Frequently Asked Questions (FAQs)

General Information

Q. What are the Symposium dates? 
A. The AVS International Symposium & Exhibition is a full-week conference being held October 29 - November 3, 2017; Exhibit show dates are October 31 - November 2, 2017.

Q. Where will  the AVS 64th International Symposium & Exhibition be held and what is the address? 
A. Tampa Convention Center
     333 South Franklin Street  
     Tampa, FL 33602-5369
 
The Tampa Convention Center is not only right on the water, it's minutes away from some of Florida's best attractions.  Run wild at Busch Gardens Tampa Bay, stare down the sharks at The Florida Aquarium, feed your spirit at the Tampa Museum of Art or take a tour through history on the American Victory Ship, one of only four fully-operational WWII ships in the country.

Q. What is the headquarters hotel and when will housing open? 
A. Tampa Marriott Waterside Hotel & Marina will serve as headquarters Hotel for the Symposium; additional rooms are also available at the Embassy Suites Tampa Downtown, and Westin Tampa Harbour Island. Housing opens July 6, please refer to the housing section for further information.
 
Tampa Marriott Waterside Hotel & Marina (Headquarters)
700 South Florida Avenue
Tampa, FL 33602
Single/Double: $199*
Wireless: Complimentary in Guest Room
Parking: $28 valet
*Government Rates Available
 
Embassy Suites Tampa Downtown
513 South Florida Avenue
Tampa, FL, 33602
Single/Double: $200* (includes breakfast)
Wireless: Complimentary in Guest Room
Parking: $24 valet parking
*Government Rates Available
 
Westin Tampa Harbour Island
725 South Harbour Island Blvd.
Tampa, FL, 33602
Single/Double: $185
Parking: $10 self-parking; valet $26
 
Q. Is there an Opening Ceremony or Welcome Mixer? 
A. The Plenary Lecture will take place on Monday, October 31, from 5:30-6:30 pm, followed by a Welcome Mixer from 6:30-8:00 p.m. The Mixer is a casual gathering where attendees and exhibitors can enjoy some refreshments and spend time together prior to the opening of the Exhibit Hall. In addition, there will be an Awards Ceremony and Reception on Wednesday, November 1 at 6:30 p.m. All registered attendees are welcome to attend these receptions where light snacks and drinks will be served. 

Q. Whom do I contact for an invitation letter to attend AVS 64th International Symposium & Exhibition? 
A. You must have an accepted presentation or be registered for the AVS 64th International Symposium & Exhibition to receive an invitation letter.  Please e-mail your request to Yvonne Towse at yvonne@avs.org.  Include your complete name and mailing address.

Q. Do I have to be a member to attend? 
A. No, but the registration fees are reduced for members. Pre-Registration for the AVS Exhibit is FREE. For further information or to register please see Registration tab.

Q. How can I become a member and receive discounted registration rates and other member benefits? 
A. If you have paid the Full, Early Career, Technical Specialist, or Student non-member registration fee, you will receive a complimentary AVS electronic membership for 2018.  For more information about your membership benefits or to attend the Welcome to AVS session please stop by the AVS Member Center during the week of the Symposium or contact:
 
Angela Klink
AVS
125 Maiden Lane, 15B
New York, NY 10038
212-248-0200 X 221 Fax: 212-248-0245

Q. Are there any Employment Opportunities or Job Fair at the Symposium? 
A. Looking for a position or seeking qualified candidates for a job opening? If so, please register in advance via the onsite AVS Career Center webpage, or at the Career Center booth during the AVS Symposium in the Exhibit Hall. 

Q. I'm interested in technical training, are there any instructional courses available? 
A. Courses are in session Monday through Thursday at the Symposium. Taught by industry professionals, AVS short courses offer training for technicians, scientists, and engineers in three broad categories: Vacuum and Equipment Technology; Materials and Characterization; and Materials Processing. For further information or to register see the Short Courses.

Q. Are there session or refreshment breaks?
A. Visit the Exhibit Hall during the morning and afternoon technical session breaks. There will always be something special being offered in the Hall, Tuesday-Thursday morning and afternoon.
 
