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2023 AGM FAQs

May 15, 2023
For the most recent news and updates, please visit the AGM Update Center.

About This Year’s Conference

When does registration open?

The target date for opening conference registration is June 21. There will be two opening times for registration (9:00 am Pacific/12 noon Eastern and 6:00 pm Pacific/9:00 pm Eastern), with the available spaces split between them. Detailed how-to guidance will appear on the Registration page.

This is the twelfth year in which JASNA has used an online registration system. Paper-based marketing and registration processing have been discontinued. If you have questions about using the online registration system, please email vpconf@jasna.org.

When does registration close?

If space is available, we will accept online registrations until October 20. However, JASNA AGMs sell out very quickly, and we recommend that you register as soon as registration opens on June 21. 

Can I register another person for the AGM or can someone else register for me?

Anyone can complete AGM registration on your behalf, or you may assist another person with registration. The registration system does not require you to log in with your JASNA membership information. If you plan to register another person as well as yourself, please follow the instructions on the Registration page. 

When will hotel rooms be available for reservation?

The JASNA hotel room blocks will open on June 22, at 9:00 am Pacific/12 noon Eastern. On or after that date, please visit the Hotel page on the 2023 AGM website and be sure to use the link provided there, or mention “JASNA” when you call the hotel to take advantage of our room block.

Will the AGM offer remote access options?

Building on the success of the 2022 AGM Livestream, we will offer the core conference (three plenary lectures, five breakouts selected by JASNA, and several special additions) as a livestream or recordings, at a separate registration fee. Plans are still in development, but JASNA members should not expect a full, online equivalent to the in-person AGM.

What is the Refund Policy?

The tables below summarize the In-Person Registration Refund Policy for individuals who cancel their registrations. The Refund Policy for Livestream/Virtual Registrants is separate and will be posted in mid-June. 

If an In-Person Attendee or Companion Cancels Registration . . .


June 21 - July 30:


Full refund.


July 31 - September 29:


Refund of fees minus $50.


September 30 - October 20:


No refund, but conversion to Livestream/Virtual registration will be provided if available.


After October 20:


No refund, but delayed access to recordings of Livestream presentations will be provided if available.

 

 

 If an Attendee or Companion Cancels a Workshop or Ticketed Special Event . . .


June 21 - September 29:


Full refund. Please bear in mind that JASNA is charged substantial transaction fees for cancellations and changes, and plan your activities carefully.


September 30 - October 9:


No refund, but attendees may change from one session to another session of the same activity if space is available.


After October 10:


No refund.

 

 

 If an Attendee or Companion Cancels a Tour Registration . . .


June 21 - September 29:


Full refund. Please bear in mind that JASNA is charged substantial transaction fees for cancellations and changes, and plan your activities carefully.


After September 29:


No refund.

 


In the unlikely event that JASNA is forced to cancel the AGM completely or reduce capacity due to government regulations, registrants will receive full refunds of registration fees only, regardless of when the cancellation takes place. JASNA is not liable for any travel-related expenses registrants may incur.

COVID Health and Safety Protocols

JASNA’s policies on vaccinations and masking are posted in the AGM Update Center and are based on local and Federal regulations. As this information may change, please watch for updates on that page and in your email.

Eligibility, Registration, Companions, and Accessibility

Who is eligible to attend the AGM?

The AGM is open to members in good standing (those whose membership dues are up to date). Students must be in ninth grade or above; the AGM is not appropriate for children. You will not be able to join or update your membership on the AGM Registration Form, as membership and AGM registration are handled by separate computer systems. To ensure that your AGM registration can be confirmed, please take any necessary action to update your membership now.

  • New Members: If you would like to join JASNA, please go to our Join and Support page for information about JASNA membership and a link to the New Member application form.
  • Existing Members and Lapsed Members: If you need to check on or renew your membership, log in to JASNA’s Member Portal and select “View My Membership or Renew”from the dropdown menu near the top of the Welcome page. If you don’t remember your Member Portal log-in credentials or need other assistance, please email membership@jasna.org.
Who can participate in the AGM?

As our Diversity and Inclusion Statement states, JASNA strives to ensure that all members  are welcome and feel valued in meetings, events, and community spaces. Whether you are new to JASNA or a Life Member, if you are interested in the study of Austen’s works, her life, and her era, we welcome you to attend the Denver AGM.

I’d like to attend the AGM, though I’m not a JASNA member. Is this possible?

JASNA conferences are designed for JASNA members. However, you are welcome to become a member of JASNA by joining, and then register for the conference. Your membership must be current at the time of registration.

Do AGMs accommodate all members who want to attend?

JASNA’s AGMs are the world’s largest in-person conferences focusing on Jane Austen, but there are capacity limits, as it is not financially feasible for JASNA to contract for a larger attendance than we can deliver. Capacities have steadily increased in recent years; even so, there will be years when more people want to attend an AGM than can be offered registration. Of the past eight in-person AGMs, three sold out almost immediately. We continue to monitor registration trends and make efforts to accommodate as many JASNA members as possible.

