Registration Information

2023 NAAS/AJAS Event Information         

This is your invitation to join the National Association of Academies of Science (NAAS) and American Junior Academy of Science (AJAS) at the 2023 Annual Conference. Registration will open on December 9, 2022, and close on January 15, 2023. We invite all academies to sponsor and send student delegates (AJAS Official Delegates) and adults. This includes inviting students who presented at the 2022 virtual NAAS/AJAS/AAAS conference (and previous conferences) who have continued conducting research. All AJAS Official Delegates (in-person and virtual) under age 18 must be accompanied by an adult chaperone officially assigned by the sponsoring academy. Official chaperones are responsible for the safety, welfare, and conduct of their students during the conference events. In-person attendees must be fully vaccinated for COVID-19 in compliance with the AAAS Annual Meeting policy.
 
AJAS Registration is now closed. For questions, email admin@academiesofscience.org. 

A series of virtual events, available via Zoom for every AJAS delegate, will begin on the evening of January 15, 2023. The conference will culminate on March 1 to 5, 2023, either in-person in Washington, DC., or virtually from your own home. For the benefit of the virtual delegates, most major events at the in-person meetings will be interactively livestreamed, with a live host, via Zoom. Every virtual delegate will have the opportunity to attend—and are encouraged to participate in—the majority of events if they take the initiative to do so. Additionally, during the period of the in-person meeting events, a dedicated virtual delegate manager and a virtual delegate host will be available to facilitate the specific needs of those at home. Whether delegates attend in-person or virtually, be assured they will be part of one common and interactive group; it will be a dynamic scientific and cultural event. 

The meeting will start with several fully virtual (and interactive) scientific sessions, and a virtual poster session. All AJAS Official Delegates must complete a poster to receive an AJAS Fellowship. At the in-person meeting there will be an opening reception, AAAS plenary sessions, tours, the Breakfast with Scientists, and our honors banquet!  

Academy Directors:  Please be sure that ALL of the information in this document is sent to your students and adult attendees immediately. Returning students must contact their science Academy’s director for approval by submitting their research and abstract along with their request to attend the 2023 Conference. Please ensure that everyone attending the conference submits all their materials and fees on time. All attendees must abide by the 2023 NAAS/AJAS Code of Conduct. Each academy MUST SUBMIT A VERIFICATION LIST of their student delegates and official adult chaperones; email your list of student delegates and adults to Rachel Owen at admin@academiesofscience.org

AJAS Fellows Alumni: Students who presented their research at a previous conference and were inducted as an AJAS Fellow are encouraged to attend the 2023 AJAS Conference. 
Summary of key dates for AJAS Student Delegates
(subject to update)
 
—virtual for everyone—
  • Jan. 15, 2023: AJAS Registration and Payment Deadline                                                             
  • Jan. 15, 2023: AJAS Events Begin with Welcome and Poster Kick-off Event (virtual-for-all)          
  • Jan. 21, 2023: ABT Narrative Template: Composing your Elevator Pitch                                         
  • Feb. 1, 2023: Crystal Gateway Marriott Hotel Reservations Deadline                                        
  • Feb. 4, 2023: AJAS Abstract and Poster Submission Deadline                                               
  • Feb. 4, 2023: AAAS Abstract Submission Deadline                                                                 
  • Feb. 7, 2023: AAAS Annual Meeting Registration and Payment Deadline                                 
  • Feb. 16, 2023: Meet the Scientists event (virtual-for-all, am and pm sessions available)                  
  • Feb. 18, 2023: Research Round Table event (virtual-for-all, am and pm sessions available)         
  • Feb. 25, 2023: AJAS Poster Session (virtual-for-all, am and pm sessions available)                        

—In-person and virtual —
In-person events in Washington, DC. and virtual: Mar. 1 to 5, 2023 
Mar. 1, 2:00-5:00 pm. Registration table will be open at Crystal Gateway Marriott, Salon I & II.
  • Mar. 1, 6:30 pm. Opening reception and keynote. Livestreaming to the virtual delegates will begin.
  • Mar. 2, AJAS in-person tours around the DC region. AAAS opening session (4:45 pm sharp!).
  • Mar. 3, AAAS AM plenary session. Attend AAAS Annual Meeting activities. Evening social event. 
  • Mar. 4, Breakfast with Scientists. Afternoon time for delegates and chaperones to visit DC sites. 
    • 6:30 pm-honors banquet and keynote. 
    • 9:30 pm, close of the NAAS/AJAS Annual Conference, livestreaming to the virtual delegates ends.
  • Mar. 5, plan to depart Washington starting in the morning. The AAAS Annual Meeting continues and is available for all delegates with a deluxe access.

AJAS/NAAS and AAAS Conference Registration Information

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. 

