2024 AJAS Registration Information

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All NAAS-AJAS Annual Conference participants (Student and Adult) must register for BOTH the AJAS Annual Conference and the AAAS Annual Meeting.
 

• These two registrations are separate and must be completed at different websites.

 
 

Attendee Type	AJAS In-person Conference Fee	AAAS Registration Fee**
AJAS Official Delegates*	$400	$75
Student Observers*	$400	$0 or $75
Adult Chaperone	$400	$0 or $175
AJAS Fellows Alumni*	$400	$0 or $75

 
AJAS Official Delegates are students who are presenting research at the 2024 AJAS Annual Conference. This includes past and 2023 AJAS Fellows who wish to attend the 2024 conference to present new research.
 
Student Observers are students, such as siblings or others as designated by the sponsoring academies, who are not delegates and do not present research.
 
Adults are teachers, official chaperones, NAAS board members, affiliated academy members, and parents/adult family.
 
AJAS Fellows Alumni are Official Delegates from previous years who are not presenting research at the 2024 Annual Conference.
 
* Every person  under 18-years-old MUST have an adult registered for the AJAS Annual Conference who will serve as that student’s official chaperone. Adults can chaperone more than one student. Official chaperones are responsible for the safety, welfare, and conduct of their students during the conference events.
 
** All AJAS Official Delegates must register for AAAS Deluxe Access ($75). All other participants may choose to register for Basic Access (free) or Deluxe Access (paid) for the AAAS Annual Meeting (see further explanation in the AAAS Annual Meeting Online Registration section below).
 

NAAS/AJAS Annual Conference Online Registration -Part 1

NAAS-AJAS Registration and Payment Deadline: January 1, 2024.
 

• You will need to agree to the Code of Conduct before registering. Please read the 2024 NAAS-AJAS Conference Code of Conduct. 
• You will need to read and reply to the Media Release before registering. 
• You will need to agree to the AAAS Health and Safety Guidelines before registering.

 
To register go to:
https://www.viethconsulting.com/members/evr/reg_event.php?orgcode=NAAS&evid=37737483

• Click-on “Register for this event” and “Register as a Guest.”
• Enter your contact information. The email address you enter here will be the one used for sending out Annual Conference information. Click-on “Continue.”
• Select the registration package, shown in the table above, that best suits you.
• Complete remainder of form.

AJAS Official Delegates, student observers, and AJAS Fellow Alumni (if under 18) must provide the names and email addresses for their adult chaperone, state or regional science academy director, teacher and/or research mentor, and abstract title. 

Payment Method Options

• Payment for self – 2 Options:
  • To pay by check -- Select Pay by Check/Money Order option.
    Mail the check with the completed 2024 AJAS Fees Form.
  • To pay by PayPal or with credit card -- Select PayPal option.

 

• Payment provided by other.
  • Write the specific name of the person/organization paying your registration fee.
  • Select the Pay by Check/Money Order option.
  • Forward to the payee your confirmation email.

Read carefully through your confirmation email. If you have questions or need to make any changes, contact NAAS administrator Dr. Rachel Owen at admin@academiesofscience.org. 

Cancelation policy: Cancelation requests must be received in writing at admin@academiesofscience.org.  
 
For email requests dated:

• Until January 25, 2024: Cancelations with full refund minus a $50 processing fee is available.
• After January 25, 2024: No refund requests will be honored.

By registering for and participating in the NAAS-AJAS Annual Conference, participants acknowledge and understand the following: they hereby knowingly assume the risk of injury, harm, and loss associated with the event, including any injury, harm, and loss caused by the negligence, fault, or conduct of any kind on the part of NAAS-AJAS.

AAAS Annual Meeting Online Registration - Part 2

 
All AJAS Official Delegates must register for AAAS Deluxe Access when they submit their abstract to AAAS. A discounted rate of $75 is available.
For all AJAS Official Delegates:

• Go to the following link: https://aaas.confex.com/aaas/2024/ajas/cfp.cgi
• Follow the instructions in this document. 

For Chaperones: All other participants may choose to register for Basic Access (free) or Deluxe Access (paid) for the AAAS meeting. AAAS Basic Access is free and allows access to plenary talks (the only AAAS talks on the AJAS schedule) and the Expo. Deluxe Access also permits access to the AAAS scientific sessions. If student observers or Fellow alumni opt for Deluxe Access, a discounted rate of $75 is also available. If a NAAS-AJAS adult and/or chaperone opts for Deluxe Access*, a discounted rate of $175 is available from AAAS. AAAS Annual Meeting and schedule information is found at: https://meetings.aaas.org/
 

• For NAAS-AJAS adults registering for AAAS the participants should:
  • Indicate Basic ($0) or Deluxe ($175) access in the NAAS-AJAS registration form
  • Await further details for confirming registration from AAAS
  • At least one chaperone from each state must register for Deluxe Access.

