines.

When is the deadline to submit a paper for the Best Conference Paper competition?

The deadline is typically in July. This information will be highlighted in the printed conference program and is usually announced at the awards luncheon. All conference registrants will be sent a post-conference email message reminding them of the deadline.

How do I submit my conference paper for consideration in the Best Paper Award?

All conference papers submitted to the Journal of Urban Affairs are eligible for the award. The deadline for submission and a special call for papers are included in the conference program booklet. A post-conference email reminder is also sent to all conference participants.

I’m leading a breakfast roundtable session. Will it be possible for me to show slides during the session?

No. Breakfast roundtable sessions are informal discussions that take place during the breakfast meal before regular sessions begin each morning. Because the roundtable sessions take place in the general dining area, the use of audio-visual equipment (other than a laptop without a projector) is not possible. However, you are more than welcome to bring your own printed slides to distribute to participants at the roundtable.

What information do you need about my co-author(s)?

In order to properly credit all co-authors, UAA will need their full name, email, phone number, and institutional or organizational affiliation.

I would like to attend a professional development workshop, but have a scheduling conflict. Are there other times it is offered?

All workshops are scheduled on Thursday. If you are unable to participate in the professional development workshop, consider attending a breakfast roundtable or professional development-focused panel session. A list of professional development activities offered throughout the conference is highlighted in the online and printed conference program.

How do I register for a professional development workshop?

Workshops are pre-organized events. Participation requires application online. Space is limited in each workshop. Please visit the workshops pages for more information.

How do I get a Certificate of Attendance?

Please complete and submit the Certificate of Attendance form. Your certificate will be available at the on-site registration desk, along with your conference badge.

Does UAA publish conference proceedings?

No, UAA does not publish conference proceedings. However, paper presenters are encouraged to submit their papers to the Journal of Urban Affairs (JUA). By submitting your paper to JUA before the July deadline (posted in the conference program booklet), you will also be eligible for the Best Conference Paper Award competition.

Registration

When is the registration deadline for presenters?

Find registration deadline on the UAA Conference Deadlines page. Read more about the Registration Guidelines.

What payment methods can I use? Do you accept checks?

Registrants may use MasterCard, VISA, or American Express credit cards online. Personal checks are not accepted. Institutional check payments must be pre-approved by the UAA Executive Office and will be restricted to payments covering 3 or more registrants. A processing fee of $75 per check will be added to each invoice paid by institutional check. Prior approval for institutional check payments must be requested at reg@uaamail.org.

What is included with my registration?

Review our registration rates and guidelines page for more details.

Can I pay registration fees on site?

If you are not on the conference program, you may register when you arrive at the conference site. Registration rates are higher for those who register on site. For on-site registration, we accept only certified checks (i.e., cashier’s/bank checks) or online credit card payments.

IMPORTANT: If you are on the program, you must register (i.e., pay fees) by the registration deadline for presenters.

Is it necessary to be a UAA member to attend the conference?

No. Everyone is welcome to attend the conference, however, UAA members receive a discounted registration rate.

Can I attend the UAA conference if I am not on the official program?

Yes, you can attend as an observer if you register and pay the appropriate fees. However, international attendees requiring a visa letter of invitation must be on the official program and register before they can receive their letter.

How far in advance of the conference do I need to become a UAA member to receive the member discount?

You can become a UAA member and immediately enter the conference registration system to register as a member.

IMPORTANT: Your membership must be current for the calendar year in which the UAA conference takes place. Membership year runs from Jan. 1 to Dec. 31. For example, to register for the 2020 conference, you must have a paid 2020 UAA membership.

My academic unit has a UAA Institutional Membership. Does this mean that everyone in my academic unit qualifies for a conference registration discount?

No. Only ONE conference registration discount is offered to each UAA Institutional Member. The discount is typically redeemed by the official designated institutional member representative (IM Rep), or by an individual chosen by the IM rep. The official designated IM Rep must notify UAA in writing at membership@uaamail.org of any transference of this benefit to another colleague in her/his unit.

How can I get a local non-profit participant waiver?

Participants who are 1) listed in conference program, 2) presenting at the conference AND 3) from a community-based non-profit organization in the metro area of the current conference may be eligible for a waiver of registration fees. Contact conf@uaamail.org if you believe you may be eligible. Be sure to state why you think you qualify in your message. Waivers are approved on a case-by-case basis.

Are there scholarships or grants for student presenters?

No, unfortunately UAA does not offer any scholarships or grants for student presenters. However, registration and membership fees are substantially reduced for students.

I live in the area, and do not intend to eat or sleep at the hotel. Can I get a reduced rate?

Yes, residents of the metropolitan statistical area of the conference site receive reduced rates. Local registration fees do NOT include any meal/reception event tickets.

Are one-day registration rates available?

UAA is unable to offer one-day registration rates. However, participants have the option of paying the Regular (includes breakfast, coffee breaks, and networking receptions) OR Basic (only includes coffee breaks) registration fee. Visit our registration rates page for more details.

