AsMA 91st Annual Scientific Meeting Postponed

Atlanta May Meeting Postponed Until October

The Aerospace Medical Association leadership has been closely monitoring the rapidly changing COVID-19 pandemic situation. Recent developments, including increased corporate and national  travel restrictions and recommendations regarding limiting mass gatherings from the U.S. Centers for Disease Control and Prevention (CDC) and the World Health Organization (WHO), have influenced AsMA’s Executive Committee’s decision to postpone the 91st Annual Scientific Meeting and associated activities. The Atlanta meeting scheduled for May 17-22, 2020 is now rescheduled to October 10-15, 2020. (Please note that the Opening Ceremony for the October meeting will start on Sunday instead of the usual Monday). This decision was made to ensure the health and safety of our attendees, presenters, staff, and exhibitors. The ability to postpone the meeting to October is truly remarkable and was only accomplished with the full support and collaboration of the Hyatt Regency staff and AIM Meetings and Events.

Meeting Registration

We hope those of you who have already registered for the May meeting will be able to join us in October. If you decide to attend the October meeting and already have a meeting registration, you do not need to do anything. Your meeting registration and all related meeting fees will remain active in our system and will be applied to the October meeting. If you have already registered for the May meeting and decide you cannot attend the meeting in October, you should contact our staff at (703) 739-2240 x106 (Gloria Carter - 7:00 AM - 2:30 PM EDT) or x107 (Sheryl Kildall - 9:00 AM - 4:00 PM EDT) and request a refund. Our staff will provide a full refund to your credit card. As a 501(c)(3) tax exempt organization, AsMA can also accept donations from those who cannot attend the October meeting. Should you decide to donate all or part of your registration fees, please contact our staff.

Hyatt Regency Hotel Room Reservations

If you already have a room reservation at the Hyatt Regency Atlanta, that reservation will be canceled automatically for you. The cancelation process will be accomplished by the hotel after a new contract with AsMA has been signed. You should receive an e-mail from the Hyatt Regency Atlanta when your room reservation has been canceled. If you wish to confirm cancellation of your Hyatt Regency room reservation, please call the hotel at (404) 577-1234. A new reservation process for the October meeting will open later this spring. AsMA will send out a notice and post the same to the website when the Hyatt Regency Atlanta is ready to accept room reservations for the October meeting.
The AsMA leadership thanks you for your understanding and patience during these unusual times. We look forward to an excellent scientific meeting in October. We hope many of you will join us for the 91st Annual Scientific Meeting of the Aerospace Medical Association now scheduled for October 10-15, 2020 at the Hyatt Regency Hotel in Atlanta, Georgia! NOTE: Presenters scheduled for the May meeting will receive guidance from Pam Day soon.


Frequently Asked Questions (FAQs)

Will my current meeting registration be retained and used for the October meeting?

Yes. All current meeting registrations and related meeting fees will be retained in our system and applied to the October Annual Scientific Meeting unless you call the AsMA Staff and request cancellation of your current meeting registration and related meeting fees.

Will AsMA refund registration fees for the 91st Annual Scientific Meeting?

Yes. AsMA will issue penalty-free refunds for all conference registration-related fees, including registration and optional add-ons such as pre- and post-conference workshops, guest tickets, and social events. Payments processed via credit card will be refunded automatically to those accounts. Call (703) 739-2240 x106 (Gloria Carter) or x107 (Sheryl Kildall) to request the refund. Please inform them during the call if you wish to donate all or part of the registration fees to AsMA to assist with operational costs in 2020.

I will be able to attend part of the October meeting but not the entire thing. Will AsMA refund events that I have paid for but will not be able to attend?

Yes. AsMA will issue refunds for events you are unable to attend due to the change of meeting dates. Payments processed via credit card will be refunded automatically to those accounts. Call (703) 739-2240 x106 (Gloria Carter) or x107 (Sheryl Kildall) to request the refund.

What about my hotel reservation?

All room reservations at the Hyatt Regency Atlanta hotel made through the Aerospace Medical Association website will be canceled by the hotel. This will be done automatically after a new contract between the hotel and AsMA has been signed. We anticipate the new contract will be signed within the next 30 days. You may also call the hotel and cancel your current room reservation by calling (404) 577-1234. A new room reservation webpage for the October meeting will be announced once available. All planning to attend the October Annual Scientific Meeting must make a new room reservation with the Hyatt Regency Atlanta hotel when available.

What about air travel?

Please check with your air carrier for flight cancellation policies. Currently, many major airlines are waiving flight change or cancellation fees for flights. Recommend you contact your airline soon to cancel or reschedule your air travel.

What about the 2020 AsMA Annual Business Meeting?

The 2020 AsMA Annual Business Meeting (which normally occurs on Tuesday during the Annual Scientific Meeting) has been postponed until the October 2020 meeting in Atlanta. However, we will be sending out a message in April asking all AsMA members to review the Slate of Officers proposed by the AsMA Nominating Committee and cast a vote to approve that Slate of Officers. If approved, the new AsMA Council will replace the current AsMA Council on May 21. The new AsMA Council will conduct the business of the Aerospace Medical Association until the 92nd Annual Scientific Meeting concludes in Reno, Nevada on May 27, 2021.