2019 AERA ANNUAL MEETING OFFSITE DINNERS AND RECEPTIONS 

AERA facilitates payments for happy hours, dinners, and receptions hosted by Divisions and SIGs at venues other than the Metro Toronto Convention Centre and headquarter hotels during the 2019 AERA Annual Meeting. The step-by-step process to secure credit card payment for such events is detailed below. The deadline to submit event payment requests is Monday, March 25. Payment requests will not be accepted onsite.

Questions regarding off-site event payments can be directed to Kendra McGee, Senior Meetings Manager, at 202-238-3212, or to annualmtg@aera.net with “AM19 Offsite Event Payment Question” in the subject line.

STEP 1: Divisions and SIGs secure a venue. Offsite events are not permitted during non-compete hours when AERA key sessions are being held including:

• Friday, April 5: 6:45pm-8:30pm
• Sunday, April 7: 1:45pm-3:15pm and 5:35pm-7:05pm

STEP 2: Divisions and SIGs request the credit card authorization form from the selected venue.

STEP 3: Divisions and SIGs submit the credit card authorization form to annualmtg@aera.net by Monday, March 25. The subject line must include “AM19 Offsite Event Credit Card Payment Request” and Division/SIG name. The payment request must include:

• Division/SIG name (no acronyms) – if a co-hosted event, all units should be listed
• Venue
• Venue contact name, phone number, and email address (this person will receive the completed credit card authorization)  
• Approximate budget for the event – if a co-hosted event, the amount each unit is contributing should be listed
• Division/SIG point of contact name, phone number, and email address
• Credit card authorization as an attachment
  
  

STEP 4: Division/SIG take a photo of the receipt and email it to annualmtg@aera.net immediately following the event. Include “AM19 Offsite Event Receipt” and the unit name in the subject line. If it’s a co-hosted event the email should also include the amount each unit is contributing. This amount will be deducted from the unit’s budget after the Annual Meeting.