APEC 2020 FAQs


To our Attendees, Partners, and Exhibitors

In light of the COVID-19 outbreak, public safety and the health of our community, government and corporate travel bans, and the World Health Organization (WHO) pandemic ruling, a difficult decision was made not to move forward with the in-person APEC event in New Orleans. The conclusion that we came to was not easy nor made without input and deliberation by the many individuals and organizations involved in APEC planning and sponsorship.

We understand that our community has many questions and concerns. No one expected or wished for this outcome, and conference management and leadership is continuing to work through a great many details, including negotiation of the many obligations to vendors and service agents required to put on an event of this size and caliber.

We are striving to be as transparent as possible and provide the APEC community with as much detail as we can without breaching any legal confidences we must maintain with vendors and service providers. Some issues are not resolved yet, including refunds, partial refunds, and future event credits.We ask for your patience as we define the path forward.

We are working with IEEE Meetings and Conference Events Emergency response teams to formulate a virtual event, deliver content, and allow authors to publish their work. Please use this FAQ page to find answers to your questions or to connect with those who will be able to assist you with your concerns. We will continue updating this page as more information becomes available.

GENERAL QUESTIONS

Why did you wait until so long to suspend the conference?
APEC leadership and sponsoring organizations were monitoring the ongoing developments of the COVID-19 outbreak for several weeks as we grew closer to the event. Information about the virus and public health safety was, and remains, highly fluid and we continued to monitor information from the WHO and CDC diligently. Indications were that we would be able to proceed with the in-person event. In recent weeks there materialized increased cases of infection, and changes in recommendations and/or bans from authoritative sources. Changes in the impending situation compelled conference leadership to move the event to a virtual format in order to protect the health, safety, and well-being of our community.

Were other events suspended as well?
Yes. All in-person APEC-related events, including social events, the Micromouse contest, and IEEE PELS and PSMA meetings had to be cancelled.

I read that there are plans to hold a virtual conference instead of the in-person event. When will that be and where can I get information about that?

Planning is underway to assemble and deploy a virtual conference experience in the near future to preserve value for attendees, speakers, and exhibitors. Dates and details will be shared on www.apec-conf.org when they become available. Additionally, when it becomes available, information will be emailed to all attendees who registered for the in-person event.

I have questions about a specific area of the conference or exposition. Who do I contact?

General APEC Inquiries: apec@apec-conf.org
Registration: registration@apec-conf.org
Sessions/Speakers: speakers@apec-conf.org
Exhibits/Partners: exhibits@apec-conf.org


TRAVEL QUESTIONS

If I booked my hotel through the official housing block, how do I cancel my reservation?
The official hotels have been working with APEC on changes to cancellation procedures. At this time, hotel reservations should be directed to and settled with the national chains, most of whom have publicly announced to refund and accommodate requests. Please contact your hotel.

I booked my hotel outside of the official housing block? Can I get a refund for my reservation?

Unfortunately, APEC is unable to assist on accommodations booked outside of the official room block. We encourage you to work directly with the hotel or service you booked with on any cancellations or refunds.

Will APEC be reimbursing flight cancellation fees?

Unfortunately, APEC is not able to offer reimbursements for costs related to travel to and from New Orleans. Please contact your specific airline carrier to inquire about their change/cancellation policy.

FOR ATTENDEES

Will I get a refund on my registration?
All updates regarding registration refunds will be published on www.apec-conf.org and detailed information will be communicated with registered attendees via email when it becomes available.

When will the Virtual Event be held?

Planning is underway to assemble and deploy a virtual conference experience in the near future to preserve value for attendees, speakers, and exhibitors. Dates and details will be shared on apec-conf.org when they become available. Additionally, when it becomes available, information will be emailed to all attendees who registered for the in-person event.

Will the proceedings be made available?

Conference proceedings are now available online and through the mobile app to all registered attendees. Login information was emailed to all registered attendees. Updates regarding access to the virtual conference and additional content will be published on www.apec-conf.org as soon more information is available.


FOR EXHIBITORS/PARTNERS

Is APEC refunding for exhibit space and partnerships?
All updates regarding exhibit refunds will be published on www.apec-conf.org and detailed information will be communicated with exhibitors via email when it becomes available.

Will exhibitors get a refund on registration?

All updates regarding registration refunds will be published on www.apec-conf.org and detailed information will be communicated with registered attendees via email when it becomes available.

Will exhibitors be reimbursed from third-party vendors?

Unfortunately, APEC is unable to assist with services contracted through third-party vendors. Please consult your vendor agreement and contact the provider directly to work on a solution.

How will my freight shipped to the Advance Warehouse be returned?

T3 Expo is currently working on returned logistical freight details. Once we have final information, we will be in contact with affected exhibitors and share the information on our website at www.apec-conf.org.

What is happening with booth space selection for APEC 2021 in Phoenix, AZ?

We are working through the details and will provide an update on our website at www.apec-conf.org regarding booth space selection for APEC 2021 in Phoenix, AZ. All exhibitors who paid for 2020 space will be notified by email when information becomes available.

Will exhibitors lose booth space priority points?

APEC will honor exhibitors keeping their historical booth space priority points.

FOR SPEAKERS

I was scheduled to present an industry session. What happens to my presentation?
Presentations will still be made available in the conference proceedings, which are now available online and through the mobile app.

Will my paper still be published?

Peer reviewed papers accepted by the conference will be included in the planning for the virtual conference, allowing the papers to be published still in the conference proceedings, and submitted to IEEE Xplore.

I’d like to participate in the virtual event. How can I do so?

The APEC planning committee is working out the details for the virtual event and will email primary presenters with details when they become available.