Frequently Asked Questions

Where is the 56th ASHP Midyear Clinical Meeting and Exhibition being held?
The meeting is being held in-person in Orlando, Florida at the Orange County Convention Center West Building located at 9800 International Drive. The Hyatt Regency Orlando is the headquarters hotel and the Rosen Centre Hotel is the co-headquarters hotel. 

How do I access previous attendee newsletters?
Registered attendees begin receiving the 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 Orlando averages a daily maximum temperature for December that's between 70 and 76 degrees Fahrenheit (21 to 25 degrees Celsius). The minimum temperature usually falls between 48 and 57 °F (9 to 14 °C). 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?
Complimentary Wi-Fi service will be available in the convention center during the Midyear Clinical Meeting in the session rooms, PPS, Residency Showcase, Posters, and public spaces. Details on how to connect to the Midyear meeting’s Wi-Fi will be provided in the onsite Program Book and ASHP LIVE! app. For the best experience, please connect to the ASHP provided Wi-Fi. Use of Wi-Fi and the ASHP LIVE! App is strongly encouraged. No onsite printers will be provided.

Whom should I contact if I require special assistance during the Midyear Clinical 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.  

Whom should I contact if I have general Midyear Clinical Meeting question?
For general meeting related questions, please contact ASHP Customer Relations online or by phone at 1-866-279-0681, Monday-Friday, 8:00 a.m.- 6:00 p.m. ET, International 001-301-664-8700.

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, special sessions, poster sessions, PPS, Residency Showcase, and the Wednesday Evening Event. Childcare services are available for children ages 6 months through 12 years.

Is childcare available at the Midyear Clinical Meeting?
Childcare will be available at the Midyear meeting. Childcare  services are available for children ages 6 months through 12 years.

Check back for more information.

Does the Orange County Convention Center have public parking?
For attendees who plan on driving to the convention center, the Orange County Convention Center operates on-site vehicle parking at both the West and North/South buildings. Additional parking is also offered at the Destination Parkway Garage.

Parking rates vary upon vehicle size and entry time (rates are also subject to change). Parking spaces are available on a first-come, first-served basis. For those who plan on driving to the convention center, event-specific parking areas will be listed on roadway signage on International Drive, Universal Boulevard and the surrounding area. Overnight parking is not allowed at the Orange County Convention Center.

For rates, maps, and additional information, please visit the convention center’s website.

Can I smoke at the Convention Center?
The Orange County Convention Center is a nonsmoking facility.

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

Is there a Quiet/Meditation Room available at the Midyear Clinical Meeting?
A meditation/quiet room will be available during the Midyear Clinical Meeting. 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 onsite Program Book or the ASHP LIVE! app for the exact location.

Are discounts available to the Orlando area theme parks, attractions, and restaurants?
Yes, Walt Disney is offering discounted rates to share the magic with 2021 Midyear meeting attendees.

To explore additional Orlando deals, discounts, and to purchase tickets to the other area theme parks and attractions, click here.

Does the convention center have a business center?
Yes, there is a FedEx Office business center located in the Orange County Convention Center West Building. Please check the onsite Program Book or the ASHP LIVE! app for additional information, exact location, and open hours.

FedEx Office provides the following services:

  • Faxing
  • Packing
  • Shipping & Receiving
  • Computer Rentals
  • Email & Internet Browsing
  • Office Supplies
  • Photocopying
  • Signs/Posters/Banners
  • Business Cards
  • Copy Machine Rentals

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

Is there an app for the meeting?
Yes. The ASHP LIVE! app is available in app stores for iPhone, iPad, and Android. Use this multi-event app for all of ASHP’s conferences. The 2021 Midyear meeting content will be available in the app for all preregistered meeting attendees on 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 and are free to all full-time registered attendees. Downloads may also be purchased by non-attendees following the meeting. 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 the ASHP Learning Center. 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 January 31, 2022).

Can I bring a guest to the meeting?
Yes, registrant’s guests are welcome to attend the Midyear Clinical Meeting; however, ASHP does not have an official Guest Program package for purchase during the meeting. Guest badges may be purchased at the meeting in the Registration area at the convention center. All guests must be at least 16 years of age. 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, registrant’s 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 may be purchased at the meeting in the Registration area at the convention center for $110. The badge will also allow access to the Exhibit Hall on Monday only. All guests must be at least 16 years of age. Photo ID is required for each person receiving a badge and each individual must be present.

Can a guest attend ASHP’s Wednesday Evening Event?
Yes, registrant’s guests may attend the Wednesday Evening Event. A badge and an entrance ticket are required to enter the parks; admittance to the Wednesday Evening Event without both a badge and ticket will not be permitted. Guest badges for the event may be purchased at the meeting in the Registration area at the convention center for $110. The badge will also allow access to the Exhibit Hall on Wednesday only. All guests must be at least 16 years of age, no exceptions. Photo ID is required for each person receiving a badge and each individual must be present. Badges and tickets are non-transferable. Event is scheduled rain or shine.

