Terms and Conditions - Scientific Sessions

November 7–10, 2025
Ernest N. Morial Convention Center | New Orleans, Louisiana

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.

Membership

  • A registrant must be an active member of American Heart Association at registration and their membership must be paid through the time of the meeting 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 or whose membership expires before or at the time of the meeting.

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

Professional Heart Daily
1-888-242-2453 (outside the US: 1-214-570-5935)
[email protected]

Membership
Contact: [email protected]
Phone: 1-888-242-2453 (or outside the US, 1-972-349-5803).

Guest Policy

  • Guest(s) must be a spouse or family member.
  • Guests may not be in an industry-related position where, otherwise, registration would be required.
  • Guests get access ONLY to the conference exhibit hall.
  • All guests who register onsite must present a government issued photo ID and be accompanied by the conference registrant before receiving a badge onsite.

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 the event.

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 the event.
  • 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

Conference Materials

By registering for the conference, you will receive printed and digital conference resources including the program, navigation tools, and other related attendee materials. These materials may be provided before, during, and after the conference, by mail and in digital formats.

Transportation

Shuttles may be provided at American Heart Association/American Stroke Association conferences. By boarding these shuttle buses, you acknowledge that you are riding voluntarily and assume all risks associated with transportation, including accidents, delays, road conditions, and other unforeseen events. To the fullest extent permitted under the law, you agree to release and hold harmless American Heart Association/American Stroke Association, its vendors providing transportation coordination, including but not limited to Custom Tours LLC dba Kushner & Associates, and the bus company from any claims, damages, or liability arising from your participation, except to the extent caused by gross negligence.

Cancellations and Refunds

  • Cancellations and/or downgrades must be received by Maritz in writing by October  to receive a refund less a $75 processing fee.
  • Cancellation/downgrade requests received after October 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 who 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 the control of American Heart Association or the registrant. All attendees are encouraged to purchase travel insurance. Registration fees will not be refunded.

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:
Maritz
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, Video, and Recording Policy

The American Heart Association photographs, records, and captures digital media during its conferences and events.

By registering for and/or attending an American Heart Association conference (in person or virtual), you grant the American Heart Association and its representatives, in perpetuity and without compensation, to photograph, video record, livestream, audio record, reproduce, display, distribute, broadcast, and otherwise use your name, image, likeness, and biography in print, electronic, or any other media now known or later developed, including the American Heart Association website. All photographs, recordings, and media captured by the American Heart Association become the sole property of the American Heart Association.

Unauthorized recording of American Heart Association scientific conferences is strictly prohibited. This includes, but is not limited to video, still, or digital photography, audio recording, and any other recording or reproduction mechanism. Prohibited content includes presentations and supporting audiovisual materials and poster presentations and supporting poster materials.

The American Heart Association reserves all rights to recordings and reproductions of presentations at its scientific conferences and meetings. Availability of official recordings will be noted on the conference website where applicable.

The only exceptions to the recording prohibition are audio recording for strictly personal, non-commercial use, provided it is not disruptive and exhibitors may photograph their own booth for promotional purposes only with prior written consent from the American Heart Association.

The American Heart Association reserves the right to capture and broadcast digital media content during the event, including professional photography, livestreaming, audio, and video. By registering, you grant permission to the American Heart Association and its representatives to such capture and use during both in person and virtual events, and for global dissemination in perpetuity without further approval or payment.

If you do not wish for your image to be displayed by the American Heart Association, you must notify the American Heart Association in writing no later than two weeks after the conclusion of the meeting:

American Heart Association
Attn: Meetings and Events Department
7272 Greenville Avenue
Dallas, TX 75231

Badges and Identification

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.

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).

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).

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).

American Heart Association/American Stroke Association Meetings and Events Code of Conduct

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 this Code of Conduct 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.

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: https://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.

Questions?

Registration

Contact: [email protected]
Phone: 1-508-743-8517
Monday through Friday,
9 a.m. to 5 p.m. ET

All Other Questions

If your question is unrelated to registration, membership, or Professional Heart Daily, and is not answered here, please complete this form or call 1-800-AHA-USA-1 (1-800-242-8721).

General Conference Info

General Conference Contact: [email protected]
Phone: 1-888-242-2453 or 214-570-5935

Exhibits
Exhibit at AHA Conferences

Media Inquiries
American Heart Newsroom
Email: [email protected]
Phone: 214-706-1173

Membership

Contact: [email protected]
Phone: 1-888-242-2453 (or outside the US, 1-972-349-5803).

Professional Heart Daily
1-888-242-2453 (outside the US: 1-214-570-5935)
[email protected]