Can I buy a meal/reception ticket for my spouse/partner/child/guest?

Yes. For spouses/partners, guest tickets are available for purchase online prior to the conference, at the conference registration desk, and at the entry to the events.

For children, UAA seeks to support the attendance of colleagues who have family responsibilities. Since all people (including children) must have a meal ticket to enter any UAA meal function, special meal ticket prices have been established to subsidize the participation of family members.

A registered conference attendee may purchase meal tickets for their family members at the following discounted rate:
30% discount on breakfast and lunch tickets
20% discount for opening reception tickets
UAA accepts credit card payments (VISA, MasterCard, and American Express) for all guest tickets. Ticket prices for each event are listed in the online registration system.

Does the UAA offer travel grants?

While UAA does not currently offer travel grants to participants, the UAA Executive Office is aware of the high cost of attendance, particularly for international attendees. In order to mitigate this, UAA is in the process of putting together fundraising initiatives geared toward students and international participants.

My online payment was not accepted. What can I do?

There are several reasons why a credit card payment may not be accepted. First, check to make sure the caps lock key is off. When on the “payment” page, be sure to select the correct credit card type. Note that only the following credit cards are accepted by our payment system: MasterCard, VISA, and American Express. Please also make very sure that you have entered the credit card information (Name, address, card number and card code) as it appears on the card AND is reported by your card’s banking institution. Questions? Contact reg@uaamail.org or 1-414-229-3025.

How do I get a registration refund?

Please fill out a Withdrawal Form to request a refund. Refunds of your original payment (minus $125 administrative costs) are possible, if requested before the refund deadline. This deadline can be found on the UAA Conference Deadlines page.

I want to go on a tour, but I didn’t sign-up for one online before arriving at the conference site. Can I still go on a tour?

Check with the UAA On-Site Registration Desk to determine tour space availability. If space is available, you may sign-up and pay the appropriate fee, however, all tour tickets must be purchased before the day-of the tour. Tour tickets will not be sold on the same day as mobile tours.

Where do I pick up my tour tickets?

Tour ticket may be picked up at the On-Site Registration Desk.

I did not save the confirmation page containing my registration receipt. What should I do?

Please contact us at reg@uaamail.orgfor a copy of your registration receipt.

I am trying to register for the conference, although it says registration is closed. How do I register?

Registration for the conference opens in October [the year before the conference]. If you are still not able to access registration, please contact reg@uaamail.org.

Conference Venue/Travel

I already registered for the UAA Annual Conference, but I did not make any accommodations. What do I do now?

If you already completed the registration process, and will need accommodations while attending the UAA Annual Conference, please contact Kayla, UAA Event Planning Specialist, at events@uaamail.org.

I require specific accommodations while I am attending the conference (diet, accessibility, etc.). Who should I contact?

During the online registration process, you will be asked about accommodation requests.  If you have any dietary restrictions (vegetarian, vegan, nut allergies, etc.), we will do our best to accommodate them. For accessibility, UAA will do our best to address any lodging and/or transport needs.

Can the UAA assist with my visa application and/or travel arrangements?

Travel arrangements are the personal responsibility of conference participants. However, UAA can provide a formal Letter of Invitation to international conference participants (who are listed on the program) upon request. To request your invitation letter, please fill out the Letter of Invitation form.

I need a letter of acceptance to obtain a visa for travel.

UAA is happy to provide formal letters of acceptance to international participants listed on the program. Request a formal letter of acceptance by completing the Letter of Invitation Request Form.

Can I buy a meal/reception ticket for my spouse/partner/child/guest?

Yes. For spouses/partners, guest tickets are available for purchase online prior to the conference, at the conference registration desk, and at the entry to the events.

For children, UAA seeks to support the attendance of colleagues who have family responsibilities. Since all people (including children) must have a meal ticket to enter any UAA meal function, special meal ticket prices have been established to subsidize the participation of family members.

A registered conference attendee may purchase meal tickets for their family members at the following discounted rate:
30% discount on breakfast and lunch tickets
20% discount for opening reception tickets
UAA accepts credit card payments (VISA, MasterCard, and American Express) for all guest tickets. Ticket prices for each event are listed in the online registration system.

Will the conference site provide gender-neutral bathrooms?

While UAA must share the space with hotel guests, the Renaissance Hotel’s policy allows guests to use the restroom they best identify with. Restrooms closest to the UAA event spaces will reflect gender-neutral signage. If you have specific questions and/or concerns, please contact Kayla, UAA Events Planning Specialist, via email at events@uaamail.org.

What type of wheelchair and scooter rental information can UAA provide?

Wheelchair and scooter rentals will be available to rent via the Renaissance Hotel Security Department. If you would like to rent a wheelchair or scooter, please fill out the accommodations request during the conference registration process so UAA can reserve the correct number.

Are there lactation rooms at the conference site?

