Conference Q&A

General Registration

How can I change my registration from in-person to virtual?

In-person attendees may change their attendance type from in-person to virtual and will be given a refund of the difference between the in-person and virtual fee, minus a $50 handling fee. To change your registration, email your request to pmenaloc@gmail.com

I can no longer attend PME-NA, can I get a refund for my conference registration?

In line with the PME-NA Refund Policy, all cancellation requests for any attendance type received by conference organizers thirty days or more prior to the opening day of the conference will be given a full refund, minus a $50 handling fee.

Cancellation requests received by conference organizers less than thirty days prior to the opening day of conference will only be eligible for a modification of attendance type. Virtual attendees will not receive a refund within thirty days of the conference.

To request a cancelation/refund please email: pmenaloc@gmail.com

What registration information will be displayed on name badges or in the CVent Website?

As part of registration, your name as you would like it displayed was asked as a specific question along with an option to provide your pronouns. Both the pre-printed name badge and the CVent Website (tinyurl.com/NashPMENA) will display this information provided. When completing on-site registration, you will have the option to revise and print a different name badge, and the CVent Website will allow you to change your display name and/or pronouns.

Conference Venue & In-Person Attendance

Where will conference sessions take place?

The conference is hosted at the Loews Vanderbilt Hotel on the Lobby, Mezzanine, and Lower Level floors. PME-NA is the only group that will be in the hotel’s conference space.

How can I see where sessions are or the physical layout of the conference venue?

The map of the conference venue is available; it indicates the location of all rooms that will host sessions, bathrooms, and elevators on the 3 floors of the conference space. A map of the conference space will also be available on the CVent Website.

What restrooms are available for conference attendees?

All gender restrooms, single gender restrooms, and a single use or family restroom are available in the conference space. The locations of bathrooms in the space can be seen in the map of the conference venue, indicating bathroom type. All people are welcome to use the all gender bathrooms.

Is there a lactation space available in the conference venue?

The Quonset Hut room on the Mezzanine level of the conference venue is designated for lactation. A sink is available in the all gender restroom past the elevators and the single use family restroom down the hall. The room will be open during conference hours; 5-8PM Thursday; 7AM-9PM Friday; 7AM-9PM Saturday; 7:30AM-12PM Sunday.

Is there a quiet space or room available in the conference venue?

The Castle room on the Mezzanine level is available during parts of the conference as a quiet space for attendees to use. The quiet room is available:

• Friday 8:00 – 8:40AM; 10:50AM – 6:00PM
• Saturday 8:00 AM – 1:05PM; 3:20PM – 7:00PM
• Sunday 8:30AM – 10:10AM

The unavailable times are during working group sessions since a working group will use the room.

What internet connectivity will the conference venue have?

Attendees will have free access to WIFI throughout the conference venue. Our aim is for this WIFI network to support in-person attendees to connect to the virtual conference platform, such as to gain access to closed captioning or translation. To support the hybrid nature of the conference, technology supporting the hybrid aspects of the conference will use a separate dedicated network. The network name and password for conference attendees in the conference space is PMENA44.

When are food and drinks are available during the conference?

The following meals and snacks are provided by the conference:

• Thursday: Evening light reception (7:30-9PM)
• Friday: Breakfast (7-8AM); Lunch (11:30AM-12:15PM); Afternoon light snack (3:20-3:50PM)
• Saturday: Breakfast (7-8AM); Lunch (11:20AM-12:20PM); Afternoon light snack (2:50-3:20PM); Evening light reception (5:30-7PM)
• Sunday: Breakfast (7:30-8:30AM)

Water will be available in all conference venue rooms whenever sessions are taking place and in the main registration area. In addition, coffee and tea are available:

• Friday 7-9AM; 11:30AM-12:15PM (with Lunch); 3-4PM
• Saturday 7-10AM; 11:30AM-12:20PM (with Lunch); 2:30-3:30PM
• Sunday 7:30-8:30AM 

Is there a way to eat conference-provided meals outside of the conference venue?

