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Frequently Asked Questions

Where is the 54th ASHP Midyear Clinical Meeting and Exhibition being held?
The meeting is being held in Las Vegas, NV, at Mandalay Bay Convention Center. The Mandalay Bay Hotel is the headquarters hotel, and the MGM Grand is the co-headquarters hotel. 

How do I access previous attendee newsletters?
Attendees begin receiving attendee newsletters via email in October. If you register after that date, links to previous issues will be available in each month's issue.

What is the attire for the Midyear Clinical Meeting?
The attire at ASHP national meetings is business casual. When packing, keep in mind that the weather in Las Vegas in early December is typically cool during the day and cold at night. The average high is 60 degrees, and the average low is 40 degrees. Because hotels and convention centers are also cool, ASHP highly recommends that you bring a sweater with you when attending sessions.

Will Wi-Fi service be available at the Midyear Clinical Meeting?
Wi-Fi service will be available at the Mandalay Bay Convention Center during the Midyear Clinical Meeting in the session rooms, PPS, Residency Showcase, Posters, and public spaces. Mandalay Bay has both meeting and guest room Wi-Fi, please be sure to connect to the correct SSID when you’re in the meeting space. Details on how to connect to the Midyear meeting’s Wi-Fi will be provided in the onsite Program Book and ASHP LIVE! App. Use of Wi-Fi and ASHP LIVE! App is strongly encouraged. No onsite printers will be provided.

Whom should I contact if I require special assistance during the meeting?
If you have any disability for which you require an auxiliary aide while attending this meeting, please contact the Conference and Convention Division by email at CCD@ashp.org by November 4.  

Is my child allowed at the Midyear Clinical Meeting?
For health and safety considerations, children under the age of 16 will not be admitted to the exhibits, educational programs, poster sessions, PPS, or Residency Showcase. Childcare services are available for children ages 6 months through 12 years.

Is childcare available at the Midyear Clinical Meeting?
KiddieCorp has partnered with ASHP to provide a children’s program during the 2019 ASHP Midyear Clinical Meeting and Exhibition.

The program is for children ages 6 months through 12 years and will be located at the MGM Grand from Sunday, December 8 to Thursday, December 12. The cost is $10.00 per hour, per child. Children must be registered for a minimum of two consecutive hours per child for each day registered. Register Here. Space is on a first-come, first-served basis. Exact room location will be provided by KiddieCorp after full payment has been received.  KiddieCorp provides snacks and water; parents are responsible for meals.

Do the Mandalay Bay Hotel and MGM Grand have public parking?
Parking is available at all official MGM Property Resorts. For detailed parking information, click here. (Parking subject to availability. Fees subject to change.) For parking information at the Cosmopolitan Hotel Las Vegas, click here.

Can I smoke at the Convention Center?
Both the Mandalay Bay Hotel and MGM Grand Hotel are nonsmoking facilities. Smoking is allowed only on the balconies, terraces, and other exterior areas of the facility.

Is there a Mother’s Room available at the Midyear?
Yes, a mother’s nursing room will be available during the Midyear Clinical Meeting & Exhibition. Please check the ASHP LIVE! app for exact location.

Is there a Quiet/Meditation Room available at the Midyear?
A meditation/quiet room will be available during the Midyear Clinical Meeting & Exhibition. This room is intended to provide a quiet, calm space for attendees to meditate, pray, and spend time away from noise, lights, and other stimulus.

Please check the ASHP LIVE! app for exact location.

Where can I find details on educational sessions and other activities offered at the Midyear meeting?
View the Session Schedule & Itinerary Planner to browse ASHP’s educational sessions and activities, including detailed information on networking sessions, posters, special events, and more as the information becomes available.

Is there an app for the meeting?
The ASHP LIVE! app is available in app stores for iOS and Android. You can use this multi-event app for all of ASHP’s conferences. The 2019 Midyear meeting content will be available by November 15. Download the app today.

