Registration Terms and Conditions

ACTFL 2023 web

Registration Fees

Payment must accompany registration forms and is due in full at the time of registration in U.S. funds. All attendees must be registered for the convention, and only registered attendees may register for a workshop. Returned checks will be subjected to a $35 fee. ACTFL and the registrar, CDS, reserve the right to charge the real amount due if this differs from the amount written on your form. Lack of payment by check will result in the ticketed workshop or event not being reserved under your file; we are not responsible for activities that sell out during the time it takes to obtain full payment.

IMPORTANT NOTICE: Please verify that all workshops are correct, as no changes or refunds will be permitted after October 25, 2023. Registration for all pre-convention workshops closes on Friday, November 10, 2023.

ACTFL Membership Dues

NOTE: Do not send checks for membership dues and registration fees to the same place. Checks for ACTFL Membership Dues must be sent to: ACTFL Membership, P.O. Box 34949, Alexandria, VA 22334-0949. Checks for registration fees must be made payable to ACTFL and sent to Convention Data Services (CDS), 7 Technology Park Dr., Bourne, MA 02532. Combining these two payments will only result in a delay in the processing and may require that you pay fees onsite, as one of the two parties may not receive payment prior to the convention. Membership dues must be paid prior to registering so the member rate can be verified. Please note: there is no refund for those who register at the non-member rate and then join ACTFL or one of the Convention Partner organizations (AATG, AATI, AATJ, CLASS, CLTA or ICTFL).

Cancellation/Refund Policy

All requests for refunds for a cancellation must be made in writing via email to Convention Data Services at ACTFL@xpressreg.net, no later than Wednesday, October 25, 2023. No refunds for registration will be made after this date. All refund requests will be subject to a $75 processing fee and will be made in the same manner payment was made. All check refunds for those who cancel by Wednesday, October 25, 2023, will be processed within 8 weeks after the Convention. Any substitution requests must be in writing from the original registrant. Such requests are subject to a $75 processing fee.

Purchase Order and Check Instructions

Purchase Orders will ONLY be accepted from an institution and MUST accompany a completed registration form. Each Purchase Order must contain the following information: Attendee name(s) and amount due for each attendee.
The cutoff date for CDS to receive Purchase Orders for registration is Friday, November 3, 2023.

Purchase Orders may be used to register online and must include valid credit card number with expiration date and name on card. Any purchase order that does not include the complete credit card information will be returned. The original purchase order and registration form for each attendee MUST be mailed to ACTFL c/o Convention Data Services, 7 Technology Park Dr., Bourne, MA 02532.

The convention registrar, Convention Data Services (CDS), will send an invoice to the issuer of purchase orders; HOWEVER, IT IS THE ATTENDEE’S RESPONSIBILITY TO MAKE SURE INSTITUTION PURCHASE ORDERS HAVE BEEN PAID (CHECK OR CREDIT CARD PAYMENT RECEIVED) PRIOR TO THE EVENT. Please provide an email address for invoicing purposes.

IMPORTANT: All payments by check must be received before access can be granted to the Convention. All check payments must be made payable to ACTFL and mailed to ACTFL c/o Convention Data Services, 7 Technology Park Dr., Bourne, MA 02532

Confirmation of Registration

Registration confirmations will be sent via e-mail from the convention registrar, Convention Data Services (CDS), within 2-3 business days after receipt of the correct and completed (i.e. paid in full) registration information. If no e-mail address is provided along with your registration, then fax or postal mail will be used. Please keep a copy of your confirmation for your records.

Registration Categories

Member vs. Non-Member: An individual is eligible to pay the member rate if he/she is a current member of ACTFL or any of these convention partner organizations: American Association of Teachers of German (AATG), American Association of Teachers of Italian (AATI), American Association of Teachers of Japanese (AATJ), Chinese Language Association of Secondary-Elementary Schools (CLASS), Chinese Language Teachers Association (CLTA), and Illinois Council on the Teaching of Foreign Languages (ICTFL). Your membership must not expire prior to November 30, 2023 to be allowed the member registration rate.

Please make sure you have valid documentation of your membership status (if applicable) since the membership information provided by these convention partners is not always the most current. In case we do not have your name on a list provided by the convention partner, you would be obliged to pay the non-member rate and follow up with the convention partner yourself in order to provide this proof to the registrar for a refund post-convention. Please get in touch with your organization before departing for Chicago, IL to obtain any documents necessary. NOTE: Adjustments or refunds for registration fees will not be given to individuals who register at the non-member rate and later join ACTFL or one of the partner organizations.

Full Convention: A registrant is eligible to attend all convention activities other than pre-convention workshops and ticketed meal functions, which require an additional fee.

One Day Only: A registrant in this category is eligible to attend all convention activities onsite in Chicago during the one-day for which he/she is registered (Friday, Saturday, or Sunday). Pre-convention workshops and ticketed events require an additional fee.

Presenter: To receive the presenter rate, you must be verified as a current presenter of a session, paper, poster, or roundtable at the convention in Chicago; per the ACTFL policy all presenters must be a member of ACTFL or one of the Convention Partner organizations.

Student: If you are a full-time undergraduate or graduate student, you may register at the student rate. You must provide the name of your department chair, dean or advisor, their email address, the name of the institution, your graduation date, and your student ID.

Pre-Convention Workshops: In order to participate in a pre-convention workshop, all attendees must be registered for at least one day of the convention (Friday, Saturday, or Sunday) and pay the workshop fee. Note: The pre-convention workshop fee is a separate fee and is not included in your convention registration fee.

Ticketed Meal Functions: Please note that no tickets for the meal functions will be sold onsite. All tickets must be purchased in advance no later than Friday, November 10, 2023.

Group Discount:A 10% group discount on the Full Convention Registration Rate is applicable when 10 or more individuals are attending the Convention from the same institution. All registrations must be completed at the same time and accompanied by payment with one check, credit card or Purchase Order. Register your group of 10+ using our Group Registration link:  https://xpressreg.net/register...??

Group registrations with full payment must be received by October 25, 2023.  *This discount cannot be applied to onsite registration, pre-convention workshops, ticketed meal functions, one day registrations, student registrations, or presenter discount registration rates.

Special Needs

Please indicate any special needs on the registration form. ACTFL cannot guarantee that all special needs requests can be accommodated.

ASL Interpreter Request

Individuals requesting an ASL interpreter must register and notify ACTFL at convention@actfl.org by October 13, 2023; a full convention itinerary must be emailed to ACTFL staff no later than Monday, October 23, 2023, in order for ASL Interpreters to be secured. After this date, we cannot guarantee that an interpreter will be made available.

Professional Development Units/Hours and Certificate of Attendance

Forms will be available onsite in the registration area in McCormick Place West for you to print and record your professional development units/hours viewing sessions during the virtual event. Individuals should check with their state or district prior to the convention for local requirements. It is the individual's responsibility to file the paperwork correctly. ACTFL will not file with the state or district for an attendee. ACTFL takes no responsibility for the paperwork being correct and completed according to local requirements. Attendees may print off a copy of their Certificate of Attendance from the resource area as well.

E-mail and Mailing List Permission

By registering for the Convention, individuals are giving ACTFL permission to make their contact information available to exhibiting companies and any of our Convention Partner organizations. Individuals not wishing this information to be released must select the “Opt Out” option when registering.

Questions

If you have questions, please call Convention Data Services (CDS) customer service at 508-743-8561 or email actfl@xpressreg.net.