Pre-Registration has now closed. Please feel free to complete the PDF of the registration form and bring it with you to register on-site. You may register on-site beginning Friday, June 17 at 4:00 p.m.
Every participant or guest, who attends any part of the ASV 2016 meeting or satellite functions, must register for the general meeting. While online registration is preferred, registrations can also be taken over the phone (9:00 am - 3:00 pm Eastern Standard Time (EST) Monday-Friday) at (540) 231-5182 or by fax to (540) 231-3306.
Early registration fees are as follows (payment/registration must be received by May 20, 2016):
- Member - $500
- Non-Member - $600
- Graduate Student - $400
- Undergraduate Student - $300
REGISTRATION: To receive early registration fees, registration and fee payment must be completed and received by 11:59 pm EST on May 20, 2016. Registrations received after this date through June 7, 2016 will be at the regular registration fees ($75 more per person). Registrations after June 7, 2016 will be charged late fees ($125 more per person).
Registration includes admission to the Welcome Reception, all ASV scientific sessions, morning refreshment breaks, poster sessions, evening socials, three lunches (Sunday, Monday and Tuesday), two dinners (Sunday and Monday) in the University Dining Halls, and admission to the dance on Tuesday evening. Drink tickets for selected social events are also included. Please note that the Tuesday Dinner is NOT included in your general meeting registration fee. Those wishing to attend the Tuesday Dinner should register and pay the additional fee when submitting the meeting registration form.
Student registration includes all of the above.
The Guest registration fee of $150 includes admission ONLY to the Saturday afternoon Welcome Reception, and the evening socials; no admittance to scientific sessions.
Deadline: All registrations must be received by 3:00 pm EST on June 7, 2016. After this date, you can register on-site for an additional fee.
Confirmation: Virginia Tech’s Continuing and Professional Education Office will confirm your registration. If you register online, a confirmation letter including a receipt will be automatically sent to you. You will be alerted promptly of any cancellations or changes.
Cancellation and Refunds: Registration cancellation requests must be made in writing by email to firstname.lastname@example.org or by fax to: (540) 231-3306 no later than 11:59 pm EST, June 1, 2016 to qualify for a partial refund (less a $75 administrative fee). There will be no refunds for cancellation requests received after June 1, 2016. Persons who register for the conference but are unable to attend may send a substitute. In the unlikely event that this program is cancelled or postponed due to unforeseen circumstances, Virginia Tech will fully refund registration fees, however, neither Virginia Tech nor ASV can be held responsible for any other expenses, including cancellation or change charges assessed by airlines, hotels, travel agencies, or other organizations.
Access: ASV encourages persons with disabilities to participate in its programs and activities. If you anticipate needing special accommodations or have questions about the physical access provided, please contact Ashley Barker (email@example.com) by June 1, 2016 to arrange appropriate accommodations.
VISA APPLICATIONS FOR INTERNATIONAL SCIENTISTS: We recommended that you apply for your visa at least 4 to 5 months prior to your departure date.
Invitation Letter: Individuals requiring an official letter of invitation in order to obtain a visa or permission to attend the meeting may request one from Janice Huffman, firstname.lastname@example.org. Applicants must first register and pay meeting registration fees for the conference, per University regulations. The letter does not imply that any conference fees or other expenses will be assumed by the meeting organizers or the American Society for Virology.
Upon check-in at the Registration desk (Squires Student Center), registered participants will receive a name badge which must be worn for access to all ASV scientific sessions, conference events, meals, and satellite symposia functions.
Optional Event Fees:
Medical Virology Club Satellite Symposium sponsored by the Medical Virology Club will be held in conjunction with ASV 2016 on Saturday, June 18th, from 8:30 am to 3:30 pm. Registration fee ($65 per person) is in addition to ASV 2016 registration fees, and includes a refreshment break and box lunch.
Plant Virology Club Satellite Symposium will be held in conjunction with ASV 2016 on Saturday, June 18th, from 8:30 am to 3:30 pm. Registration fee ($65 per person) is in addition to ASV 2016 registration fees, and includes a refreshment break and box lunch.
Retrovirology Satellite Symposium will be held in conjunction with ASV 2016 on Saturday, June 18th, from 8:30 am to 3:30 pm. Registration fee ($65 per person) is in addition to ASV 2016 registration fees, and includes a refreshment break and box lunch.
Veterinary Virology Club
The Club will host a Veterinary Virology Club Lunch Discussion Table(s) on Sunday, June 19th, for Veterinary Virologists and Virologists interested in Veterinary Medicine. There is no charge, however, you must register on the meeting registration form. The maximum number of seats available is 50 and selections will be made by a lottery system. Email notifications will be sent by May 20, 2016 to all who registered.
Ecology and Evolution Virology Club
The Club will host an Ecology and Evolution Club Lunch Discussion Table(s) on Sunday, June 19th, for Virologists interested in Ecology and Evolution. There is no charge, however, you must register on the meeting registration form. The maximum number of seats available is 50 and selection will be made by a lottery system. Email notifications will be sent by May 20, 2016 to all who registered.
ASV Tuesday Dinner
An additional fee is required to attend the Tuesday Night Dinner to be held at The Inn at Virginia Tech and Skelton Conference Center on the evening of June 21st. The cost will be $50 and must be paid when registering for the conference. Seating is limited for the Tuesday dinner.
ASV T-Shirts ASV T-shirts are available if purchased in advance. All sizes are $15.
Payment of Registration Fees: Payment must be made in U.S. dollars by credit card, bank wire transfer, or personal check. Full payment is required in order to receive confirmation of your registration.
On-Site Registration: ASV 2016 on-site registration and the distribution of name badges and meeting materials for pre-registered participants will be at the Squires Student Center beginning on Friday, June 17th, from 4:00 pm to 8:00 pm, Saturday from 7:30 am to 10:00 pm and continuing at designated times throughout the meeting.