Will shuttle service be provided to/from the Wednesday Evening Event?
Yes, shuttle service will be provided to and from the event. Walking hotels will board at the Orange County Convention Center West Building. Please check the shuttle schedule for details. The official shuttle schedule will be available in October.

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.

What are the registration location and hours?
Registration and badge pick up for the Midyear meeting will be located in the Orange County Convention Center West Building. Badge pick up only will be available for preregistered attendees and exhibitors at the Hyatt Regency Orlando. NOTE: Additional satellite registration stations for badge pick up may be added to meet demand. Please check the ASHP LIVE! app for the most up to date information.

Main Registration
Registration A, Level 1, Orange County Convention Center West Concourse

Hours (subject to change)

Day Time
Saturday–Monday 7:00 a.m. – 5:30 p.m.
Tuesday  7:30 a.m. – 5:30 p.m.
Wednesday 7:30 a.m. – 4:30 p.m.
Thursday 8:30 a.m. – 12:00 p.m.

Satellite Registration (badge pick up only for preregistered attendees and exhibitors)
Hyatt Regency Orlando, Main Lobby (adjacent to the front desk on Lobby Level)
*Additional locations may be added to meet demand. Please check the ASHP LIVE! app for the most up to date information.

 Hours

Day Time
Saturday & Sunday 7:00 a.m. – 6:00 p.m.
Monday  7:00 a.m. – 12:00 p.m.

Whom should I contact if I have questions about registering for the Midyear Clinical Meeting?
ASHP is partnering with SPARGO, Inc. as the official registration provider for the Midyear meeting. If you have a question related to registration, please contact the ASHP Customer Registration Center at ashpregistration@spargoinc.com  or by phone at 866-849-9828 (International) or 571-549-4546 (within the United States). The Customer Registration Center hours are Monday - Friday, 8:30 a.m. - 5:00 p.m. ET.

 Safety Measures and COVID-19

Click here for ASHP’s current information related to safety measures and COVID-19.

What are the headquarters hotels?
The Hyatt Regency Orlando is the headquarters hotel and the Rosen Centre Hotel is the co-headquarters hotel. Both hotels are within walking distance of the convention center and are connected to the center via a pedestrian skybridge.

What is the tax on the hotel rooms?
The current tax on hotel rooms is 12.5% 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 provider, your hotel rate includes free 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 (big savings)
  • Shuttle service to the Orange County Convention Center West Building for 6 days
  • Peace of mind that you booked in an official ASHP hotel
  • Protection in the event the hotel oversells its rooms
  • And more!

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 Midyear meeting hotel reservation website 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 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, 11:00 a.m.-2:00 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, 11:00 a.m.-2:00 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 and ASHP benefits, such as free internet access in your room and no resort fees, you should choose another hotel from the list. 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 Midyear meeting hotel reservation website regarding availability.

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.

Hotel Health and Safety Information and Resources
ASHP is continuously working with our Midyear meeting official hotel partners to provide every precaution necessary to ensure a safe and productive experience. Click here  to view a few resources regarding the health, wellness, and cleanliness policies and protocols of our hotel partners. With protocols changing frequently, please continually review the hotel’s website for the most up-to-date health/safety guidelines and practices.

NOTE: Hotel amenities and services may also be limited or reduced to maintain health and safety guidelines and best practices. Be sure to check with your hotel directly prior to arrival.

What is the closest airport to the Orange County Convention Center?
Orlando International Airport (MCO) is the closest airport to the world-famous Central Florida attractions, the Orange County Convention Center, International Drive, and downtown Orlando. Flight status and contact information for individual air carriers can be found on the Orlando International Airport website.

How far is the airport from the Orange County Convention Center?
Orlando International Airport is approximately 13 miles from the Orange County Convention Center and downtown Orlando. Taxicabs and airport shuttle services are available.

Will ASHP shuttle service be provided to/from Orlando International Airport?
ASHP does not provide shuttle service to/from the airport and the hotels. Varieties of shuttle/limousine services are available at Orlando International Airport. For a complete list and location of ground transport services, please visit the airport website.

Will ASHP provide shuttle service to the Orange County Convention Center?
Shuttle service will be provided from all official Midyear hotels to the Orange County Convention Center West Building (except for the Hyatt Regency Orlando, Rosen Centre Hotel, Rosen Plaza Hotel, and Days Inn Orlando Convention Center as they are located within walking distance to the convention center) Saturday, December 4 through Thursday, December 9. The official shuttle schedule will be available in October.

NOTE:  The shuttle schedule is subject to change based on usage. Please check the ASHP LIVE! app daily for updates.

What other forms of transportation are available for traveling to/from the official Midyear Clinical Meeting hotels?
A plethora of transportation services are available to help you travel and explore once you’ve arrived in Orlando. Click here to learn more.

NOTE: Depending on the timing of your visit, some experiences may be temporarily modified or closed. Check with the transportation providers for their current status.