General Information FAQs
Last Updated: May 16, 2022
We are currently planning for some conference sessions and events to be held in-person and others virtually, however if circumstances change due to public health recommendations for group gatherings, then all portions of the conference may be held virtually. Most of the information in this section relates to an in-person event. Additional information will be posted as conference details are finalized.
FAQs Section Quick Links
Why is the conference not all virtual as of May 2022?
Attendees have often reflected that in addition to the excellent presentations they get great value from hallway interactions, chance meetings, energizing face-to-face atmosphere, and the opportunity to reacquaint with colleagues through the traditional in-person conference experience. However, CSTE will continue to monitor circumstances and we will be prepared to transition to a virtual only event if needed. As of May 2022, CSTE is proceeding with a hybrid conference format.
Will some sessions be available virtually if the conference is held in-person?
Unless the conference transitions to a virtual only event, not all sessions will be available virtually or live streamed during the conference dates. In-person sessions will involve attendee participation only at the conference location in Louisville, Kentucky. Virtual sessions will involve attendee participation live online with other attendees from various locations. Select in-person sessions will be live-streamed for participation from both in-person and virtual attendees at the same time, and select in-person sessions may be recorded for on-demand viewing after the conference dates. Some sessions are held at the same time, but the virtual and in-person sessions will be separate sessions with distinct speakers and content, with the exception of the live stream sessions. Virtual attendees will not be able to participate in in-person breakout or roundtable sessions. Additionally, there will be pre-recorded on-demand sessions that will be available to both in-person and virtual attendees to watch at any time during or after the conference dates. More information can be found at Preliminary Daily Agenda.
Can I access in-person sessions if I am a virtual attendee and vice-versa?
Some sessions will be held at the same time, but the virtual and in-person sessions will be separate sessions with distinct speakers and content, with the exception of selected live stream sessions. Virtual attendees will not be able to participate in in-person breakout or roundtable sessions, but in-person attendees may attend a live virtual breakout or roundtable session, if they so choose (Please note: Participation in a virtual setting by in-person attendees is on an individual basis. There will not be group viewing for virtual sessions available in-person in Louisville, KY.). Virtual breakout sessions will be recorded and available on the virtual platform for on-demand viewing by both in-person and virtual attendees for up to three months after the conference dates. Workshop session formats can be found at Pre-Conference Workshops and may not be available for on-demand viewing after the conference.
What time zones will be used?
The schedules for both the in-person and virtual attendance will refer to Eastern Standard Time (EST).
As a virtual attendee, would I be able to ask questions or participate in discussions?
Yes, during the scheduled virtual session times the presenting authors will be available to answer questions and address comments from virtual attendees.
Once registered as an in-person attendee, can I change my registration to virtual and vice-versa?
Yes. Virtual attendees may be converted to an in-person attendance no later than May 31, 2022 and must include payment of a fee difference. In-person registration may be converted to a virtual registration no later than May 31, 2022, including a refund of the difference in fees. Registrants may only make a one-time change in registration type without an administrative fee. More than one change will incur an administrative fee of $25.00 per change.
Will any of the in-person sessions be live streamed for virtual attendees?
Some conference sessions including the plenary, members-only breakout sessions, and the business meeting are planned as live streamed from the conference venue. More information on which sessions will be live streamed can be found at Preliminary Daily Agenda. Other selected in-person breakout sessions (breakout, quick, and lightning presentations) may be recorded for on-demand viewing following the conference.
What is planned for poster presentations?
Due to social distancing guidelines, we are currently planning for some poster sessions to be presented in-person, but all posters will be available on-demand utilizing the virtual platform for access by both in-person and virtual attendees during conference dates and available for viewing during and following the conference.
Will there be an Activity Posting Center in-person or virtually?
A bulletin board will be available in-person for attendees to post flyers, job openings, messages, or special events. There will be a virtual job board and attendee “tote bag” available through the conference platform for virtual attendees.
Will the Position Statement Office be open in-person or virtually?
