All Attendees

Frequently Asked Questions

FAQs

Location of Functions and Events

Annual Meeting registration, some scientific sessions, poster sessions, exhibits, short courses, town hall meetings, the Annual Meeting Banquet, and WeatherFest will be held in the Austin Convention Center, located at 500 E. Cesar Chavez St., Austin, TX 78701.

Some scientific sessions, AMS committee meetings, receptions, and events will be held at the AMS headquarters hotel, the Hilton Austin, located at 602 E. 4th St., Austin, TX 78701.

Statement on Open Meetings

Throughout the week, AMS Committees, Boards, and the Council will be meeting at various times and locations. These meetings are, in principle, open to all members of the Society, although portions of some meetings may be held in executive sessions when dealing with personnel issues, awards, or other matters of a confidential nature.

As a matter of courtesy and to ensure adequately sized meeting rooms, members wishing to observe a particular Committee, Board, or Council Meeting should contact its chairperson in advance. Members may request a place on the agenda by following a similar procedure. Please feel free to contact Jen Ives at jives@ametsoc.org for more information.

Inclusivity

As we prepare for the AMS Annual Meeting in Austin, AMS stands with the people in Texas working toward recovery after Hurricane Harvey, and similarly supports all those who are recovering from this devastating year of extreme weather.  AMS looks forward to being in Houston in 2022 for its 102nd Annual Meeting as another sign of our strong commitment to the people of the region as they continue to rebuild.

In light of recent and pending legislation in Texas affecting the LGBTQ community, AMS also reaffirms its commitment to creating an environment for these meetings that “embraces diversity through the inclusion of individuals across age, gender, race, sex, nationality, ethnicity, physical ability, marital status, sexual orientation, body shape or size, gender identity and expression, socioeconomic status, and other facets of social diversity” (see: https://www.ametsoc.org/ams/index.cfm/about-ams/diversity-and-inclusion-at-ams/).   AMS will do all it can to ensure that the meetings in Texas are welcoming and safe for all attendees (see the Statement on Professional and Respectful Conduct at Meetings below).

Austin Gay and Lesbian Chamber 

 

LGBTQ-friendly itinerary

 

GLBT Visitors Guide

Professional and Respectful Conduct at AMS Meetings

AMS is committed to safe and productive meetings for all attendees. Harassment, intimidation, or discrimination of any kind will not be tolerated at any meeting or event associated with the meeting. All communication should be appropriate for a professional audience including people of many different backgrounds. Be inclusive and respectful. Be kind to others. Do not insult or put down other attendees. Remember that harassment and sexist, racist, transphobic, or exclusionary jokes are not appropriate for AMS meetings. Those who violate the standards of professional and respectful conduct may be asked to leave the meeting immediately and without refund, may not be considered for service on AMS boards and committees, and may be subject to additional legal action.

Harassment, intimidation, or discrimination includes offensive comments and actions related to age, gender and gender identity, sexual orientation, disability, physical appearance, body size, race, religion; sexual images in public spaces; deliberate intimidation, stalking, or following; harassing photography or recording; sustained disruption of talks or other events; inappropriate physical contact; and unwelcome sexual attention.

This statement is meant to cover all meeting-associated events, including those sponsored by organizations other than AMS but held in relation to AMS events. This includes the scientific program, short courses, and exhibitions, as well as receptions, town hall meetings, and other informal or formal gatherings associated with AMS. Similarly, participants shall adhere to this code of conduct in online spaces related to the meeting and meeting-associated events, including Facebook, Twitter, and other online venues.

If you believe you have witnessed or have been subjected to behavior that violates professional and respectful behavior, please contact a senior member of the AMS staff. You may do this by talking with any AMS staff person (who are identified with a staff badge) or by sending an e-mail to reportconcern@ametsoc.org or leaving a message at 617-226-3965 with your contact information. You will be contacted by a senior staff member in a timely manner. (If you are not contacted within 12 hours of sending an e-mail or leaving a voicemail, please talk to an AMS staff member at the meeting to ensure that the message is received.) If you witness or experience behavior that constitutes an immediate and serious threat, please call 911 or the local police first.

The AMS takes any breach of professional conduct at an AMS meeting or related function very seriously. You are encouraged to report any unprofessional conduct in the knowledge that AMS staff members will do their best to maintain the confidentiality of all parties to the extent possible while taking appropriate actions. In situations for which additional action is warranted, the AMS will cooperate fully with the appropriate authorities.