Will materials be available for educational sessions?
Yes. Access to presentation slides and other supplemental resources will be made available free to all preregistered meeting attendees on the Session Schedule & Itinerary Planner approximately two weeks prior to the meeting.

Will recordings of the educational sessions be available following the meeting?
Yes. Most educational sessions (excluding workshops) will be recorded and available online approximately four to six weeks after the meeting, free to all full-time registered attendees. Downloads may also be purchased by non-attendees following the meeting. (NOTE: CE is not available with downloads.)

How do I record my CE for symposia?
If the CE provider is ASHP, you may record your CE on ASHP eLearning. For other providers, follow the directions provided at the symposium. If you have any questions, contact information is provided in the symposia listing.

How long after the meeting can I process CE?
Attendees must claim CE credit for the sessions they attended within 60 days of the activity (no later than February 6, 2020).

Can I bring a guest to the meeting?
Yes, guests are welcome to attend the Midyear Clinical Meeting; however, ASHP does not have an official Guest Program package for purchase during the meeting. Attendee guests may purchase a badge at the meeting at the attendee ticket sales registration counter. Photo ID is required for each person receiving a badge, and each individual must be present.

Can a guest attend the Opening Session on Monday?
Yes, registrants’ guests may attend the Opening Session on Monday but must have a badge to enter the convention center; admittance to the Opening Session without a badge will not be permitted. Guest badges for the session can be purchased at the meeting at the attendee ticket sales registration counter for $105. The badge will also allow access to the Exhibit Hall on Monday only.

NOTE: All guests must be at least 16 years of age. Photo ID is required for each person receiving a ticket/badge, and each individual must be present.

Can I bring a guest to ASHP’s Wednesday Event?
Yes, registrants’ guests may attend the Wednesday Event but must have a badge to enter the convention center; admittance to the Wednesday Event without a badge will not be permitted. Guest badges for the session can be purchased at the meeting at the attendee ticket sales registration counter for $105. The badge will also allow access to the Exhibit Hall on Wednesday only.

NOTE: All guests must be at least 16 years of age. Photo ID is required for each person receiving a ticket/badge, and each individual must be present.

How do I reserve meeting space for my reception or business meeting?
The online application for social and business functions will open in early August. The request must be submitted via the online application. Organizations may not book directly with the meeting hotel. A list of published social functions will be available on the Midyear website and mobile app.

HOTEL RESERVATION ALERT!

Unauthorized housing companies have been approaching ASHP attendees and exhibitors offering hotel reservations via unauthorized or even sham websites, e-mail communications and phone calls. These companies are in no way affiliated with ASHP, the Midyear Clinical Meeting, the LVCVA, or Orchid.Events. Neither ASHP nor Orchid.Events can verify the authenticity of these companies or the reservations. Orchid.Events is the only official housing company for the meeting. All meeting hotel reservations should occur online via ASHP’s website (midyear.ashp.org), phone (1-877-505-0675 or 801-505-4613), fax (801-355-0250), and mail via the address at midyear.ashp.org. Orchid.Events is the only official housing company for the meeting.

What are the headquarters hotels?
The headquarters hotels are the Mandalay Bay Hotel (headquarters) and the MGM Grand (co-headquarters).

What is the tax on the hotel rooms?
The current tax on the hotel rooms is 13.38% and subject to change. An extra person fee may also apply for the 3rd and 4th person.

