Terms and Conditions - Scientific Sessions

Pre-Sessions Symposia & Early Career Day: November 15, 2024
Scientific Sessions: November 16–18, 2024
McCormick Place Convention Center | Chicago, Illinois

The American Heart Association reserves the right to make exceptions to the Scientific Sessions terms and conditions as outlined below. Submission of your registration and payment constitutes an agreement on your part to accept the following terms and conditions.

Updated AHA COVID-19 Protocols

The Centers for Disease Control and Prevention (CDC) has ended Federal COVID-19 Public Health Emergency. In response, the AHA is making the following changes to our meeting and event protocols:

  • Proof of vaccination will no longer be required for participation in our scientific conferences unless there is a state/local mandate. 
  • We will comply with any local/state mandate around mask adherence, testing or vaccine requirements. 
  • Our science event environments will be mask-friendly. Should a destination become high risk, a reminder of CDC recommendations will be communicated so that individuals can make informed decisions. 
  • Hand sanitizer will be available throughout event venues, particularly in high-traffic and food/beverage service areas. 

Our commitment to the health and well-being of our attendees, exhibitors and staff remains the same.

Should you have questions regarding these protocols, please contact [email protected] or call 1-888-242-2453.

AHA COVID-19 Press Releases
CDC COVID-19 Information

Membership

  • A Scientific Sessions 2023 registrant must be an active member of American Heart Association at the time of registration to qualify for the discounted member registration rates.
  • American Heart Association will not reimburse the difference between the member and non-member registration rates to any attendee who registers before becoming a member.

For membership status questions or Professional Heart Daily account questions contact:

American Heart Association
1-888-242-2453
[email protected]

Guest Policy

  • A guest must be a spouse or family member not in an industry-related position where, otherwise, registration would be required.
  • Guests get access to the exhibit hall only.
  • All guests who register onsite must present a government issued photo ID and be accompanied by the conference registrant before receiving a badge onsite.
  • No children under the age of 18 will be allowed to attend conference activities.

International Visitors

The American Heart Association welcomes our international attendees to Scientific Sessions.

Consulate and Embassy Information
Find U.S. Consulates and embassies in your country.

Important Visa Information for International Registrants
Begin your visa application process as soon as possible. Consulates in some countries take several months to process applications.

Invitation Letters
Invitation letters will be available only after your registration has been confirmed. You can submit this letter with your visa application to verify the name, dates, location, and purpose of Scientific Sessions 2023.

Attendance Verification Documentation
There are two types of verification generated through the registration process:

  • Official Letter of Invitation for Meeting Attendees: This letter will be generated only after your registration has been confirmed. You can submit this letter with your visa application to verify the name, dates, location, and purpose of Scientific Sessions 2023.
  • Registration Confirmation: Once you have registered for the meeting, you will receive an e-mail confirmation that you can refer to during your visa interview.

Infant & Children Policy

  • Children over 6 months and under the age of 18 years are not allowed in the Science and Technology Hall.
  • Infants under the age of 6 months are allowed in the Science and Technology Hall during exhibit hours only and must be carried.
  • Parents of infants must sign a liability waiver that reflects permission has been given for the infant to be carried into the Science and Technology Hall.
  • For reasons of insurance liability and safety, infants must be held at all times.
  • Strollers and infant carriers are not allowed in the Science and Technology Hall.
  • Because of limited seating capacity and the highly technical nature of the program, children are not allowed to attend presentations.
  • Children are not permitted in the Poster areas.

Cancellations and Refunds

  • Cancellations must be received by CDS in writing by October 4, 2023, midnight ET to receive a refund less $75 processing fee. Cancellation requests received after October 4, 2023, midnight ET will not be refunded.
  • Ticketed events are non-refundable. 
  • No refunds will be issued until 7–15 days post event.
  • Refund requests must be sent in writing to [email protected] Telephone requests are not accepted.
  • Refunds will not be processed for individuals that registered for the event but did not attend.
  • Donations to American Heart Association are non-refundable.
  • American Heart Association is not liable for travel carrier cancellations or other unforeseen incidents beyond American Heart Association or the registrant's control. All attendees are encouraged to purchase travel insurance.

Methods of Registration

All registrations must be completed through the online system; paper forms will not be accepted.

Forms of Payment

All major credit cards (Visa, Discover, MasterCard and American Express) are acceptable forms of payment for American Heart Association events. Cash will not be accepted.

For Registration questions, contact:
Convention Data Services
1-800-748-3583 (inside U.S.)
1-508-743-8517 (outside U.S.)
Or email [email protected]

Substitutions

Substitutions are allowed but the registration type will not change. Substitutions are only allowed for equal type registrations (i.e., Nurse to Nurse, Member to Member, Nonmember to Nonmember). A $25 fee will apply per substitution.

Photography and video

Unauthorized recording of AHA's scientific conferences prohibited, whether by video, still or digital photography, audio or any other recording or reproduction mechanism. This includes recording of presentations and supporting audiovisual materials, poster presentations and supporting poster materials. The American Heart Association and America Stroke Association reserve the rights to all recordings or reproductions of presentations at AHA/ASA scientific conferences and meetings. Check the program for information about the availability of videotapes or audiotapes for purchase. Exceptions to this policy prohibition are:

  • Audiotape recording for strictly personal and non-commercial use is permitted if not disruptive; and exhibitors may photograph their own booth for promotional purposes upon prior written consent of the AHA/ASA.