NAAS/AJAS Annual Conference Fees & AAAS Annual Meeting Registration Fees 
NAAS/AJAS Registration and Payment Deadline: Jan. 15, 2023

Students can choose to attend the 2023 AJAS Annual Conference in either an in-person format (i.e., virtual events plus in-person attendance in Washington, DC) or an all virtual format from home. 
 
Attendee TypeAJAS In-Person
Conference Fee
AJAS Virtual
Conference Fee
AAAS Registration Fee**
AJAS Official Delegates*$350$200$75 (required)
Student Observers*$350$200$0 or $75
Adult Chaperone$350$100$0 or $175
AJAS Fellows Alumni*$350$100$0 or $75

AJAS Official Delegates are students who are presenting research at the 2023 AJAS Annual Conference. This includes 2022 AJAS Fellows who wish to attend the 2023 conference in-person. 
Student Observers are students, such as siblings, who are not delegates and do not present research. 
Adults are teachers, 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 2023 Annual Conference.

* Every virtual-only and in-person student 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 (in-person and virtual) 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 
  • Please read this entire newsletter before registering.
  • You will need to agree to the Code of Conduct before registering, please read the 2023 AJAS/NAAS Conference Code of Conduct
  • You will need to read and reply to the Media Release before registering, please read the 2023 AJAS/NAAS Annual Conference Media Release
  • You will need to agree to the COVID and Safety Policy before registering, please read the 2023 AJAS/NAAS COVID and Safety Policy
  • To register go to: https://www.viethconsulting.com/members/evr/reg_event.php?orgcode=NAAS&evid=34451525
  • 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 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 PayPal or credit card -- Select PayPal option.
      • To pay by check -- Select Pay by Check/Money Order 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
 
AAAS Annual Meeting Online Registration 
AAAS Registration and Payment Deadline: February 7, 2023.

All AJAS Official Delegates (in-person and virtual) must register for AAAS Deluxe Access: a discounted rate of $75 is available. 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 an 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/ 

*NOTE: The Chaperone deluxe access allows for all access in-person but no on-demand access for scientific sessions (if a chaperone wants to access science sessions on-demand, they should purchase the $355 Deluxe passport, which is registration type “GR,” see below).

AAAS DELUXE ACCESS REGISTRATION INSTRUCTIONS
  • The Academy (i.e., group leader or group coordinator) must do the following for every NAAS/AJAS participant (student or adult, in-person or virtual) who is registering for a AAAS Deluxe Access:
  • For all AJAS Official Delegates (plus any AJAS student observers or Fellow alumni choosing AAAS Deluxe Access) the coordinator should:
(1) select Deluxe Access during AJAS Conference Online Registration. 
(2) go to https://aaas.confex.com/aaas/2023/registration/index.cgi?group=1 and register your attendees. 
(3) use your local academy for company name (need a unique company name per entry) and “AJAS” for tracking code
(4) Select SG (Student Group) for the AAAS registration type.  You will make a $75 payment to AAAS for each registrant. 
(5) On the final page, add the name and email addresses of all the registrants just paid for and the passport type (if coordinator is also a registrant, add self)
(6) Registrants will get an email to complete their profile (name and affiliation will be on nametag) and answer the demographic questions.  If not completed, you’re not registered.
(7) If asked for an email address, you must use the one who received the instructions (has to tie back to entry in the system).
 
  • For NAAS/AJAS adults registering for AAAS Deluxe Access the coordinator should:
(1) select Deluxe Access during AJAS Conference Online Registration.
(2) go to https://aaas.confex.com/aaas/2023/registration/index.cgi?group=1 and register your attendees. 
(3) use your local academy for company name (need a unique company name per entry) and “AJAS” for tracking code. 
(4) Select CH (Chaperones) for the AAAS registration type. You will make a $175 payment to AAAS for each registrant. 
(5) On the final page, add the name and email addresses of all the registrants just paid for and the passport type (if coordinator is also a registrant, add self)
(6) Registrants will get an email to complete their profile (name and affiliation will be on nametag) and answer the demographic questions.  If not completed, you’re not registered.
(7) If asked for an email address, you must use the one who received the instructions (has to tie back to entry in the system).

AAAS BASIC ACCESS  REGISTRATION INSTRUCTIONS 
  • For all NAAS/AJAS adults, Student Observers, and AJAS Fellows Alumni registering for AAAS Basic Access, they will have to register separately in the General Attendee portal (these registrants are not part of AAAS group registration nor AAAS group accounting). Please:
(1) select Basic Access during AJAS Conference Online Registration and
(2) go to https://meetings.aaas.org/registration/ and register yourself for the AAAS Annual Meeting. 
(3) Click on the Register now button and go from there (select Basic twice on the Demographics page in the Registration type section for the Basic passport). This is free! 
 