Computer stations are available for in-person attendees to view and print proposed position statements and for position statement authors to edit and print proposed position statements. The office will be available for extended hours on Tuesday and Wednesday for position statement authors. Photocopying is only available for position statements.
Monday – 8:00 a.m. – 4:00 p.m.
Tuesday – 8:00 a.m. – 5:30 p.m.
Wednesday – 8:00 a.m. – 5:30 p.m.
A virtual position statement office will also be available on the conference virtual platform. The virtual position statement will follow the same office hours as the in-person office.
Will state caucus meeting rooms be available to in-person attendees?
Due to social distancing guidelines and additional meeting space needed, there will not be available rooms for state delegations to meet as groups. If needed to discuss issues related to Position Statements and other business that helps inform the voting Council member for the state on their views around agenda items that will be discussed and voted on at the CSTE Business Meeting, delegations will have options of using public areas throughout the facility for group meetings and should follow facility guidelines for group gatherings and maintain social distancing.
Will there be an in-person or virtual Networking Hall?
The conference Networking Hall logistics will be announced at a later date based on group gathering guidelines. All posters will be available online for viewing following and during the conference. We will feature sponsors and exhibitors in some format in-person, and all sponsors and exhibitors will have virtual booths.
Will I be able to visit some of my favorite sponsors and exhibitors as a virtual attendee?
Yes. Virtual attendees will have access to sponsor and exhibitor information.
What is planned for roundtable presentations?
Unless the conference transitions to a virtual only event, roundtables strongly focus on discussion among attendees during the sessions and will not be recorded for in-person or virtual sessions.
Will there be a Speaker Ready Room available for speakers presenting in-person?
A speaker ready room will be available for presenting authors at the 2022 CSTE Annual Conference. All presentations must be submitted prior to the conference dates through the conference virtual platform, even for in-person presentations. Additional information on and guidelines will be provided to presenting authors. Photocopying is not available for presenting authors onsite.
What is planned for virtual attendee networking sessions?
Various virtual networking session may be planned during the conference. If the conference transitions to a virtual only event, then networking events that were planned for in-person attendance may shift to virtual formats. Final determinations will be made in the Spring of 2022.
How will I know which sessions are in-person or virtual?
Information on virtual session formats will be available after development of the program agenda. Refer to the Preliminary Daily Agenda, which will be updated as session formats are finalized.
Additional information on the current agenda can be found at Preliminary Daily Agenda.
What are the agenda format options?
Agenda information will be provided through our pocket agenda (in-person event only) and online agenda or platform. Printed full conference hardcopy agendas are not available.
When is an agenda available for viewing prior to the conference?
A preliminary conference agenda can be found at Preliminary Daily Agenda, which will be updated as session details are confirmed. The complete electronic version is typically available in May prior to the conference.
Complete information on conference registration can be found at Registration Information.
Why is CSTE charging for virtual attendance?
Due to the various costs associated with a conference our size we do require registration fees to ensure expenses are covered to host virtual elements.
Do presenting authors pay for registration?
All presenting authors are required to pay applicable registration fees whether for in-person or virtual attendance. CSTE does not provide a travel allowance, honorarium, or waive registration fees for presenting authors to attend the conference.
Are there scholarships available to students to attend the conference?
Yes. Learn more about applying for or donating to the Jeffrey P. Davis Student Scholarship through the CSTE Foundation at www.cstefoundation.org.
Can I pay for a large group and if so how?
Yes, contact Shundra Clinton at [email protected] for the appropriate form and additional instructions.
Can I pay by check?
Yes, attendees may register online by check. Check payment must be received at the CSTE National Office within 30 days from online registration. All check payments must be received by May 5, 2022 or your registration will be cancelled. Attendees will not be able to select the option to pay by check after May 5, 2022. For additional information, contact Shundra Clinton at [email protected].
I need to print an invoice for my accounting department, how do I retrieve one?
