General Information

Event Communications


If you are a convention registrant, presenter or exhibitor who couldn’t make it to Boston because your flight was cancelled and could not be rescheduled, email a copy of your original flight reservation and flight cancellation notice to convention@shapeamerica.org. We will contact you in the next few weeks to discuss your unique experience.

Location 

John B. Hynes Veterans Memorial Convention Center 
900 Boylston Street 
Boston, MA 02115

Exhibit Hall Hours

Wednesday, March 15:  12–4:30 p.m.
Thursday, March 16:  8:30 a.m. to 4:30 p.m.
Friday, March 17:  8:30 a.m. to 1:30 p.m. 

Volunteer Opportunities

Meet the 2017 Local Arrangements Committee Chairs

SHAPE America Eastern District and Massachusetts AHPERD look forward to seeing you at the 2017 SHAPE America National Convention & Expo! While attending, why not consider volunteering to assist with the event? If you're interested, click here for additional information and to sign up!

Frequently Asked Questions

Find answers to the most frequently asked questions regarding convention registration, housing and more. If your question is not included, contact us at conv@shapeamerica.org for assistance. 

*We will keep this information updated as we get closer to the event date so please be sure to check back often.
Registration
Housing
Travel
Exhibits
Continuing Education
Proposal Submissions
Social Planning Information

Where is the convention being held?
John B. Hynes Veterans Memorial Convention Center
900 Boylston Street
Boston, MA 02115

The Sheraton Boston Hotel (39 Dalton Street, Boston, MA 02199) is a co-headquarters hotel and will be the location for many business meetings and social events.

What is the registration deadline?
Early Bird: January 25, 2017
Regular/On Site Rates Begin: January 26, 2017

What are the registration rates and how do I register?
Registration rates are available on the convention website.

Do I qualify for the student member rate?
To qualify for the student member rate, you must be a full-time student currently enrolled for at least nine (9) credit hours and hold a student membership in SHAPE America that is current through March 31, 2017. If you are not currently a SHAPE America student member, you will need to complete a membership application, include a copy of your current student ID or copy of your course registration, and mail all documentation to SHAPE America, ATTN: Membership Department, 1900 Association Drive, Reston, VA 20191-1598; or scan your documents and email them to: membership@shapeamerica.org

What credit cards are accepted through the online registration database?
Visa, Master Card, and American Express.

How will you protect my credit card information over the internet?
Our online registration system uses SSL, the industry standard encryption technology. This ensures that your personal information, including your credit card number, cannot be read as it travels over the internet.

How do I pay by check?
You may download and complete a registration form*. A check made payable to SHAPE America must accompany your completed form and be mailed to the following address by March 3, 2017. After March 3, submit payment and completed registration form(s) on-site at one of the staffed registration counters:

ATTN: SHAPE America
5202 Presidents Court, G100
Frederick, MD 21703
Direct questions to: shapeamerica@experient-inc.com | Phone: 800-424-5249 (international residents, call 847-996-5829).

If the check is being sent by your employer, please inform them to include your name on the check.
*NOTE: Multiple registrants can be included on a single check; however, a separate registration form must be completed for each person being registered.

How do I pay by purchase order?
Purchase orders will be accepted by mail, fax or on-site, and must be accompanied by a completed registration form for each attendee*. A copy of your original purchase order, not just the purchase order number, must be received in order to process your registration(s).

On or before March 3, 2017, mail or fax the completed registration form(s) and purchase order to:

ATTN: SHAPE America
5202 Presidents Court, G100
Frederick, MD 21703
Fax: 301-694-5124
Direct questions to: shapeamerica@experient-inc.com | Phone: 800-424-5249 (international residents, call 847-996-5829).

After March 3, 2017, submit the purchase order and completed registration form(s) on-site at one of the staffed registration counters.

Purchase orders cannot be accepted with online registrations or for housing reservations.

*NOTE: Multiple registrants can be included on a single purchase order; however, a separate registration form must be completed for each person being registered.

Do I have to register if I am a speaker/presenter?
Yes. At this time, SHAPE America does not offer reduced registration fees or speaker stipends to attend the national convention. Individuals in the fields of health and physical education, physical activity, dance, or sport must register and pay the registration fee. Speakers who are members pay the SHAPE America member rate; speakers who are in the above fields but are not members pay the non-member rate.

Speakers not in the health and physical education, physical activity, dance, or sport fields, may request a complimentary one-day pass to attend the convention. Requests must indicate the justification for the request and be emailed to conv@shapeamerica.org no later than January 25, 2017. (Individuals retired from the health and physical education, physical activity, dance, or sport fields do not qualify for a complimentary one-day pass and must register under the applicable member or non-member registration fee.)

