General Reminders
- Instructions including registration links, the PowerPoint template, and a SharePoint link to upload your files have been emailed to you. This page is a checklist for your convenience.
- Safe Mobility Conference does not have special rates with any specific hotels. Attendees need to book accommodation independently based on their preference. For more travel-related information, please visit our Travel Info webpage at https://safemobilityconference.org/travel-info/.
- At the time of registration, you may be asked to verify your Whova account; if you do not see a verification email in your inbox, check your spam folder.
Workshops
Details
- Before the Event
- Confirm your participation and all speakers participating at your assigned session block by sending an email to smc@aaafoundation.org by Friday, February 20, 2026. Please include “Confirming Participation” in the subject line of your email.
- Register for the conference at the discounted speaker price. Use the link shared via email by the organizing team.
- Ensure all additional invited speakers use the same link to register for the conference.
- If you or your invited speakers have already registered for the conference at the general admission price, email smc@aaafoundation.org, and you will receive a partial refund for the discounted rate; please include “Partial Refund” in the subject line of your email.
- Every speaker needs to upload a short bio and a photo in Whova at the time of registration.
- Each workshop should be designed to accommodate up to 30 participants, so please plan accordingly if you intend to incorporate physical handouts or materials into your presentation. Workshop organizers and speakers are not required to register for the specific workshop in which they are participating.
- Upload final slides using the SharePoint link provided via email by Friday, March 20, 2026. Please name file: Date of Presentation in YYYYMMDD_Presenter’s Last Name_Presenter’s First Name
- All rooms will be set up with round tables, a podium, and two head tables at the front. A laptop will be provided in each room. An example of the meeting room space can be found here.
- On the Day
- Arrive 20 minutes early to get items ready for your workshop.
Individual Presentations
Details
- Before the Event
- Confirm your participation by sending an email to smc@aaafoundation.org by Friday, February 20, 2026. Please include “Confirming Participation” in the subject line of your email.
- Register for the conference at the discounted speaker price. Use the link shared via email by the organizing team.
- If you have already registered for the conference at the general admission price, email smc@aaafoundation.org and you will receive a partial refund for the discounted rate; please include “Partial Refund” in the subject line of your email.
- Upload a short bio and a photo in Whova at the time of registration.
- Your moderator will contact you a few weeks prior to the conference to coordinate details about the session you will be presenting.
- Each presenter has up to 20 minutes for presentation and Q&A.
- Upload final slides using the SharePoint link provided via email by Friday, March 20, 2026. Please name file: Date of Presentation in YYYYMMDD_Presenter’s Last Name_Presenter’s First Name
- All rooms will be set up in lecture style with a podium and two tables at the front. A laptop will be provided in each room. An example of the meeting room space can be found here.
- On the Day
- Arrive 15 minutes early to meet the moderator and get ready for your presentation.
Technical Sessions with Invited Speakers
Details
- Before the Event
- Confirm your participation and all speakers participating at your session by sending an email to smc@aaafoundation.org by Friday, February 20, 2026. Please include “Confirming Participation” in the subject line of your email.
- Register for the conference at the discounted speaker price. Use the link shared via email by the SMC organizing team.
- Ensure all additional invited speakers use the same link to register for the conference.
- If you or your invited speakers have already registered for the conference at the general admission price, email smc@aaafoundation.org, and you will receive a partial refund for the discounted rate; please include “Partial Refund” in the subject line of your email.
- Every speaker needs to upload a short bio and a photo in Whova at the time of registration.
- Upload final slides using the SharePoint link provided via email by Friday, March 20, 2026. Please name file: Date of Presentation in YYYYMMDD_Presenter’s Last Name_Presenter’s First Name
- All rooms will be set up in lecture style with a podium and two tables at the front. A laptop will be provided in each room. An example of the meeting room space can be found here.
- On the Day
- Arrive 15 minutes early to meet the moderator and get ready for your presentation.
- Technical session organizers are responsible for the coordination of their session, including managing Q&A.
Student Poster Session
Details
- Before the Event
- Confirm your participation by sending an email to smc@aaafoundation.org by Friday, February 20, 2026. Please include “Confirming Participation” in the subject line of your email.
- Register for the conference at the discounted price for students at
https://safemobilityconference.org/whova-forms/student-registration/. - Upload a short bio and a photo in Whova at the time of registration.
- Create and upload your poster to the Whova artifact per instructions provided via email by the organizing team.
- Use your creativity to prepare a 1-minute presentation about your research. Your 1-minute presentation can be in any format of your choice (e.g., an elevator speech, a poem) and you will need to deliver it to conference attendees on Tuesday, March 31, between 2:00 PM – 3:30 PM. You are required to participate for the entirety of the Student Poster Session.
- Student posters are eligible to receive scholarships from the 2026 Safe Mobility Conference*, and your poster presentation pitch is part of the evaluation. Judges will assess your 1-minute presentation based on clarity, originality, and precision.
- Students are responsible for printing their own posters and bringing it to the conference. Posters must not exceed 40 in. (H) x 30 in. (W).
- During the conference
- Set up your poster on Tuesday, March 31, between 9:00 AM-12:00 PM in North Ballroom.
- Actively participate in the Student Poster session on Tuesday, March 31, 2:00 PM – 3:30 PM.
- Remove your poster from the North Ballroom on Wednesday, April 1, between 10:00 AM-12:00 PM.
- Scholarship winners for student posters will be announced on Wednesday, April 1 at the Closing Session from 2:30 PM to 3:30 PM.
*Failure to adhere to these guidelines may disqualify you from receiving a scholarship from the Safe Mobility Conference.