Accessibility

ADA

It is the Society’s sincere desire to comply fully with both the letter and the spirit of the Americans with Disabilities Act (ADA) of 1990. For questions about accessibility, such as real-time captioning [communication access real-time translation (CART)], special printing needs, or reserved seating, please contact AMS staff by email (accessibility@ametsoc.org). Four-week advance notice is necessary to ensure seamless action.

If issues arise on site in Austin, please visit the AMS Registration Desk. Special housing needs should be requested when hotel reservations are made. AMS wants to ensure that each attendee's stay at the 98th Annual Meeting is a pleasant and productive one.

City of Austin Americans with Disabilities Program Office:  http://austintexas.gov/department/americans-disabilities-act-office

City of Austin Parks and Recreation Department, Inclusion Unit:  Kipa Smith, kipa.smith@austintexas.gov

Accessible Restaurants

Parking:

Mobility Impaired Parking is available in all Austin Convention Center Department garages. Mobility Impaired parking is available on all levels located near the elevators. ACCD provides for accessible routes to and from our parking garages. Vehicles with a specialty license plate with one of the following distinctions will receive complimentary parking:

 

•    Air Force Cross

•    Army Distinguished Service Cross

•    Disabled Veterans

•    Distinguished Service Cross

•    Legion of Merit Medal

•    Medal of Honor

•    Navy Cross

•    Pearl Harbor Survivors

•    Prisoners of War

•    Purple Heart

Scooter Rental:

A limited number of motorized scooters are available to rent for attendees who need help getting around the building. Rental scooters are stationed next to the Business Center on Trinity Street to make navigating the facility easy. Interested guests should contact their event coordinator for more details.

Service Animals:

Service Dogs are welcome inside of the facility. All other animals must comply with the ACCD animal policy.

Family Restrooms:

Hilton:  Next to 416A (4th Floor) and next to Salon F (6th Floor)

Austin Convention Center:  Between Hall 1 & Ballroom A (Level 1) and Near 10C (Level 3)

Mother’s Room:

Austin Convention Center:  Level 1 and Level 3

Business Center:

If you need to scan documents, make copies, or add some last-minute touches to that presentation, the Austin Convention Center has you covered! We have an on-site Business Center that has everything you need to get things done! If you’re running late for the airport, you can even print out your boarding passes at no charge! Located between the entrances of Exhibit Halls 2 and 3 on Trinity Street, the Business Center is your one-stop shop for all of your business needs.

                For more information, visit their website: https://www.austinconventioncenter.com/services/guest-services/

Dietary Restrictions

Attendees with special dietary requirements (e.g., vegetarian or kosher meals) should make the proper selection when registering. At the banquet, attendees should notify their server of the preferred meal choice and present the meal ticket included with their registration packet.

Photo Release

From time to time AMS uses photographs of conference events in its promotional materials. Unless this permission is revoked in writing to AMS, by virtue of their attendance all conference visitors agree to the use of their likeness in such materials.

Childcare

Austin's Babysitter Service

Congress Ave
Austin, TX 78701

Website: http://www.austinscapitalgrannies.com

 

Austin's Best Sitters and Nannies
5210 Maulding Pass
Austin, TX 78749

Contact: Mary Esquell
Phone: (512) 892-2139
Fax: (512) 892-2139
Email: mlesquell@austin.rr.com
Website: http://www.austinsbestsitters.com

 

Mom's Best Friend
1101 Capital of Texas Hwy. South, Bldg. H, Ste. 200
Austin, TX 78746

Contact: Aimee Gassmann
Phone: (512) 346-2229
Fax: (512) 346-1134
Email: aimee@mbfagency.com
Website: http://www.momsbestfriend.com

Child Care Grant

The American Meteorological Society is offering child care grants of up to $400 per family to assist conference attendees who will incur additional expenses by attending the Annual Meeting. Limited funds are available and preference is given to applicants in the early stages of their career.  As a secondary criterion, preference will be given to applicants who explain clearly why a grant to support childcare, dependent care or their own assistance is necessary.  To apply, please fill in the application form and email it to Christine Card, ccard@ametsoc.org, by November 1st

Child Care Grant Application Form

Dates:

Application Deadline:  1 November 2017

Notifications to recipients:  15 November 2017

Reimbursement distribution:  Mid-February 2018

Attendee Lists

AMS will make attendee lists available to any registered attendee. Attendees who do not want their name and address information included on the list must note this at the time of their registration. Please send an email (amsmtgs@ametsoc.org) to request a copy of the attendee list. The list will only be delivered in an electronic format and will contain names, addresses, and affiliations (if provided). No phone numbers or email addresses will be provided.