Q. Where will the poster sessions be held? 
A. The poster sessions will be held in the Central Hall at the Tampa Convention Center on Tuesday, October 31, from 6:30 - 8:30 p.m., and on Thursday, November 2, from 6:30 - 8:30 p.m. 

Q. How soon can I get into the Central Hall to set up my poster? When must I remove my poster? 
A. Boards will be available for presenters to mount their posters at 12:00 p.m. on Tuesday. All of the posters will be displayed during both poster sessions which are on Tuesday October 31 and Thursday November 2. Presenters are to be available at their poster during the assigned presentation time. Posters must be removed following the Thursday poster session. Please note that we cannot take responsibility for any posters left on the boards after the Thursday evening session.

Q. Whom should I contact to rent a meeting room during AVS 64th International Symposium & Exhibition?  
A. You may submit your request via e-mail to Events Manager Della Miller at della@avs.org.

Q. Does the Meeting provide a service where I can advertise a scientific meeting? 
A. Yes. Please submit your request to display materials on our literature table in the registration area to Della Miller at della@avs.org

Q. Will transportation be provided between hotels and the Tampa Convention Center? Is there a fee? 
A. No, hotels are adjacent and within walking distance to the Tampa Convention Center.

Q. Is there parking available at the Tampa Convention Center?
A. Convenient Parking is available at the Tampa Convention Center garage, located on 333 S. Franklin Street. 
View a map of Tampa's downtown area and transportation system.....read more

Q. What is the expected meeting attendance? 
A. 3,000, including exhibitors.

Q. Does the Tampa Convention Center offer assistance for visitors with disabilities and special needs and whom do I contact? 
A. If you have a disability that will have an impact on your participation in the annual meeting, please contact us via e-mail at della@avs.org or by telephone at 530-896-0477 by the October 9th deadline. AVS cannot ensure the availability of appropriate accommodations without prior notification. 

Q. How can I find out if a colleague is attending the meeting and get a message to him or her?
A. Registered attendees may utilize the mobile app during the meeting to message other registered attendees. In addition, you may stop by the Registration desk to find out if a colleague has registered.

Q. Is there a business center available for making copies, sending faxes, etc.? 
A. Yes, there is a Business Center in the Convention Center and in most hotels.

Q. Will there be internet access or a place for me to check e-mail?
A. Yes, in the Exhibition Hall at the Convention Center from Tuesday-Thursday. Attendees will be welcome to use the computers located in the Exhibit Hall or log in directly using their own laptops at various wireless spots marked throughout the Exhibit Hall. 
The AVS headquarters hotel offers complimentary wireless in the lobby and public areas.

Q. Is there a conference or event mobile app?
A. Yes, the AVS App allows registrants for the AVS 64th International Symposium & Exhibition to: 
 
  • Review the technical program and abstracts, plus exhibition, meetings/special events, and other travel and logistical details.
  • Create a personal schedule.
  • Send messages to other event attendees.
  • Capture and upload event photos.
  • Receive daily event notifications.
  • Access the AVS publications and technical libraries and more!
*The AVS Mobile App is Coming in September! Registered attendees will receive an email notification advising to Download the app.

Q. Is there a recording or photo policy?
A. Recording of Presentations is Strictly Prohibited 
No individual or entity—including a presenting author—may electronically record or broadcast any portion of the AVS Meeting without prior written consent of AVS. Unauthorized recording (audio, video, still photography, etc.) of presentations during sessions, posters, workshops, etcetera, without the express written consent of AVS and individual authors is strictly prohibited. Press representatives must receive a Press Pass and photo/recording permission from AVS. AVS reserves the rights to any approved audio and video production of presentations at all AVS events. 

Photo Policy
Attendees or exhibitors are encouraged to network and enjoy the meeting experience. As such, capturing memories of casual meeting activities and networking is permitted with the permission of those being prominently photographed. Photographing formal meeting presentations, posters, or displays is forbidden without permission of AVS and the presenter.