How do I request a letter of invitation?
If it is necessary for you to obtain a visa to attend the national convention, please email your request to conv@shapeamerica.org and include the following information for each person requesting a letter:
  • Prefix (Dr., Prof., etc.)
  • First (Given) Name
  • Middle Initial
  • Last (Family) Name
  • Company/University
  • Address
  • City
  • State/Province
  • Country
  • Zip/Postal Code
  • Email Address (Note: this is the address to which the letter should be sent)
  • Telephone No.

All letters of invitation will be sent by email (as a PDF attachment) and postal mail if requested. If you require that your original letters be mailed using a courier delivery service instead of postal mail, please include either your Federal Express account number or attach a copy of a pre-paid UPS shipping label with your email request. The UPS label may also be provided by fax to the SHAPE America Events Management Office (703-476-9527).

Are meals included with my registration?

No, but there are plenty of food areas in the convention center, exhibit hall, and around Boston. The only food provided would be for any ticketed event that includes meals.

What is a ticketed event?
Ticketed events are special workshops, meal events or other activities offered during the week of convention that may require a fee in addition to convention registration. Some may also require prerequisites to attend. Tickets may be purchased during the convention registration process. Please refer to the descriptions and applicable prerequisite information on the SHAPE America website before registering (available in mid-November). Tickets may be limited and must be purchased on or before the posted deadline date. Tickets will not be sold at the door for any event.

Can I purchase tickets to meal events if I am not attending the convention?
Yes, meal events do not require convention registration. If attending a meal event with a registered attendee, have the registered attendee order a ticket for you.

If not attending the meal event with a registered attendee, tickets must be purchased through the convention registration database even if you are not registering to attend educational sessions or other aspects of the convention. You will need a User ID and password to begin the process.

Not a SHAPE America member? Don't worry! You can create an account with us without joining. Please note that if you have conducted business with us in the past (past member, purchased a product, attended an event) you may already be in our database.

Once you have created your account, follow the instructions below to complete your ticket purchase:
  • Access the registration database and select Attendee Registration and Housing.
  • From the Member Login screen, enter the email address from your account as the Username and your account password, then hit Sign In.
  • From the Login screen, select the Registration button in the gray box marked "Welcome - Where would you like to go?".
  • From the Welcome screen, select Begin Registration.
  • From the Registration Type screen, select the option for TO (Event Ticket Only - Registration Not Included) and hit Next.
  • You may then proceed through the screens to select and pay for your meal event ticket. After your payment has been processed, you will receive confirmation of your purchase by email.

SHAPE America will have self check-in (Express Check-in/Badge Pickup) stations set up in the registration area of the convention center. Scan the barcode from your confirmation at one of these kiosks to print your purchased ticket(s).

Please note that since ticket only (TO) purchases do not include convention registration, you will not receive a badge or access to the exhibit hall/educational sessions.​

Can I bring a guest to the convention?
Please send an email conv@shapeamerica.org for assistance.

What are the onsite registration hours?
Monday, March 13: 3–5 p.m.
Tuesday, March 14: 7 a.m. to 6 p.m.
Wednesday, March 15: 7 a.m. to 5 p.m.
Thursday, March 16: 7 a.m. to 5 p.m.
Friday, March 17: 7 a.m. to 3 p.m.
Saturday, March 18: Closed (for assistance, stop by the Program Operations Booth, located in the registration area)

How will I access the convention program schedule?
The 2017 SHAPE America National Convention & Expo is a "paper-light" event. No program book or printed handouts will be distributed at the convention. All materials for education sessions and programming, including session evaluations, will be available on the SHAPE America website and through the convention mobile app.

What information will be provided when my badge is scanned in the exhibit hall?
When registering or checking in for the convention, you will be issued a name badge. You are required to wear your badge to gain admission to all sessions and the exhibit hall. If you do not have your name badge, you may not be granted entry to convention events. For your safety, do not wear your badge outside of the convention venues.

As a SHAPE America registrant, your contact information is conveniently encoded into your badge.

With your permission only, exhibitors may scan the QR code or manually input your badge ID number and they will be provided your name, company name, address, phone number, and email address.

You may decline having your badge scanned if you do not wish to share your information. Just like handing out your business card, when you provide your contact information to exhibitors you are granting them permission to communicate with you. You will be subject to their communications and privacy policies and must opt-out with them directly.

What hotels are in the SHAPE America block?
A block of sleeping rooms has been reserved for convention attendees and exhibitors at the following hotels. Staying at one of the designated SHAPE America venues will assure you comfortable, quality accommodations, and will help keep registration and hotel costs down for future events.