How do waitlists work?

The registration software that JASNA uses allocates registration spaces on a first-come, first-served basis. When all registration spaces have been taken, the system assigns additional people to a waitlist. As space becomes available, the waitlisted individuals are offered an opportunity to register, in the order in which they joined the waitlist. Every year, hundreds of waitlisted people are eventually offered the chance to register for the AGM when spaces that were held back in case of system error are released, and when registrants change their plans and cancel.

What does the AGM registration fee include?

In 2023, registrants in the “Attendee” category will receive three meals (continental breakfast on Saturday, the banquet on Saturday night, and brunch on Sunday) and admission to all plenary sessions, registrant’s choice of breakout sessions, all special interest sessions, and non-ticketed extra activities. Registrants in the “Companion” category will receive only the three meals. Registrants in both categories have the option of purchasing workshop, tour, and special event tickets.

Why are tours, workshops, etc., not included in the AGM registration fee?

The primary goal of each AGM team is to deliver a basic conference package—plenaries, breakouts, special interest sessions, the banquet and ball—that is broadly appealing and delivers an excellent experience at an affordable price. Programs that may appeal to some members and not others are priced separately, which keeps the basic registration fee low. Headcount limits for those programs are driven by such factors as bus capacities (in the case of tours) or the number of participants best suited for individual workshops.

What is a Companion?

A Companion is an attendee category that denotes any person who accompanies a JASNA member to the conference and pays the AGM Companion registration fee. That person—and only one Companion can accompany a JASNA member—may be a spouse, friend, or family member. A Companion can attend the Saturday evening banquet and ball and the Sunday brunch (with speaker), but is not entitled to attend plenary, breakout, or special interest sessions. AGM Attendees are free to share their hotel rooms (subject to hotel policies) with friends or family members without registering them as official Companions, but unregistered persons are not entitled to attend any meal functions or events.

Why do some AGMs have a higher Companion limit than others?

Some conference hotels are simply larger than others, allowing for a greater number of Companions. When space is limited, priority is given to JASNA members who wish to register as Attendees for the entire conference.

Can the AGM accommodate attendees who have various allergies and sensitivities?

Yes, special dietary requirements can be accommodated for the meals included in the AGM registration fee, provided that each attendee indicates allergies and sensitivities on the registration form or emails the AGM Team about them. When given enough preparation time, the AGM Team can work with the hotel staff to provide for an attendee’s needs. Waiting until arrival to notify the hotel of specific food restrictions will cause difficulty in meeting those needs. Optional events not included in the registration fee (such as tours with meals or tastings) may not be able to accommodate individual dietary requirements; information will be provided in the description for those activities.

Can the AGM accommodate attendees with other needs?

The registration form will have a space for registrants to note any assistance or accommodation they may need. Access to assistive listening devices for the main meeting room is free to attendees, and seating is reserved at the front of meeting rooms for those who need to be close to speakers. We will do our best to accommodate other needs, but advance notice is essential.

JASNA’s Conference Planning Policies and Practices

How is the AGM date set? 

Most AGMs are held in October. In 2023, the AGM date was moved to November due to room availability considerations at the AGM hotel.

How is the AGM registration fee set?

The registration fee reflects the costs of staging the conference. The fee defrays common costs such as plenary speakers’ fees, meeting room costs, audiovisual technology for all speakers, and registration and program materials (both printed and online). It also covers included meals as well as various other support needs, which vary by conference. Some past attendees have suggested eliminating meals as a cost-saving measure, but when that is done hotels typically impose higher meeting room rental fees to achieve the same target revenue.

The registration fee varies from year to year based on the cost of meals, meeting space, and essential services in each location. The fee is kept low by the volunteer contributions of the many breakout speakers and the volunteer work of the local JASNA members. Recent years have seen a trend toward simplification in decorations and amenities to keep costs as low as possible.

How is the hotel sleeping room rate set?

JASNA and the Professional Meeting Planner with whom the Society works negotiate the best rate possible, which is reflected in JASNA’s contract with the hotel. Hotel commitments need to be made four or five years in advance of the AGM. Hotel room rates can be highly variable; hotels in some cities are much more expensive and in greater demand than in others. Every effort is made to balance a desirable location, popular amenities, good quality, sufficient rooms, and adequate meeting space with a fair price.

Why do some AGMs have a higher attendance limit than others?

Some hotels have an attendance limit established for the banquet hall, set by local fire code laws. JASNA adheres to those limits. Other hotels may present limitations in the number and size of rooms that can be used for breakout sessions. Generally, we plan for AGMs to accommodate as many JASNA members as the hotel will allow and as the host Region can manage.

Would JASNA consider holding a conference in my hometown?

JASNA AGMs are held in cities where a JASNA Region has volunteered to act as Host Region. If your JASNA Region is interested in hosting a conference, please contact the Vice President for Conferences at vpconf@jasna.org.

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If you have other questions about the AGM, please email JASNA’s Vice President for Conferences at vpconf@jasna.org. 

 

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