American Heart Association reserves the right to capture and broadcast digital media content in the form of professional photographs, live-streaming, audio, and video during the event. By registering for you hereby grant permission to American Heart Association and its representatives to photograph and/or record you during the in-person and virtual events at Scientific Sessions 2023, and to distribute, broadcast, use, or otherwise globally disseminate, in perpetuity, such media without any further approval or payment. If you do not wish for your image to be displayed by the AHA/ASA, please contact the AHA/ASA in writing at 7272 Greenville Avenue, Dallas, TX 75231, Att: Meetings and Events Department, no later than two weeks after the meeting.

Badges

Badges will be printed onsite. Badges are not mailed prior to the event. All attendees are required to wear their badge at all times when accessing any official event space.

Access to Educational Sessions

American Heart Association educational programming is available on a first-come, first-served basis. AHA recommends arriving early to all scheduled conference sessions to guarantee entrance to the room(s).

Personal Information

In addition to our use of your information as described in AHA's Privacy Statement, you acknowledge that we will share your first name, last name, and other publicly available information with other event attendees in our event attendee search directory and event networking platform, which is part of your event registration. For questions or concerns, please email [email protected] or call 1-888-242-2453 (outside the US, 1-214-570-5935).

Americans with Disabilities Act

If you require an accommodation while attending an American Heart Association event, please email [email protected] or call 1-888-242-2453 (outside the US, 1-214-570-5935).

AHA Code of Conduct & Harassment Policy

All participants, including, but not limited to, attendees, faculty, volunteers, exhibitors, AHA/ASA staff, service providers, vendor partners, and others are expected to abide by the AHA/ASA Code of Conduct and Harassment Policy and comply with all federal, state, and local laws and regulations, including those that prohibit harassment and discrimination against individuals based on their race, color, religion, sex, sexual orientation, gender identity or national origin.

Unacceptable behavior of any kind will not be tolerated and includes:

  • Disruption of presentations during sessions in any area of the event.
  • Sharing of unsolicited promotional materials or solicitation of services.
  • Copying, recording, or taking screen shots of presentations or posters.
  • Reproducing Scientific Sessions material without express written consent from the rights holder.
  • False certification of individuals as paid AHA/ASA event attendees, misuse of badge credentials, or any method of assisting unauthorized persons to gain access to any AHA/ASA event.
  • Harassment towards another individual for any reason.

Attendees acknowledge that the unacceptable behavior set out above is prohibited. AHA/ASA reserves the right to take any action deemed necessary including immediate removal from the event, without warning or refund, in response to any incident of unacceptable behavior. AHA/ASA reserves the right to prohibit attendance by violators at any future meeting, in person or online.

All participants must comply with the instructions of AHA/ASA staff or person working on behalf of the AHA/ASA.

The AHA/ASA is committed to supporting educational and scientific dialogue, and to fostering a welcoming community in which all participants can contribute fully.

Thank you for assisting us in providing a safe and positive learning environment.

Reporting Harassment or Code of Conduct Violations

Incidents of harassment should be reported immediately to your institution(s)/employer(s). First, and most important - If you feel like you have experienced harassment and feel like you are not safe or are in a hostile environment - immediately contact onsite security, the local police department, or report the incident to the appropriate local authorities to help secure a safe location.

Reporting Activities:

  1. Notify Your Institution/Employer: Immediately notify your institution(s)/employer(s) equal opportunity office, human resources offices, or Title IX Coordinator.
  2. Contact the Local Authorities: AHA encourages individuals to report allegations to the appropriate authorities, which may include the local police department.

If for some reason you are unable to make a report to your institution(s)/employer(s), you may contact AHA/ASA. Phone the AHA/ASA ethics hotline at (866) 293-2427 to report your concerns. You may also log on to: www.ethicspoint.com (Please type American Heart Association when indicated in the prompts rather than AHA).

Please note the AHA/ASA does not initiate investigations of allegations. AHA/ASA cannot provide legal advice or support but if appropriate will follow up on all notifications of concerns related to the person(s) allegedly involved in the reported incident. All reports will be provided to the institution(s)/employer(s) to investigate.

Please consult with your institution(s)/employer(s) before contacting the AHA/ASA. The AHA/ASA is not responsible for the outcome or investigation process.

Find Help/Helpful Resources

Find Help and Support! There is a national network of community-based rape crisis centers and local organizations who support the needs of sexual assault survivors.

Attendees acknowledge and agree that the unacceptable behavior set out above, all commercial or promotional distributions, publishing or exploitation of sessions, contents, or materials received from AHA is expressly prohibited. AHA reserves the right to take any action deemed necessary and appropriate, including immediate removal from the event, without warning or refund, in response to any incident of unacceptable behavior. AHA reserves the right to prohibit attendance by violators at any future meeting, in person or online.