Contact Shundra Clinton at [email protected] to request an invoice.
What is the refund policy?
Please refer to our Payment/Cancellation Policy at Registration Information.
Are meals included in the cost of registration?
Breakfast, lunch, or dinner are not provided as part of registration fees. Any beverage refreshment, afternoon snack, and reception with food is not intended to be a meal substitute. The following may be provided based on the facility guidelines: Coffee and tea service if available at breakfast and the morning break. Light snacks and beverage service if available at the afternoon break. Food and beverages provided will depend on facility social gathering guidelines and is not guaranteed as part of the 2022 conference. Virtual attendees do not receive refreshments, snacks, or any food and beverage.
Is lunch provided by CSTE?
No, lunch is not provided by CSTE. Lunchtime roundtable sessions begin at 12:30 p.m. so attendees have time for lunch prior to the meeting. A list of nearby restaurants with outdoor dining facilities will be available at the CSTE Registration Desk. A comprehensive list of restaurant options in the area will be available at the host city ambassador desk or from your hotel concierge.
What should I do if I have a dietary restriction or allergy?
CSTE will make every effort to provide healthy food alternatives during the afternoon break. Due to the large number of attendees and facility food and beverage guidelines for social gatherings, substitutions to the standard conference menu may not be possible. Please make alternative arrangements if you have severe food allergies or very specific dietary restrictions, as our food and beverage options may not meet your needs.
Can I pay for registration by purchase order?
No, purchase orders are not accepted.
When is the Early-Bird deadline for registration?
Thursday, May 5, 2022. Registration must be completed on-line by 11:59 PM Eastern on May 5, 2022 to receive the Early-Bird registration fee.
What if I forgot my registration password?
Attendees who have registered for a previous CSTE conference will have a saved contact profile. If you forgot your password, click on the link for “forgot password” and it will be e–mailed to you. You will need the e-mail address previously used for registration. If you forgot or changed your e-mail address, then begin a new registration.
What If I am registering my supervisor and do not know their password?
Begin a new registration. Or, if you have access to their e-mail then use the “forgot password” link.
Why can’t CSTE enter my registration if paying by credit card?
For security and to maintain PCI compliance, CSTE staff cannot accept credit card payment by e-mail, fax, chat, or any other unsecure means.
How do I add a banquet ticket to my registration?
Out of caution, CSTE will not be holding the President’s Banquet in order to limit extended exposure amongst attendees during a plated dinner. Instead, join us on Tuesday, June 21 for our first CSTE Social Hour, where you can network and connect with your colleagues. This event is open to all in-person attendees, and registration or tickets are not required. Cash bar and light hors d’oeuvres will be available.
What if I cannot pay for membership, t-shirts, or other applicable items on my agency credit card?
Registrants who need to pay separately for CSTE membership, t-shirt(s), or other applicable items, should first register for the conference and pay using their agency’s credit card and then modify registration to include items not covered using a different credit card.
Will I receive a confirmation of my registration?
If you register online, a confirmation of your registration will be sent to you via email immediately upon registering on-line. If you do not receive confirmation email with 24-hours, please do not hesitate to contact the CSTE National Office at (770) 458-3811.
Are name badges mailed?
Name badges are only available for in-person attendance and not mailed but available for pick up at the registration desk. Please see registration desk hours found on the Preliminary Daily Agenda and below, as they will remain updated if modified.
How do I register if I am a member of the press?
Professional editorial staff (including photographers and camera crews) of print, online, and broadcast media interested in obtaining a press registration should contact Jeremy Arieh, Director of Communications at [email protected]. Only professional members of the press qualify for complimentary in-person registration. That determination will be made solely by CSTE, and at its discretion, CSTE reserves the right to offer or restrict press passes on a case-by-case basis. Press passes are available to editorial staff writers employed by a trade publication, mainstream media outlet (newspaper, radio, TV, etc.), or online magazines. Freelances writers, contributing editors, or bloggers may request press passes if covered for a specific publication or topic-related article. Current CSTE Members are not eligible for a press pass.