If conference participants request this accommodation via their registration form, UAA will ensure there is a designated lactation room at the conference site. In order to ensure there is a designated lactation room, please fill out the accommodations request during the conference registration process.

Are there less expensive hotel accommodations available?

Since UAA typically meets in a large city, a quick Internet search will reveal other accommodations available to meet your needs. Conference hotels provide meeting space based on an agreed-upon occupancy level. By reaching the contracted occupancy level, UAA can keep its space rental costs lower, which in turn allows us to offer lower registration rates. Also, reserving a room at the conference hotel is an ideal choice because almost all events occur within the hotel.

Do you keep a list of participants who would like to share hotel accommodations to reduce cost?

Yes. UAA offers a roommate locator service to conference attendees who are on the program. To receive a copy of the directory listing AND to be included in the directory, you must complete a sign-up form. A link to this form can be found in your letter of acceptance email notice.

Will Internet be provided to guests at the hotel?

Typically, free Internet access will be available in the conference hotel guests’ sleeping rooms. Some hotels provide free Wi-Fi in the hotel lobby area. Wi-Fi in the hotel meeting rooms is expensive and therefore, there is no guarantee of its availability. Visit our A-V Support/Internet Access webpagefor information about the next conference venue.

At the Conference

I require specific accommodations while I am attending the conference (diet, accessibility, etc.). Who should I contact?

During the online registration process, you will be asked about accommodation requests.  If you have any dietary restrictions (vegetarian, vegan, nut allergies, etc.), we will do our best to accommodate them. For accessibility, UAA will do our best to address any lodging and/or transport needs.

What do I do if I lose my name badge?

This is a serious problem. Because your badge gives you entry to meal events (which are very costly), we cannot simply replace your badge. We will issue you a replacement badge that has no meal/reception privileges. To attend meals/receptions you will need to purchase separate tickets. If you lose your badge, go to the UAA registration desk and we will assist you.

What should I do if I arrive after registration has closed for the day?

Registration will open early the following morning. However, if you want to enter a reception that evening, go directly to the entry of the reception location where your registration can be verified. View General Schedule for hours of operation for the On-Site Registration desk.

I am not able to check-in to my hotel room yet. Am I able to store my bags with the front desk?

Unfortunately, if you are not staying at the conference site hotel, storing bags is not allowed. Attendees’ personal belongings cannot be stored in the UAA registration area or office. Please make any necessary arrangements in advance to ensure storage of your luggage/belongings.

I don’t know if other members of my session have arrived yet. How do I get in touch with them?

Go to the conference registration desk. A UAA representative will be able to tell you if the rest of your panel has checked-in for the event.

Are extra copies of the program available?

The UAA office retains a limited number of conference programs for office use only. However, we will post a PDF file of the conference program on our website which you can download and print.

Should I bring copies of my paper? If so, how many?

Yes, you should bring at least 12 copies of your paper. It’s best to plan ahead and bring more copies than you think you’ll need!

How do I distribute my paper or other materials to people in other sessions?

If you want to distribute your materials to people in a specific session, you can attend that session and talk with the panelists before or after their presentation.

Will Internet be provided to guests at the hotel?

Typically, free Internet access will be available in the conference hotel guests’ sleeping rooms. Some hotels provide free Wi-Fi in the hotel lobby area. Wi-Fi in the hotel meeting rooms is expensive and therefore, there is no guarantee of its availability. Visit our A-V Support/Internet Access webpagefor information about the next conference venue.

How do I read/understand the alphanumeric session titles?

Alphanumeric Session Title Example: “TH9.15.11”

TH9.15.11 = Day.Hour.Minute.Session # within concurrent session time period

This means the session occurs on Thursday at 9:15 am. This is session 11 within Thursday’s 9:15 concurrent session time period.

I’m leading a breakfast roundtable session. Will it be possible for me to show slides during the session?

No. Breakfast roundtable sessions are informal discussions that take place during the breakfast meal before regular sessions begin each morning. Because the roundtable sessions take place in the general dining area, the use of audio-visual equipment (other than a laptop without a projector) is not possible. However, you are more than welcome to bring your own printed slides to distribute to participants at the roundtable.

After the Conference

How can I stay connected with the Urban Affairs Association?

Where can I view photos from the conference?

You can find select photos from the conference on the UAA Facebook page.

Does UAA publish conference proceedings?

No, UAA does not publish conference proceedings. However, paper presenters are encouraged to submit their papers to the Journal of Urban Affairs (JUA). By submitting your paper to JUA before the July deadline (posted in the conference program booklet), you will also be eligible for the Best Conference Paper Award competition.

How do I submit my conference paper for consideration in the Best Paper Award?

All conference papers submitted to the Journal of Urban Affairs are eligible for the award. The deadline for submission and a special call for papers are included in the conference program booklet. A post-conference email reminder is also sent to all conference participants.

How do I nominate someone for the Marilyn Gittell Activist Scholar Award?

Information about this award can be found on the UAA website under Awards. A call for nominations will be sent out each year by the UAA Executive Office.