  Sheraton Boston
(Co-Headquarters)
39 Dalton Street Boston, MA 02199
Boston Marriott Copley Place
(Co-Headquarters)
110 Huntington Avenue Boston, MA 02116
Hilton Boston Back Bay
40 Dalton Street Boston, MA 02115
Hotel Rates
(Rates do no not include applicable taxes. Current tax rate is approximately 14.45% and is subject to change without notice.)
S: $245
D: $261
T: $277
Q: $293
S: $245
D: $261
T: $277
Q: $293
S: $220
D: $220
T: $234
Q: $248

We make every effort to secure the best possible rate for attendees. There is no denying that the cost of hotel rooms in Boston is high. Since Boston is a poplar convention and business travel destination, hotels can dictate higher rates. The hotel rates are part of a negotiated overall program package that incorporates meeting room rental, food/beverage, audiovisual equipment and other services. Not achieving a minimum number of overnight accommodations required in the overall package affects the prices of services associated with conducting future conventions. This, in turn, will negatively impact future registration and hotel rates.

How do I book my hotel?
Housing for the SHAPE America National Convention & Expo is handled exclusively by Experient, a Maritz Travel Company. Calls from other companies should not be accepted. Please report any incidences to shapeamerica@experient-inc.com.

Accommodations must be booked online through SHAPE America’s official housing bureau, Experient. Rates cannot be guaranteed if not booked through our housing bureau.

How can I find a roommate?

To communicate directly with potential roommates, post your arrival/departure dates and in which hotel you would like to stay on Facebook. If you are a SHAPE America member, you may also post requests on our online community, Exchange.

How do I book a flight to Boston?
Boston Logan International Airport serves the city of Boston. You can book your airfare through any airline or travel site. If you are presenting at the convention, please confirm the date and time of your presentation(s) before finalizing your plans.

Always research to find the best fares (beware of hotel packages booked with flights as you most probably will not be able to cancel). To ensure comfortable, quality accommodations, book at one of the designated convention hotels through SHAPE America’s official housing bureau, Experient (reservations must be made online beginning in mid-November. Rates cannot be guaranteed unless booked through Experient.) Booking at one of the designated SHAPE America venues will also provide you with assistance from Experient should any problems arise during booking or after you arrive on-site.

How can I get from the airport to my hotel and around Boston during my stay?
This information will be posted as it becomes available.

What should I wear?
Meeting rooms can be cold; layering is recommended. Many sessions are hands-on so you should dress as you would if you were teaching/attending class. There are many social events, awards ceremonies, as well as general sessions. Attendees may not have time to change, therefore, warm-up suits to business attire is acceptable.

What should I bring?
Many members have found the following to be helpful items to bring: Pen and paper for taking notes, state pins to trade with other educators, camera, umbrellas, comfortable shoes, etc.

How do I sign up to exhibit for the National Convention & Expo?
Complete an application form or contact Exhibit Promotions Plus, Inc. at (410) 997-0763 or by email at shape@epponline.com

The SHAPE America National Convention & Expo attracts and engages approximately 5,000 health and physical education professionals who are searching for new products, services and technologies. Combine your exhibit booth with advertising and sponsorships for maximum exposure and impact!

What are the Exhibit Hall hours?
Move-in
  • Tuesday, March 14:   8 a.m. to 6 p.m.
  • Wednesday, March 15:   8–9 a.m. (touch up only)
Open
  • Wednesday, March 15:   12–4:30 p.m.
  • Thursday, March 16:   8:30 a.m. to 4:30 p.m.
  • Friday, March 17:   8:30 a.m. to 1:30 p.m.
Move-out
  • Friday, March 17:   1:30–9 p.m.
  • No teardown permitted prior to 1:30 p.m., Friday, March 17

Educational programming content at the SHAPE America National Convention & Expo covers a wide variety of topics relevant to advancing professional practice and research related to health and physical education, physical activity, dance and sport.

Proposal submissions are no longer being accepted for the 2017 SHAPE America National Convention & Expo (to be considered, proposals must have been submitted online through the submission site by June 16, 2016). All submitters will receive a formal decision notice from SHAPE America headquarters in early October regarding their submission. If session planners have not been notified by October 10, 2016, they should send an email to the SHAPE America office at proposals@shapeamerica.org.

SHAPE America accepts requests for meeting space to hold a social event (breakfast, luncheon and reception) at the national convention.

All requests for meeting space must be made to the SHAPE America Events Management Office through a Social Event Application. Please refer to the Guidelines for Planning Social Events for important information regarding the planning of your event and instructions for submitting your event application through our online submission system.

Space will be assigned on a first come basis, subject to availability. All attempts will be made to accommodate requests until February 21, 2017.

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