Members of the press who are working with complimentary credentials are prohibited from soliciting business from sponsors, speakers or attendees. Press attendees are only allowed to attend the main conference days on Monday, Tuesday and Wednesday and will not be allowed to attend member-only sessions, roundtable sessions or the Networking Hall.
During the conference, press must identify themselves at all times. In-person press attendees must visibly wear their press badge as well as the CSTE name badge with press ribbon. Virtual press attendees should add their publication to their name wherever applicable on the virtual conference platform and/or video conferencing tools utilized throughout the conference. During sessions, press attendees shall introduce themselves and their reporting publication or affiliation before asking their question.
After the conference, electronic copies of published articles must be submitted within 30 days to the CSTE Communications Director, Jeremy Arieh at [email protected]
Press pass requests must be accompanied by a copy of the applicant’s press badge and one of the following:
- An industry related article from the applicant’s publication written by the applicant and published within the last three months
- A link to the applicant’s online publication with the applicant’s name and title appearing in an editorial capacity and an industry related article written by the applicant from the applicant’s publication and published within the last three months
- A letter from an editor or publisher stating that the applicant is covering the CSTE Annual Conference on an assignment
To request a press pass, contact Jeremy Arieh at [email protected] no later than May 5, 2022.
Where does onsite registration and check-in take place?
In-person attendee check-in is located at the Kentucky International Convention Center (KICC) on Saturday through Wednesday for in-person attendees. No onsite registration is available for the 2022 CSTE Annual Conference. Attendees must follow KICC and CSTE social distancing guidelines that will be announced at a later date.
Saturday – 2:00 p.m. – 5:00 p.m.
Sunday – 7:00 a.m. – 4:00 p.m.
Monday – 7:30 a.m. – 4:00 p.m.
Tuesday – 8:00 a.m. – 4:00 p.m.
Wednesday – 8:00 a.m. – 11:00 a.m.
Can guests or my family attend the conference or receptions?
No, due to social distancing guidelines and limited capacities onsite attendees may not bring guests or family to conference sessions, receptions, or networking events.
Does CSTE offer Continuing Education Credits?
Continuing education for the 2022 CSTE Annual Conference is pending. Preliminary information regarding CE can be found at Continuing Education. Details on how to register and claim CE will be released in June pending activity approval.
Where can I review the Attendee Code of Conduct and Attendance Liability Waiver?
The Attendee Code of Conduct and Attendance Liability Waiver (also known as “2022 Annual Conference Attendee Waiver”) are included in the registration form and must be read and acknowledged prior to registration completion. Copies of the Attendee Code of Conduct and Attendance Liability Waiver can also be found at Registration Information.
Health & Safety
Additional health and safety information for the in-person conference can be found at COVID-10 Policy & Procedures.
What are the in-person safety protocols?
The Kentucky International Convention Center (KICC) and city of Louisville are following the governor of Kentucky’s guidelines and recommendations related to group gatherings, which can be found at https://govstatus.egov.com/kycovid19. CSTE will be taking precautions, which can be found at COVID-19 Policy & Procedures. Food and beverage options will be determined for an in-person event based on social gathering guidelines and safety protocol. Additional resources can be found here:
What are the facility guidelines for in-person attendance?
As of May 2022, the Kentucky International Convention Center (KICC) does not requires masks throughout the building. CSTE will be taking additional precautions, which can be found at COVID-19 Policy & Procedures.
Will CSTE require proof of vaccination or negative test for COVID-19 to attend in-person?
CSTE will require in-person attendees to provide proof of up-to-date vaccination. Exceptions to this policy will only be granted to attendees with proof of an ADA exemption, who must also provide proof of a negative COVID test collected withing 72 hours of the first day of in-person attendance. Prior to the start of the conference, attendees will be directed to our third party administration CrowdPass, for verification. Review our COVID-19 Liability Release Waiver at Registration Information.
