Frequently Wondered About!

Frequently Asked Question about Botany 2109

If you do not find your answer here - please email Johanne






  • When will the conference take place? Where is it located?

    The Conference will be held July 27 – 31, 2019 at the JW Marriott Starr Pass in Tucson, Arizona

  • What are the closest airports?

    You can fly into Tucson or you can fly to Phoenix, AZ and drive to Tucson.  It is about a 2-hour drive.  From the Tucson airport, you can take a cab or an Uber – the cost is about $35.00

  • What are the driving directions to the hotel? What are the parking fees?

    Here is a map from the Tucson Airport and the Phoenix Airport for a general idea of the distance.

  • How can I register? Can I register on site? What are the registration rates?

    You can Register Here.     You can register onsite – but it is more expensive, you also may not be guaranteed the field trips, workshops or social events as they may be full.  Registration rates can be found here.

  • How do I add a workshop to my registration? Are workshops included in conference registration?

    Workshops, field trips, and social events can be added as you register for the conference.  You may add them onsite unless they are closed out.  Most events have a registration fee.  See the conference website for details.

  • How many sessions will be at the conference this year?

    Program directors will begin assembling the program shortly and hopefully will have it posted in late May.  The conference opens on Saturday and Sunday with workshops and field trips.  Sunday evening is the Plenary Lecture followed by the All-Society Mixer, Scientific sessions begin on Monday morning and conclude late Wednesday Afternoon.  Wednesday Evening is our grand Celebrate!...a party to wrap up the week!  Please do not make your flight reservations to leave the Conference until AFTER the schedule is posted.  It is very difficult to re-arrange the schedule once it is set.

  • I have submitted my abstract but I need to edit it - what do I do?

    The abstract site will be open for editing until the middle of May.  to edit - sign back it the abstract site, search for your abstract.  At the top of the page is an edit link - click on it and edit as needed.  Be sure to click the update button to finish the process.

  • When will my poster be presented and what size should it be?

    The All-Society Poster session will be Monday evening from 5:30 – 7:00 pm.  Posters should be in place by 5:00 Sunday afternoon and removed starting noon on Wednesday.  Any posters still hanging by 4:00 pm Wednesday, will be discarded.  All posters should fit in a 4’ x 4’ space. 
    Recent Topics Poster Submissions will begin in late June.

  • What meals are included with conference registration? 

    Your registration fee includes the All-Society mixer on Sunday evening, continental breakfast each morning, morning and afternoon coffee breaks, and the closing night event - Celebrate!

  • I only want to attend one day/one session of the conference, is that possible?

    Yes, you can register for a one-day rate, but only attend events on that one day.   See registration rates

  • What services are available for special needs (e.g. wheelchairs) and requests?

    For special needs – please contact Johanne

  • What is the cancellation/refund policy for the conference?

    The cancelation policy is here.

  • I am an attendee from overseas and need a letter of invitation before I can receive my visa. What is the procedure?

    If you need a letter please contact Johanne.  Be sure to include your full name, address, Abstract title, number and type of presentation.  A pdf of your letter will be mailed to you within 7 days.  If you are having trouble securing a Visa, please see here.

  • Is there a deadline to book my hotel room? Where do I make the reservation?

    Hotel reservations can be made through the conference website here. The deadline to secure the conference is June 25, 2019.  Attendees are highly encouraged to stay at the host hotel.  We negotiate favorable rates and in turn receive many concessions (including free meeting space), which helps keep registration rates affordable.  

  • Does the hotel provide transportation to/from the airport?

    No, there is no formal transportation provided.  Please support the local taxi cabs and Uber drivers.  Cost is approximately $35.00

  • How can I become a volunteer and what are the benefits of being a volunteer?

    We really depend on Student Conference Assistants!  You can sign up in mid-June.  An email will be sent to currently registered students, with priority given to student members of the supporting societies.  You must have a good command of the English language as these are mostly customer-service related positions.  If you work up to 10 hours at the conference you may earn back your early registration fee.  Reimbursement to the credit card you registered for the conference will be made AFTER the conference.

  • Can I bring my spouse/children? Is there a childcare service available during the conference?

    Absolutely – YES, bring your family!  Starr Pass is a beautiful resort and the Tucson area is one that should be explored.  Childcare information may be available soon.

  • Where is the location of the Lost and Found?

    Check with the conference office or the Hotel front desk for Lost items

  • Can I run advertisements at the conference? If yes, how?

    We will have a Message Board and a Job Board in the Exhibit Hall – feel free to post appropriate messages on these boards.

  • Is there a dress code for the conference?

    Dress for the conference is business casual.  Tucson will be warm in July, but meeting rooms tend to be chilly!  Plan accordingly!

  • How can I receive a list of participants at the conference?

    We do not provide lists of attendees due to privacy issues. Except as a benefit to our exhibitors for marketing purposes.

  • What does the Botany conference app contain?

    The conference App which will be available in mid-July is chock-full of information.  You will find the complete schedule, floor plans of the meeting space, the Exhibit Hall.  All are encouraged to make comments and upload pictures of your adventures at the conference. 

  • Is there a code of conduct for the conference?

    Yes, please read it here.  You must agree to the Code before you are permitted to register for the conference.

  • Who do I contact if I have a complaint?

    Please come to the Conference Office with complaints.  Code of Conduct complaints should be directed to Sherry Marts ( or 202-670-7746)

  • Who should I report to if there is an accident during the conference?

    Report accidents to the closest Conference team member and to the Conference Office.

  • My question is not listed here. Whom do I contact?