Is Wi-Fi free in my guest room?
If you book your hotel room through Orchid.Events, ASHP’s official housing company, your hotel rate includes complimentary internet access in your guest room. In addition, by booking your room through Orchid.Events, you will also receive the following exclusive benefits:

  • No resort fees (up to a $39 per day savings)**
  • Shuttle service to the Mandalay Bay Convention Center for 6 days (non-stop service provided from the MGM Grand and The Signature at MGM Grand)
  • Peace of mind you booked in an official ASHP hotel
  • Protection in the event the hotel oversells its rooms
  • And more

**Resort fee of $35 per night is optional at The Cosmopolitan. Guestroom internet is included.

Why are guest rooms often unavailable at the headquarters hotel only days after housing is opened to attendees?
Over the past several years, ASHP has communicated the opening date of our meeting registration site well in advance of the meeting. Attendees and exhibitors have started to mark their calendars for the opening of the Midyear Clinical Meeting website in July. ASHP reserves the largest number of guest rooms offered to us by each hotel and reserves rooms in a variety of hotels to meet all budgets and tastes. The headquarters hotel is the most popular and, therefore, receives the largest number of reservations in the first several days, often selling out. However, hotel reservations fluctuate. As the meeting approaches, attendees and exhibitors cancel and/or change their dates, making rooms available again. ASHP recommends that if you are unable to book a room, select another hotel from the official hotel list, and periodically check the ASHP hotel reservation web page regarding availability.

Why shouldn’t we reserve our hotel rooms directly with the hotel or a discount internet provider?
When attendees and exhibitors reserve rooms directly with the hotels or through internet providers, ASHP is exposed to penalties for not fulfilling our room block commitments. We risk our ability to rebook preferred meeting hotels and receive reduced rates, possibly lose qualification for the amount of space needed at the convention center, and/or are subject to higher convention center usage fees. This, in turn, could translate to higher registration fees.

In addition, if attendees and exhibitors do not use the official ASHP housing company, Orchid.Events, you will be subject to the hotel’s resort fees (up to $39 per day) in addition to the guest room rate,  ASHP is unable to help if a reservation is not located in the hotel’s reservation system, to protect reservations if the hotel oversells its room inventory, and to plan properly for the meeting (e.g., secure the appropriate number of shuttle buses, communicate to attendees, and provide door drops or in-room material drops).  To help ASHP make this meeting a success, please remember to book early and through Orchid.Events.

What should I do if I can’t book all nights at my preferred hotel?
You may select to be waitlisted for those nights. If you select a waitlisted reservation, currently, one or more nights of your stay are unavailable. Orchid.Events is continually working with the hotels on room inventory, and there is a high probability they will obtain additional rooms for the waitlisted nights. Should your waitlisted reservation be confirmed, you will receive a new acknowledgment within five business days from Orchid.Events. If they are unable to clear your waitlisted reservation, Orchid.Events will contact you to discuss alternative accommodations.

If you are experiencing difficulty making your reservation, you may also call 1-877-505-0675 to speak with an Orchid.Events customer care representative. Orchid.Events is open Monday-Friday, 9:00 a.m.-8:00 p.m. ET, excluding Federal Holidays. 

I would like to extend my hotel stay and the dates are not available online?
If your desired dates are unavailable or you would like to stay before or after the official meeting dates, call 1-877-505-0675 to speak with an Orchid.Events customer care representative. Orchid.Events is open Monday-Friday 9:00 a.m.-8:00 p.m. ET, excluding Federal Holidays. 

Why was I placed “in line” when trying to book my room online?
Due to a high volume of traffic to the online booking site, you were placed in to a temporary virtual waiting queue for the site. The waiting room service helps to control website traffic and surges to ensure access to the site and provide a better overall user experience.

My preferred hotel is sold out; what should I do?
Many hotels in the official hotel room block sell out quickly. In order to secure the best rate possible on your meeting accommodation, you should choose another hotel from the list.

How do I book a group of rooms for my organization?  
Five or more rooms is considered a room block. Individuals or companies wishing to secure five or more guest rooms must complete the online Hotel Room Block Reservation Form or email a completed and signed form [PDF] to ASHP@orchid.events. The Hotel Room Block Policies [PDF] must be read prior to submitting the Hotel Room Block Reservation form. 

I received an acknowledgment from Orchid.Events. Will I hear from the hotel directly?
You will not receive an additional reservation confirmation from your hotel. The housing acknowledgment, received from Orchid.Events when you book your room, serves as confirmation of your reservation. The hotel will not have a record of your reservation until a few days prior to the beginning of the meeting. If you have questions about your reservation or need to make a change, you may access your reservation online or email ASHP@orchid.events.