Videos and Photos for AVS Use
AVS Meeting attendance implies your consent to be photographed, filmed and/or otherwise recorded for use on the AVS website or news publications. Please note that no technical presentations will be recorded without prior consent of AVS and the authors.
 
*Those who do not comply with the AVS Recording Equipment/Photo policy may be asked to leave the premises.

Q. Will the Society provide an airport shuttle? 
A. No, the AVS International Symposium & Exhibition will not be providing transportation services to and from the airport. For Ground transportation information please see Housing/Travel tab.

Q. Are there places to eat near the Tampa Convention Center/inside the Center?
A. Yes. Full week attendees who pay for a full week registration (Full, Student, Early Career, Technical Specialist, and Exhibitors) will receive three free lunch vouchers redeemable on Tuesday, Wednesday, and Thursday for lunch concessions located in the Exhibit Hall. Stop by the Exhibit Hall between 12:20 - 2:20 p.m. to grab a bite to eat and network with exhibitors and fellow colleagues.  Come to the Exhibit Finale on Thursday for your free lunch!

Those wishing to step outside the doors of the Tampa Convention Center can walk right out to the pedestrian-friendly downtown featuring first-class hotels and historical landmarks, great restaurants and great views.
 

Registration

Q. How do I register for the AVS 64th International Symposium & Exhibition? 
A. Registration can be submitted online starting July 6th. Those of you wishing to register via mail or fax may complete the PDF form and send it to the following address to be received no later than October 9, 2017:
 
AVS
c/o Experient
5202 Presidents Ct., G100
Frederick, MD 21703
Fax: 301-694-5124  
 
The early registration deadline is October 9, after that date the fees will increase.

Q. When are the On-Site Registration hours? 
Day
Date
Time
Sunday
October 29
2:00 p.m. to 6:00 p.m.
Monday
October 30
7:30 a.m. to 5:00 p.m.
Tuesday
October 31
7:00 a.m. to 5:00 p.m.
Wednesday
November 1
7:30 a.m. to 5:00 p.m.
Thursday
November 2
7:30 a.m. to 5:00 p.m.
Friday November 3  7:30 a.m. to 10:00 a.m.









 

 
Q. What does my registration fee include? 
A. Your registration fee includes access to all sponsored sessions, lectures, exhibits, symposia, poster presentations, a tote bag, the Program, special exhibit hall events - refreshment, Welcome Mixer Awards Reception.

Q. Do I have to pay registration fees if I submitted an abstract? 
A. Yes, submission of the abstract and everyone wishing to attend the Symposium must register and pay the fee, whether they are presenting or not. 

Q. Can someone else register another person? 
A. Yes, as long as they can provide all of the necessary information and payment.

Q. Can I pay by credit card? 
A. Yes, you may pay registration fees by credit card. The credit cards that we accept are MasterCard, Visa, and American Express.

Q. Will I receive my badge prior to traveling to the AVS 64th International Symposium & Exhibition? 
A. Pick up your badge at the Registration area at the Convention Center along with your tote bag and program. 

Q. I have lost my badge! What do I do? 
A. You will be able to receive a replacement badge on-site at the Registration Area. Please note that we will be imposing a $20.00 fee for replacement badges so please remember to bring your badge and keep it in a safe place throughout the week.

Q. Where do I go for badge corrections? 
A. Registration Area on-site during registration hours. 

Q. I have a question about my registration. Who should I contact?
A. Please e-mail Registration Coordinator, Yvonne Towse at yvonne@avs.org

Q. Can I make changes or edits to my Symposium registration?
A. You may edit your registration record by entering your e-mail address and password into the complete/edit section on the log-in page of the website.  When you re-enter you will land on the registration summary page.  From there you may edit your contact information or add any new items you would like to purchase. 