COVID and Safety Policies
 
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 2023 AAAS Annual Meeting. At the time of this writing, the AAAS vaccination policy website states that all attendees must be fully vaccinated. Those who are not fully vaccinated are invited to attend virtually. 

To read more details about AAAS’s definition of ‘fully-vaccinated’ view their statement here

By registering for and participating in the NAAS/AJAS Annual Conference, I acknowledge and understand the following: I 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.

The NAAS/AJAS relies on the individual sponsoring academies to understand and ensure adherence to the AAAS COVID-19 policy.     

In-person Travel and Arrival information

Those traveling to the in-person event should plan to arrive in Washington, DC, by early afternoon on March 1, 2023. If arriving by air, Reagan National Airport (DCA) is very close to our conference hotel. Conference registration is at the Crystal Gateway Marriott (see below), Salon I & II, between 2:00 pm and 5:00 pm. Conference events start shortly thereafter in Salon I & II. 

Plan to depart Washington, DC, starting on the morning of March 5. Be aware that the AAAS Annual Meeting continues and is available for all delegates with deluxe access.

AJAS Hotel Information

Hotel Reservations Deadline: Feb. 1, 2023
Hotel reservations and costs are the responsibility of the sponsoring academy. Registering for the NAAS/AJAS Annual Conference does not reserve, or pay for, your hotel room. 

The NAAS/AJAS has reserved a block of 60 hotel rooms* (each with 2 double beds), at excellent group rates, at the Crystal Gateway Marriott. (NOTE: this is not the nearby Crystal City Marriott at Reagan National Airport.) The Crystal Gateway Marriott is a luxury, full service, conference hotel with a direct (and enclosed) connection to both the DC Metro Rail System and a large complex of shops and restaurants. The hotel has a shuttle to the nearby Reagan National Airport (DCA). 
  • 1700 Richmond Highway, Arlington, VA 22202    |    (703) 920-3230
 
*If our hotel block becomes filled, later registrants may be required to pay the hotel’s regular rates.

ROOM RATESCrystal Gateway Marriott. Does not include taxes and fees. All rooms have two double beds. Some rooms also have a chaise lounge that could sleep one person.
 
 Room per night4-night totalCost per person
Single$169.00$676.00$676.00
Double$169.00$676.00$338.00
Triple$169.00$676.00$225.33
Quad$169.00$676.00$169.00
 

To make your hotel reservations:
To receive the discounted NAAS/AJAS block rates, hotel reservations must be made at: https://www.marriott.com/event-reservations/reservation-link.mi?id=1663774392362&key=GRP&app=resvlink. Make reservations to arrive on the afternoon of March 1 and depart on the morning of March 5 (4 nights)

Directors and chaperones please coordinate hotel reservations with the adults and students from your academy. The Science Academy director or an official chaperone needs to make the hotel reservations for the adults and students in your group. At least one chaperone must be on each reservation submitted.

NAAS/AJAS Annual Conference events will take place at the Crystal Gateway Marriott. The honors banquet (March 4) will be at the nearby Crystal City Marriott at Reagan National Airport. AAAS conference events will take place at the Walter E. Washington Convention Center; connected by DC Metro Rail. The Washington Metropolitan Area Transit Authority (the DC Metro) website is at https://www.wmata.com/.   

AJAS Conference Events
(subject to update)
 
AJAS Conference Events Summary
A series of virtual interactive events—available for every (in-person and virtual) registered AJAS delegate—will begin on the evening of January 15, 2023 with a welcome and poster kick-off event. The first priority for the delegates will be to create a poster and abstract. AJAS will provide several interactive on-line tutorial sessions, and other assistance, to help each delegate complete their posters and abstracts. Plus, everyone can learn about a powerful communications tool, the ABT Narrative Template, on January 21. The posters and abstract are due by February 4. The virtual conference space hosting the posters will also host a virtual College Expo with live chat times, during which students can interact with college representatives. Later in February, every AJAS delegate will be encouraged to attend the virtual Meet the Scientist event on February 16, the virtual Research Roundtable on February 18, and the virtual Poster Session on February 25—each interactively and via Zoom. 

The conference will culminate on March 1 to 5, 2023, with the delegates attending either in-person in Washington, DC, or virtually from home. For the benefit of the virtual delegates, most major events at the in-person meetings will be interactively livestreamed, with a host, via Zoom. Every virtual delegate will have the opportunity to attend—and be encouraged to participate in—the majority of events if they take the initiative to do so. Additionally, during the period of the in-person meeting events, a dedicated virtual delegate manager and a virtual delegate host will be available to facilitate any special needs of those at home.