 
Health and Safety Guidelines
All in-person attendees to the NAAS-AJAS Annual Conference must agree to and follow the COVID policies and guidelines set forth for by the AAAS for the 2024 AAAS Annual Meeting. Based on the latest scientific evidence on COVID-19, AAAS strongly recommends the following guidelines for all participants, including, but not limited to, presenters, attendees, exhibitors, staff, and guests:
 

• Ensure your COVID-19 vaccinations are up to date, including the latest boosters.
• Take a COVID-19 test no more than 24 hours before your attendance (regardless of your vaccination status), and do not attend any in-person events if you test positive or have symptoms of a respiratory infection.
  • If you test positive for COVID-19, consult with your health provider and U.S. Centers for Disease Control and Prevention (CDC) guidance on isolation protocol.
  • Wear a mask in crowded indoor settings.
  • Follow all health and safety protocols required by federal, state, and local public health authorities.
  • Stay abreast of CDC’s latest guidelines for protecting yourself from COVID-19.

 
The NAAS-AJAS relies on the individual sponsoring academies to understand and ensure adherence to the AAAS Health and Safety Guidelines.    

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A series of events—available for every registered AJAS delegate—will begin on the evening of Feb. 14, 2023, with a welcome kick-off event.
 
A formal agenda timeline will be made available online.
 

1. The priority for the delegates will be to create a poster and abstract. AJAS will provide an interactive online tutorial session, and other assistance, to help each delegate complete their posters and abstracts. Poster contents and scientific rigor are the responsibility of the sponsoring academy.
2. Science Tours will be on Thursday, Feb. 15, 2024, at The Denver Museum of Nature & Science and AAAS will offer Science workshops.
3. The Fellows Banquet Award Ceremony and Tours at the Denver Aquarium on Friday, Feb. 16, 2023.
4. At the AJAS conference all AJAS delegates will attend the Breakfast with Scientists event on Saturday, Feb. 17. After this event, all delegates will head to the AAAS Annual Meeting convention EXPO center to present their research posters.

  
Teams of volunteers, organized into committees, are essential to a successful NAAS-AJAS Annual Conference. When registering, please select your 1st and 2nd, committee choices.
 
Volunteer time commitments are typically intermittent and flexible throughout the four day and—in some instances—they may already be part of your event routine. In January, you will receive an email with more specific information regarding your committees and associated pre-meetings.
 
In-person Volunteer Committee Options (all are intermittent time requirements):
 
Transportation Bus Charter Captains will be managing a group for transportation to and from The Denver Museum of Nature & Science and the Denver Aquarium. Some travel will be on the Denver Rail. Captains will receive a passenger list, map, and site contact information. There will be 2-3 captains per group.
 
Responsibilities include taking attendance, ensuring on-time departures, and keeping the group together. If a student is missing, it is the responsibility of their chaperone to stay to find him/her and to find and pay for transportation to/from the destination.
 
Event Security assistance is needed to ensure that our events are attended only by official NAAS-AJAS participants. Event security volunteers will check name badges as participants enter events.
 
Photographers are needed to contribute digital images for the AJAS archives. Members will work with the official AJAS Photographer to capture all aspects of our conference.
 
Responsibilities include bringing a camera, taking pictures, and delivering the images you select to the official AJAS Photographer.
 
Registration Committee members are needed for Wednesday, February 14, 2024, from Noon – 8:30 pm. Members of this committee sign-up to work in shifts. Your students can also serve on this committee. It is a fun way to meet everyone who is attending our conference. Responsibilities include:
 

• 12:00-2:00 pm- Organize registration materials at the Hilton Denver City Center Conference Center. (Put AJAS stickers on name badges, put name badges in plastic sleeves, arrange name badges on table in alphabetical order, sponsor brochures, and gifts.)
• 2:00-5:00 pm – Regular registration. (Give out conference material, remind everyone that they MUST wear their badge to ALL events, and check off participants when they register.)
• 5:00-8:30 pm – Late registration. (Attend the registration table for those who arrive during the Opening Reception.) These individuals will still be a full part of the events (i.e., you get to eat and watch the speakers). 

 
Thank You Letter Committee members serve a critical function—particularly in support of next year’s delegates! Throughout the event, members will invite student delegates to write thank you letters to the many individuals who participated in the Annual Conference (volunteers, sponsors, speakers, scientists, etc.). Committee members will review the letters, and stamp and seal envelopes. At the Wednesday Chaperone meeting, one chaperone from each affiliated science academy will receive an envelope with Thank You note cards. Envelopes will already be addressed so students know to whom they are writing the thank you. Over the years, these thank you letters from delegates have proven to be very important in the promotion of the AJAS program—and it is just a nice thing to do!
 
Poster Committee
Members on this committee will support John Kaup (Poster Master) in delivering the in-person poster session at AJAS 2024.  There will be opportunities to help with one or more of the following:  (1) transporting easels, boards and clips to the convention site; (2) setting up the easels and poster boards and breaking them down after the last poster session; (3) being available to help students as they put up and take down their posters; (4) transporting easels back to hotel or to a shipping location; (5) participating in one or more zoom sessions (help sessions) prior to the meeting (likely in mid-to-late January) to answer students’ questions about poster design and provide feedback if requested. The poster committee volunteers will not be reviewing poster content or scientific rigor.
 
Breakfast with Scientist Adult Facilitator
Students in small groups (6-8) will be assigned to a table at the Breakfast with Scientists event on Saturday, Feb. 17, 2024. During this session, the students will introduce themselves and the scientists will discuss their current responsibilities as well as their career path. As an adult facilitator, your role is to ensure appropriate behavior, eat, and have fun.