Q. I’ve registered for AVS 64th International Symposium & Exhibition but unexpectedly cannot attend. May I send someone else in my place? If so, how would I go about making this substitution? 
A. Please contact Registration Coordinator, Yvonne Towse at yvonne@avs.org

Q. What is the cancellation/refund policy?
A. All cancellations must be sent in writing to Yvonne Towse by October 9, 2017 (yvonne@avs.org) for a full refund less $100 or $50 for Students/Early Career/Technical Specialist/One Day cancellation fee. After that date AVS will only issue credits for AVS 64 with a valid reason. No refunds or credits for no shows. Please note that all refunds will be processed within 30 days following the meeting.


TERMS & CONDITIONS:

  • You will be charged for all registrations received.
  • A $20 fee will be charged for all returned checks.
  • No Purchase Orders will be accepted.
  • All registration fees are NON-TRANSFERABLE.
  • All cancellations must be sent to Yvonne Towse (yvonne@avs.org) by October 9, 2017 (see refund policy above).
  • All cancellations and refunds will be processed after the close of the meeting. 
 
Registration Questions?
Please contact Registration Coordinator, Yvonne Towse at yvonne@avs.org
 

Housing & Travel

Q. When can we begin to reserve hotel rooms? 
A. Hotel reservation opens July 6th. If you have not made your reservations, please visit the AVS Housing website. The housing deadline is October 5, 2017. We urge you to make your hotel reservation early to ensure the rate and hotel of your choice. If you have any questions or housing problems please contact by e-mail avs@experient-inc.com.

Q. How do I make changes to my hotel reservation? 
A. All reservation changes and cancellations can be made via the AVS housing website or via e-mail, avs@experient-inc.com until 11:00 pm EST on October 5, 2017.  Please contact the hotel directly after October 13, 2017 for all cancellations and changes.  The hotel may not have record of your reservation if you call prior to October 13, 2017. Reservations can be cancelled without penalty up to 72 hours prior to the day of arrival.  NOTE: Failure to arrive on your confirmed arrival date will result in one night’s room & tax charged to the credit card provided and your entire reservation will be cancelled.

Q. Will I receive a confirmation from the hotel? 
A. Once you have reserved a hotel room, the housing bureau will send you a hotel confirmation. You will not receive a separate confirmation from your assigned hotel.

Q. Which hotels will have complimentary shuttle service to the convention center? 
A. Shuttle bus service to and from the Convention Center will not be provided. 

Q. What is the hotel cancellation policy? 
A. Reservations can be cancelled without penalty up to 72 hours prior to the day of arrival.  NOTE: Failure to arrive on your confirmed arrival date will result in one night’s room & tax charged to the credit card provided and your entire reservation will be cancelled.
 
A credit card is required to guarantee your reservation.  Cancellations can be made via the web-site or via email, avs@experient-inc.com until 11:00 pm EST on October 5, 2017.  Please contact the hotel directly after October 13, 2017 for all cancellations and changes. The hotel may not have record of your reservation if you call prior to October 13, 2017.

Q. Does the Meeting have a roommate referral service? 
A. List of participates requesting roommates are available under Roommate Matching on the Housing/Travel tab.
 

Exhibits

Q. I am interested in exhibiting at the AVS 64th International Symposium & Exhibition. Whom should I contact? 
A. Jeannette DeGennaro, 
     Exhibition & Sales Manager
     Phone: (201) 961-5268
     Fax: (212) 248-0245
     E-mail: jeannette@avs.org
 
Further information and Floor Plan with real time updates may be found by visiting the Exhibits tab.

Q. When are the exhibits open? 
A. Exhibits open on the following dates and times:
 
Day
Date
Time
Tuesday
October 31
10:00 a.m. to 5:00 p.m.
Wednesday
November 1
10:00 a.m. to 4:30 p.m.
Thursday
November 2
10:00 a.m. to 2:30 p.m.




 


Q. Is there an Exhibit Hall-only registration fee? 
A. Registration for the AVS Exhibit is FREE.

Q. Are children allowed in the Exhibit Hall? 
A. Children must be accompanied by a parent or a guardian during exhibit hours. Under no circumstances are children under the age of 12 (including infants and toddlers) permitted on the exhibit floor.