Frequently Asked Questions (FAQ)

Have a question for AOS 2025 organizers? Check out the answers to our frequently asked questions (FAQ) below for a possible answer. If your question isn’t answered in the FAQ, please reach out to us using the Help Desk form below.

Updated 4/30/25

AOS 2025 FAQ

Q: What amenities does the Hyatt Regency offer?

A: The hotel features:

Free Wi-Fi
Fitness center
On-site dining options
Business center
Walking distance to restaurants, the Gateway Arch, and attractions

Q: Where will the keynote, sessions, and plenaries be held?

A: All sessions, plenaries, and networking events will take place at the Hyatt Regency’s conference and ballroom spaces. A full schedule with room assignments will be provided in the program before the meeting.

Q: Is there Wi-Fi available in the meeting spaces?

A: Yes, complimentary wi-fi will be available in Guestrooms and Public Spaces.

Q: Will materials be provided for hanging posters?

A: Yes, push pins will be provided at the poster sessions.
Posters should be no larger than 4 feet by 4 feet (48 inches by 48 inches).

Q: I’m planning to share a room with multiple people, how will the hotel handle splitting up the costs?

A: If you’re looking for a roommate to share the cost of lodging at the Hyatt Regency St. Louis at The Arch, please first register for the meeting before booking your lodging. Upon registration, we will provide a link to the AOS 2025 meeting Slack in your confirmation email, where you can join the #room_ride_sharing channel to connect and coordinate with other meeting registrants to try to find a roommate.

For guests wanting to share a room, the hotel will require each guest to provide a major credit card upon check-in. The hotel will hold $75 per person, per night. Each guest will receive their own folio.

Q: Will food be provided as part of the Annual Meeting?

A: AM & PM Snack Breaks will be provided Tuesday through Friday. The Opening Reception will provide light refreshments. The Closing Ceremony will include refreshments.

Q: Will we be provided drink tickets?

A: We will not be providing drink tickets. There may be a cash bar available at some events.

Q: Will there be organized birding trips?

A: Yes! There will be organized morning bird walks (with volunteer bird guides), as well as field trips before and after the meeting (several of which will be bird-focused). The list of field trips, along with sign-ups, and morning bird walk schedule will be posted closer to the meeting date.

Q: Is the venue wheelchair accessible?

A: Yes, the Hyatt Regency St. Louis at the Arch is fully accessible. If you need additional accommodations, please contact the organizers in advance.

Q: How can I ensure that my dietary restrictions will be accommodated in the food provided?

A: We strive to offer meal options that accommodate a wide range of dietary needs, including vegetarian, vegan, gluten-free, and more. While we do our best to provide suitable choices, please note that availability may vary.

Q: How many abstracts / presentations can I submit?

A: Attendees who have been invited to present in an accepted symposium have the option to additionally submit an abstract for a contributed oral presentation. However, if we have more oral presentation submissions than we can support, those who are already presenting in a symposium will be asked to give a poster.

Q: Can I submit a pre-recorded or virtual presentation for AOS 2025?

A: AOS 2025 will be an exclusively in-person meeting and we will not have the capacity to support pre-recorded or virtual presentations.

Q: My original abstract in English is under 250 words; however, when I translated this abstract to Spanish, I just can’t get it down to 250 words without changing the meaning. Is it ok if the Spanish translation of my abstract is over the word limit if my English abstract is under?

A: We increased the Spanish abstract text box to 2,000 characters for this reason.