Registration Policies & Information
Registration and Booking Within the Hotel Block
AFP has instituted a new policy to encourage conference attendees to book within our official hotel block, which includes rooms at multiple area hotels. "Standard" registration rates have increased, but attendees booking within the hotel block will receive a special discount valid at time of registration. Please book early to get your top choice, as the number of rooms held at each hotel is limited.
Booking within the hotel block benefits everyone. It allows the AFP conference to return to the cities we love. To hold the conference in the convention center of major cities, we must "qualify" by contracting a minimum number of hotel rooms over the conference dates. It also helps AFP avoid costly hotel penalties for not filling the rooms we have contracted, which in turn helps keep registration rates at a reasonable level.
If you register without booking a room within the hotel block, you will be charged the standard registration rate. You may later revise your registration to add a hotel reservation, and at that time you will receive a refund for the special registration discount.
Canceling a hotel reservation will void the special registration discount, and the resulting balance will be charged to the credit card on file.
For conference attendees rooming together: If you plan to share a hotel room with someone who already has a hotel reservation, you will need their hotel reservation ID number to enter as a promo code to receive the special registration discount.
Due to the special nature of the Super Early Bird promotion, group registration is not available.
AFP welcomes international attendees from outside North America! Please take advantage of our Super Early Bird promotion.
It is the registrant's own responsibility to secure any visa required to enter the United States for AFP's conference. We recommend you plan ahead, at least 3-4 months in advance. For further information about requirements for travel to the United States, please visit https://travel.state.gov/content/visas/en.html.
If you require an invitation letter from AFP for your visa application to attend the conference, please email customer service with the following information:
Letters will be sent as attachments via email. Please let us know if you also require a hard copy of the letter. We can provide letters only for the conference dates, inclusive of pre-conference workshops.
No conference scholarships are available through AFP IHQ. Please consult your local AFP chapter for further information about scholarships the chapter might offer.
Programs for First Time Attendees
Are you a first time AFP conference attendee? Welcome! AFP offers the following programs to help orient you to the International Fundraising Conference:
Before the Conference
During the Conference
Enjoy these networking opportunities during the conference:
We need volunteers to help make the conference a great experience for everyone! Fully registered attendees who volunteer will receive a $40 AFP IHQ gift certificate for completing the minimum requirement. Please sign up to volunteer at the time you register, or in writing to customer service no later than 14 calendar days prior to the event, and click to read more about volunteer opportunities.
AFP welcomes all attendees and complies fully with the Americans with Disabilities Act (ADA). Please notify AFP at the time you register, or in writing to customer service no later than 14 calendar days prior to the event, if you need a sign language interpreter or other accommodation related to audio, visual, or mobility needs.
Please note that American Sign Language interpretation will be provided for all General Sessions.
We advise attendees with mobility assistance needs to allow plenty of time to get from place to place as the convention center is very large.
For further information about convention center accommodations in general, please visit http://www.sahbgcc.com/Facilities/Convention-Center/ADA-Accessibility.
Please notify AFP at the time you register, or in writing to customer service no later than 14 calendar days prior to the event, if you have a dietary restriction or food allergy. AFP will make its best efforts to accommodate.
Registration Confirmation & Badges
You will receive emailed confirmation within two (2) business days after you register. Registrations may not be confirmed until correct payment is received.
Approximately one (1) week prior to the conference, you will receive an additional email containing a barcode and instructions for picking up your conference badge and other materials once you arrive at the conference. Note that AFP no longer mails conference badges before the conference.
Badge Reprint Fee
Don't leave your badge at the hotel! Your conference badge serves as your ticket to the conference, so please treat it carefully as you would any other ticket. Badge reprints at the conference will incur a $25 badge reprint fee. Badge sharing or splitting is strictly prohibited.
Consent to Use Images and Share Information
Please note that photographs and video are taken during the conference. These images may be used in AFP marketing materials, the AFP website, and other products relating to AFP. By attending the conference, you consent to the possibility of your image being used in AFP-related materials.
By registering for AFP's conference, you agree that we may provide your registration information to our sponsors, partners, and affiliates who helped make this conference possible and that they may contact you with offers that may be of interest to you. If you do not want us to share your information, you may opt out notify AFP during registration or by submitting a written request to customer service (contact details below).
Conference shuttle buses will be provided between the convention center and selected hotels beyond reasonable walking distance. Note that no shuttle bus service will be provided for pre-conference workshops.
Handouts for conference education sessions are made available on the conference website and mobile app, if provided by education session speakers. AFP strongly encourages speakers to provide handouts in advance, but cannot guarantee availability. Printers will not be available on-site for printing handouts.
Full participation at the conference may be applicable for up to 12 points of CFRE credit for initial certification or recertification. Pre-conference workshops may offer additional opportunity for 8-16 CFRE points each. Further details to be posted within a month before the conference.
Sessions at the conference are non-ticketed, and seats are available on a first-come, first-served basis. So, please plan ahead and have 2-3 choices in each time-frame in case one of your choices is full. If there is a session you really want to attend, get there early to ensure you have a seat!
AFP conference staff try to schedule popular topics and speakers in rooms large enough to accommodate potential demand, but it is not always possible to anticipate actual attendance. If a room is truly overcrowded, with no more seats available, AFP conference staff and convention center personnel must follow local fire regulations and may have to ask participants to leave the room.
No one under the age of 18 is permitted to attend any conference events, unless formally invited by AFP (e.g., award winners, honorees). If you bring children to the AFP conference, you are responsible for child care arrangements. Children are not permitted in the Marketplace or in any education sessions in the convention center or hotels.
AFP reserves the right to cancel programs. In the unlikely event that AFP cancels a given program—except as related to a force majeure event—all registrants will receive full refunds as applicable. AFP is not responsible for reimbursing travel costs.
Special Offers & Discount Codes
Special offers and discount codes are valid only at the time of initial registration. Refunds will not be authorized for existing registrations where the special offer or discount code was received after the initial purchase. Discount codes cannot be applied to already reduced or discounted registrations. Limit one special offer or discount code per registration.
Hotel Reservation Changes
Conference hotel reservation changes and cancellations must be submitted in writing by customer service by February 28, 2019 (this date subject to change).
Canceling or Transferring Your Registration
All conference registration cancellations and refund requests must be submitted in writing to customer service by March 15, 2019. A refund of conference fees paid, minus a $100 administrative fee ($50 admin fee if cancelling a pre-conference workshop only), will be given for cancellations received or postmarked by this date. No refunds will be granted for requests received or postmarked after this date. No refunds will be granted for no-shows. All requests for exceptions to the cancellation/refund policy must be submitted in writing to customer service by the registrant with appropriate documentation no later than seven calendar days following the conference. After that time, no refund considerations will be made.
Registrants who registered as part of a discounted group registration are not eligible for refunds. Registrations may be transferred to another person from the same organization by submitting a written request to customer service.
Note that tickets for the local chapter event are not refundable (but they are transferable).
Transfers of registrations and tickets will be gladly accommodated prior to the conference by submitting a written request to customer service. Only one transfer/substitution is permitted per original registrant. The individual submitting the substitution request is responsible for financial obligations, including any balance due, associated with that substitution. Badge sharing or splitting is strictly prohibited.
Questions? Contact Customer Service
AFP Conference/Experient customer service is available
See you in San Antonio!