International Group Registration Guidelines

Attendee List Grid/File

All REQUIRED fields within the Attendee List grid, including Group details and Invoice Bill To information, must be completed accurately. The final excel version should be saved and the file should be named as the Invoice ID/# that was assigned for the group registration.

AAP ID Number

AAP ID Numbers are required for each attendee. If one is not available, one will be assigned. 

Email

Current and accurate emails are required for each attendee to:

• Register for the conference.
• Receive all the information leading up to the conference.
• Log into the conference platform.
• Receive any updated announcements.
• Log in to print certificates of attendance.

AAP Policies

Group Coordinators must ensure that attendees review and attest to the following AAP policies as they are required to adhere to, to attend the AAP 2025 National Conference & Exhibition:

Code of Conduct Health & Safety 

Invoice

A copy of the information provided on the Attendee List file, including Invoice ID/#, list of attendees, registration fees and total balance due can be printed as a pro forma invoice.   TO PRINT:   Click on File on the left upper ribbon of the excel worksheet, then select Print, and finally select the number of pages and hit Print. A final paid invoice will be provided once the group registration is complete. 

Payment

AAP Registration accepts credit card and bank wire transfer payments for the registration of the group. Credit cards, including Visa, Mastercard, Amex and Discover, are the most efficient payment method via secure payment link.  If payment by bank wire transfer is preferred, instructions will be provided on how to complete payment to AAP Registration.  Confirmation of the bank wire transfer must be submitted with the attendee list file.

Please know, international banks may charge additional processing fees for wire transfers. AAP Registration does not charge extra fees for credit cards or bank wires. The amount charged should be the total balance due for the group registration. AAP Registration reserves the right to adjust fees accordingly and will charge only the necessary fees. 

Cancellations

Any registration cancellations for attendees of a group for the AAP 2025 National Conference & Exhibition can be made at any time until Friday, September 5, 2025, three weeks prior to the start of the conference, for a refund of the registration fee. A $75.00 administrative fee will be deducted. Registrations are non-transferable and a cancellation form must be submitted for each attendee to be cancelled. Cancellations will be processed in order of receipt, and refunds will be issued back to the original payment method. Go to:

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Changes

For any changes, due to an incorrect name spelling, or an incorrect email of an attendee, a correction change request must be submitted to as soon as this is necessary. These changes will be processed upon receipt. Go to:

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Hotel Reservations

International Group Housing (IGH) is AAP’s official international housing agency. International group attendees must have their hotel rooms booked through International Group Housing (IGH), to avoid penalties. Please contact IGH at info@aap-igh.com for hotel reservation support and any questions. 

Hotel Penalty Fee

The Group Coordinators/Travel Company will be charged a hotel penalty fee of $125.00 (US) per registrant, if the group books outside the AAP block and, or for rooms not reserved through IGH. AAP Registration must receive any invoiced hotel penalty payments no later than Friday, September 5, 2025. 

Dates to Remember

International Group Registration & Housing Opens:
Thursday, May 8, 2025

Full Conference Advance Registration Deadline Date:
Friday, August 8, 2025

Final Day to Receive Pending Wire Payments:
(for Full Conference Advance Registration)
Friday, August 8, 2025

Group Attendee Registration Cancellation Deadline Date:
Friday, September 5, 2025

Hotel Penalty Fee- Invoice Payment Due Date:
Friday, September 5, 2025

Virtual-Only Advance Registration Deadline Date:
Friday, September 12, 2025

Final Day to Receive Pending Wire Payments:
(for Virtual-Only Advance Registration)
Friday, September 5, 2025

International Group Registration Closes:
Friday, September 12, 2025

Frequently Asked Questions

Frequently Asked Questions