Wi-Fi & Audio/Visual Equipment
Will Wi-Fi be available for in-person attendees?
Complimentary Wi-Fi is available to attendees in the Kentucky International Convention Center (DLCC) only. Access information will be available in the pocket agenda. CSTE does not provide computer stations or devices for attendees to check e-mail.
What audio/visual equipment is available in the breakout rooms for in-person attendance?
Breakout sessions (breakout, quick, and lighting presentation sessions) will have audiovisual equipment available consisting of a laptop computer, LCD panel, screen, and the appropriate sound equipment for the room size.
What audio/visual equipment is available in the poster and roundtable sessions?
No audio/visual equipment, telephone conferencing equipment, telephone line or internet line is available for roundtable sessions. Due to social distancing precautions, we are currently planning for all poster sessions to be presented on-demand utilizing the virtual platform for access by both in-person and virtual attendees during conference dates and available for viewing during and following the conference.
Why is audio/visual equipment not available in roundtable sessions?
These sessions are less formal and intended to focus on informative discussions among attendees.
Will CSTE provide an internet line or conference telephone in the breakout rooms?
No, dedicated telephone or internet lines are not available in the breakout rooms.
Presenting Authors / Presentations / Moderators
Information for all in-person and virtual presenting authors and moderators is forthcoming, and this page will be updated with new information once confirmed.
How do I make my hotel reservation?
Hotel accommodations can only be secured at a group block hotel after registering for the conference. Attendees may register online by credit card or check. Please see registration deadlines for guidelines on check payments. Hotels will not accept reservations directly. Orchid Events is the exclusive housing provider for the CSTE Annual Conference. Additional details on how to make your hotel reservation through Orchid Events will be provided via email after registering.
What is the fee for internet access at the hotels?
CSTE provides complimentary in-room internet access to all attendees in the group block.
Is a fitness center provided and what are the other hotel amenities?
Complimentary access to the hotel fitness center is available to attendees in the group block.
Is shuttle service provided from the airport?
CSTE and its group block hotels do not provide complimentary shuttle service to and from the airport. Louisville has a variety of transportation options, learn more at https://www.flylouisville.com/getting-to-and-from-the-airport/. Ride share is available through Uber and Lyft to pick up and drop off passengers at the airport. Taxi service is approximately $20.00 one-way from the airport to downtown Louisville. Z Trip is the largest taxi company in Louisville and operates similarly to a ride share app. You can call and pay for a taxi through the Z Trip app. More information on Z Trip can be found here: https://www.ztrip.com/. The Transit Authority of River City (TARC) 02 (Downtown-Market Street) is $1.75 one-way from the airport to downtown.
Is shuttle service provided to the meeting location?
CSTE does not provide shuttle service between hotels in the group block. All hotels in the group block are within walking distance to the Kentucky International Convention Center (KICC).
What is the dress code?
Suggested attire is business casual for both in-person and virtual attendees. For in-person attendees, we strongly suggest bringing a light sweater or jacket with you during the day as meeting rooms are air conditioned.
Is child care available?
CSTE does not provide child care or recommend any service providers.
Is a lactation room provided for nursing mothers?
Yes. A lactation room is available at the Kentucky International Convention Center (KICC).
What do I do if I lose or find an item in a meeting room?
Items accidently left in meeting rooms may be turned in at the CSTE Registration Desk. Any items not retrieved by the close of registration each day will be turned over to facility security.
Is luggage storage available?
Due to security concerns and limited meeting space, CSTE cannot hold luggage for attendees. Please check with your hotel for options to store your luggage. Luggage should not be brought to a meeting room if it obstructs pathways or egress in the room.
Why can’t I purchase a t-shirt as a virtual attendee or if the conference transitions to a virtual only event?
Due to tax requirements for interstate commerce, shipping, handling, and lost package issues, CSTE is not equipped to distribute shirts by mail.
My question is not here, who should I contact?
Please call the CSTE National Office at (770) 458-3811.