Frequently Asked Questions

Sharing Your Research

How can I present my research virtually? The April Meeting Program Committee is leading the effort to hold a robust series of virtual sessions in order to enable the sharing of research. More details will be communicated to presenters on how they can participate.

Cancellation

Can I get an official letter of cancellation? A formal letter of cancellation is available online.

Will other APS meetings be canceled? At this time, all other meetings will go on as scheduled. We are monitoring the CDC Information and will contact attendees of other events and meetings if they are canceled.

Refunds

What is my April Meeting refund status? APS will be processing the majority of the meeting registration refunds no later than April 17, 2020. Upon processing the refund, it may take up to three days for the credit to appear on the credit card from which the payment was initiated.

In addition, each registrant should receive an email from meeting-refunds@aps.org that includes a copy of the refund invoice. It is each registrant’s responsibility to provide a copy of the refund invoice to the party who paid for their registration, as applicable.

If you do not receive an email from meeting-refunds@aps.org and/or see the credit on your statement by April 20, 2020, please check my.aps.org under My Orders or feel free to contact meeting-refunds@aps.org and include the following information so we can investigate:

  • Registrant Name
  • Registrant ID
  • Credit Amount Expected
  • Last four of CC (if known)

Thank you for your patience and understanding.

What if the credit card I used for registration has been canceled/expired? The money will be refunded back to the card used for registration. In cases where a refund is unable to be successfully processed, APS will work with the individual or company to remit payment in the form of a check, ACH, or wire payment.

What if my company/institution paid for my registration? Can I get a receipt? It is each registrant’s responsibility if they did not pay the fee directly, to provide a copy of the refund receipt (which you should receive via the email address you registered with) to the appropriate person/department to document the refund.

Hotel & Travel

Will hotel costs be refunded?

APS Housing Block: It is up to the individual attendee to cancel their hotel reservation. If you reserved lodging using the APS housing block, you can use the hotel reservation site to cancel your reservation. All deposits for rooms reserved in the APS housing block will be refunded.

Non-APS Housing Block: APS will not be able to help with any fees associated with housing arranged outside of the APS housing block. Please contact your provider directly.

Will APS reimburse me for my transportation expenses (flights, trains, etc.)? APS cannot reimburse transportation expenses; refund policies vary by transportation provider. Some providers may waive cancellation/change fees when the cancellation is due to COVID-19.

What happens with APS travel grants? Contact apsunits@aps.org with questions about travel grants.

Additional Questions

Contact meetings@aps.org