What is the closest airport to Mandalay Bay Convention Center?
McCarran International Airport (LAS) is the central airport serving the Las Vegas area. McCarran serves more than 40 air carriers, offers over 1,100 flights arriving and departing daily, and provides direct flights to more than 125 U.S. cities. Flight status and contact information for individual air carriers can be found on the McCarran Airport’s website.

How far is the airport from the Mandalay Bay Convention Center?
McCarran is approximately 4 miles from South Las Vegas Boulevard. Taxicabs and airport shuttle services are available.

Will ASHP shuttle service be provided to/from the airports?
ASHP does not provide shuttle service to/from the airport and the hotels. A variety of shuttle/limousine services are available at McCarran and are located on the west side of baggage claim, outside door exits 7 to 13. Please note that there are both group shuttle and for-hire stretch limousine services. Visit McCarran Airport’s website for more information.

Will ASHP provide shuttle service to the Mandalay Bay Convention Center?
Shuttle bus service will be provided from all official Midyear Clinical Meeting hotels to the Mandalay Bay Convention Center (except for the Delano Las Vegas, Four Seasons Hotel Las Vegas, and Luxor Las Vegas,) from Saturday, December 7, through Thursday, December 12. Non-stop service provided from the MGM Grand and The Signature at MGM Grand. The official shuttle schedule will be available in October.
NOTE:  The shuttle schedule is subject to change based on usage. Please check the Midyear Clinical Meeting News & Views, distributed daily at the meeting, or the ASHP LIVE! app for updates.

What other forms of transportation are available for getting to and from the official Midyear Clinical Meeting hotels?
The free Mandalay Bay–Luxor–Excalibur Tram starts at Mandalay Bay and goes north, stopping at the Luxor before ending at the Excalibur Hotel and Casino. All three stops have signage to help you navigate. At the Mandalay Bay, the tram is located in the north east corner of the casino, past the House of Blues Restaurant & Bar. The Tram does not run 24 hours a day. Hours of operation are Thursday – Saturday, 9:00 a.m. – 2:30 a.m. and Sunday – Wednesday, 9:00 a.m. – 12:30 a.m. Hours are subject to change.

The Las Vegas Monorail system runs every 4 to 12 minutes from the MGM Grand Hotel to the Sahara Hotel, with a total of seven stops. The monorail is open Monday-Thursday, 7:00 a.m. to 2:00 a.m., and Friday-Sunday, 7:00 a.m. to 3:00 a.m. To find out more and purchase a ticket, visit the Monorail Las Vegas site.

Lyft and Uber pick up/drop off service is available at Mandalay Bay; rideshare area is located next to Beach Level. For other properties, check with your hotel for rideshare pick up/drop off locations.

How does the combined meeting registration and hotel reservation process work?
ASHP is providing the option to register for the meeting and make your hotel reservation in one seamless and convenient process. After you have completed your meeting registration, you will be provided with a personal link that will allow you to directly access the hotel reservation page. Hotel reservations may be made separately and prior to registering for the meeting; however, in order to guarantee the convention rates at checkout, attendees must register for the meeting.

 

What are the registration hours?
For registration hours and more, visit the Meeting Registration page.

 

Where is registration located?
Preregistered attendees and exhibitors, save time and avoid the crowds by picking up your badge and registration material at a satellite registration station located at the Luxor Las Vegas, MGM Grand, and Mandalay Bay Hotel’s front desk. The main registration is located in Mandalay Bay’s South Convention Center.

Condoleezza Rice

Special Events

Midyear Clinical Meeting activities and events you won’t want to miss
Special Events
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Exhibit Hall

Exhibition

Explore the Exhibit Hall, exhibit opportunities, or reserve an exhibit booth
Exhibition
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