Forum Policy

All new and returning participants of AEP Forums are advised to review our policies. If you have further questions please contact us at aeppubs@ccsso.org.

1. Participation/Registration
2. Fees/Payment
3. Waitlisting
4. Confirmation Notices
5. Sharing Materials
6. Forum Content

PARTICIPATION/REGISTRATION

	ATTENDANCE LIMITS: AEP limits a total of 200 attendees at its forums. In some cases, the maximum participation may be less, and AEP will include the limit on the registration form. Please be aware that we may reach full capacity before the registration deadline, therefore it is highly recommended that you send your registration to us as soon as you are able. In the event that we near our maximum number of registrants before the deadline, we will do our best to send a reminder through the ArtsEd listserv. Organizations are limited to sending no more than two representatives per forum, unless invited by AEP to play a specific role at the forum. Additional representatives will be placed on a waitlist as space may be available once the deadline for registration has passed. AEP generally prefers representatives from organizations that are participating in an arts education partnership involving public education, higher education, and/or arts and cultural organizations.
	HOST ORGANIZATION(S): AEP allows the hosting organization a limited number of spaces for interested staff. Host organizations should check with AEP prior to the registration process to reserve spaces.
	HOST COMMUNITY: As AEP conducts three forums per year for a nationwide audience, a limit may be placed on the number of participants from the host city or community (e.g., a total of 20% of attendees.) Priority will be given to those from the local area who have participated in past AEP forums.
	NEW ORGANIZATIONS: If your organization is registering to attend an AEP forum for the first time, upon receipt of your initial registration, AEP will send you a form to complete and return for our review before your registration is approved.

	If you are being recommended to participate in the forum by an existing AEP organization, please submit a brief letter/note of recommendation from that organization. AEP welcomes new organizations at every forum; however, priority is given to those who have participated in past AEP forums and who are involved in partnerships of schools, higher education, and/or arts and cultural organizations.
	AEP strives for a blend of representation at each forum and thus encourages participation by national, state, and local organizations, as indicated in the AEP Strategic Plan.

	RECOMMENDATIONS/ REFERRALS: Due to limited space at AEP forums, invitations to new attendees should not be circulated by individuals or organizations without prior permission from AEP staff. Please do not circulate forum announcements on your listserv or post on your website as all new organizations must be pre-approved by AEP staff. If you are a past participant, and you would like to recommend a new organization to attend an AEP forum, please send an email with your request to aeppubs@ccsso.org and include the contact details for the organization you are recommending.
	HOTEL: It is customary for AEP to reserve a block of rooms at a hotel near the forum location. Because the number of rooms is an estimate, it is best to make your hotel reservation well in advance of the deadline to ensure that a room will be available. If you discover that you are unable to attend a forum, in addition to canceling your registration with AEP, please also notify AEP staff if you are canceling a hotel reservation, as this allows other attendees to pick up the available room.

FEES/PAYMENTS

	Forum participants are now required to submit pre-payment via check or purchase order. Accepted participants will receive an invoice for the $195 registration fee with their forum confirmation notice.
	Outstanding registration fees from previous forums MUST be paid in full before registration for a subsequent forum will be accepted.
	Attendees who cancel after the announced meeting registration deadline will be responsible for the registration fee. Credits will not be issued for attendance at future meetings.

WAITLISTING

Waitlisted attendees will be notified if a space opens up -- people who show up at an AEP forum without prior acceptance via official AEP confirmation notices will be turned away.

CONFIRMATION NOTICES

Confirmation notices from AEP, and AEP only, signify that registration has been approved. If a registration form has been submitted to the AEP office by fax or email but the potential attendee does not receive a reply within 10 days indicating whether or not registration has been accepted, it is the responsibility of the individual to contact the AEP Program Assistant. The first confirmation notice will be sent as notification of a prospective attendee's acceptance. A second notice with further details will be sent approximately one week before the forum.

SHARING MATERIALS

There will be one table at the forum for materials to be shared by all participants. Those providing materials are responsible for taking back any remaining materials on their own; otherwise, leftover pamphlets or brochures will be thrown away. Please ship materials to yourself (at the hotel) or bring with you only as much as you are able to carry. In terms of quantity, AEP recommends that you provide a minimal number of materials as space is limited and many attendees do not want to take additional materials. If you plan to share materials, please notify an AEP staff person via email prior to the forum to ensure that adequate table space is available.

FORUM CONTENT

	PLANNING: AEP works with its Governance Committee, Steering Committee, and a Forum Planning Committee to design each of its three forums per year. In addition, feedback from past forums and regular consultation of the AEP Strategic Plan are considered in making decisions.
	THEMES: For each forum, a theme is chosen that reflects an issue or policy area that is of interest to a great number of the diverse participants within AEP. This theme will be the focus of the majority of plenary sessions, and will also be discussed throughout small group sessions. AEP strives to keep in mind the diversity of participants and organizations as each forum is planned.
	FEEDBACK: At each forum, AEP provides an evaluation form to provide feedback to AEP staff and forum planning committees. All responses are of great importance and are used as a principal source of information for planning future forums. AEP encourages all attendees to use this form in order to contribute opinions and perspectives.