All conference breakfast and lunch meals can be taken as a to-go option instead of eating meals in the ballroom; to-go containers will be provided for any attendee choosing that option.

Virtual and Hybrid Virtual Conference Experience

How will I access virtual aspects of the conference?

PME-NA will use a dedicated CVent Website (tinyurl.com/NashPMENA), which will provide access to each of the virtual zoom-based sessions for the conference and conference information.

To attend a session virtually, conference attendees will need to access the CVent conference website through a web browser; accessing the CVent mobile app will not allow participants to attend sessions.

How can I access closed captioning or translation through the virtual platform?

Attendees can access automatically generated closed captioning through connecting to a session virtually using the CVent Website (tinyurl.com/NashPMENA). To attend or join a session virtually, you will need to access the CVent Website through a web browser. Both virtual and in-person attendees will access these features the same way. 

What parts of the conference are accessible virtually?

All conference presentations, including keynotes, research reports, and brief research reports can be attended (or presented) virtually or in person. Similarly, the informal chat with the learning trajectories keynote panel can be attended virtually or in person. All poster presenters have been asked to make their poster available virtually through the CVent Website (tinyurl.com/NashPMENA), as well as an optional video presentation of their poster. Affinity and interest group sessions, organized by attendees, may be hybrid, virtual, or only in-person depending on the request of the organizers.

I am attending PME-NA in person. Is it possible to attend sessions virtually?

Yes. All conference presentations can be attended virtually through the CVent Website (tinyurl.com/NashPMENA), even if you are attending the conference in person. To attend or join a session virtually, you will need to access the CVent Website through a web browser.

When will the CVent Website be available?

The CVent Website (tinyurl.com/NashPMENA) will be available at least 1 week prior to the start of the conference. Registered attendees will be emailed a welcome link from CVent with login information approximately one week prior to the conference. .

Health, Safety, Accessibility and Special Needs

Is closed captioning and/or translation available for PME-NA sessions?

Automatically generated closed captions (from Zoom) are available for all PME-NA sessions. In addition to closed captions, automatically generated translation to Spanish (from Wordly) is available for all keynote sessions. Any session with Spanish translation will be indicated as such in the CVent Website and program.

Both closed captions and translation is accessed by connecting to sessions through the CVent Website. To attend or join a session virtually, you will need to access the CVent Website through a web browser at tinyurl.com/NashPMENA. Detailed instructions for accessing translation and captioning will be provided in advance of the conference.

Is reserved or designated seating available based on accessibility needs?

All conference rooms will have reserved seating close to speakers and/or screens for all sessions. If you have need for accommodations regarding proximity (e.g., limited mobility, hearing impairment, vision impairment, etc.), we encourage you to use these designated seats.

What if I have a disability or special need?

If you have a disability or special need that could affect your participation during the PME-NA 44 in Nashville, please contact pmenaloc@gmail.com to how your needs can be accommodated.

What are the COVID health and safety protocols?

Information can be found at Conference Health Measures.

Does PME-NA have a way to report inappropriate conduct or other conference incidents?

The larger PME-NA organization does not have a standard reporting mechanism for its events or a code of conduct. We fully support the goal of inclusion as “welcoming and making spaces for members of our community that have previously been othered” from the PME-NA equity statement, and believe that all of our attendees have the right to be treated with respect. In support of this goal, the PME-NA 44 conference has an incident reporting form in addition to reporting incidents to a member of the Local Organizing Committee (pmenaloc@gmail.com).

Attendees can use the incident reporting form to report conference experiences that are counter to the goal of inclusion to create a safe and welcoming environment to provide documentation. Reports can be submitted anonymously. Submitted reports will be viewed by a single Local Organizing Committee member and provided to the PME-NA steering committee. Currently, PME-NA does not have a documented procedure for following up on reported incidents at PME-NA conferences.

Immediate concerns about or needed assistance related to safety and/or security should be directed to hotel staff.