FAQs 2027

Frequently Asked Questions

Conference
Accommodations
Exhibitors
Pre-Conference Sessions
Proposals/Programs
Registration Payment Protocols
Registration—Online Payments
Registration—Offline Payments
Silent Auction
Sponsors
Volunteers
Whova
Wifi

Conference

What dates are the conference?
- Wednesday, March 31, 2027 (Pre-Conference with separate registration)
- Thursday, April 1, 2027
- Friday, April 2, 2027
Where will the conference be held?
- Oakland Marriott City Center, 1001 Broadway, Oakland, California, USA, 94607
What is the theme of the conference?
- Rooted and Rising: 40 Years of APAHE
How do I contact someone if I have additional general questions about the conference?
- <conference@apahenational.org>

Accommodations

What is the discounted conference rate for the Oakland Marriott City Center?
- $241/night (not including fees and taxes)
How do I book my room at the Oakland Marriott City Center?
- Once you register for the conference, you will receive the link to the Oakland Marriott City Center to book your room. Rooms cannot be booked until you register for the conference.
How do I request an ADA accommodation?
- We are happy to accommodate any reasonable requests to ensure accessibility for all attendees. Please contact us with any reasonable requests as soon as possible at <accomodations@apahenational.org>
How do I express a dietary need/restriction?
- Dietary needs/restrictions should be noted in your conference registration.
How do I contact someone if I have additional questions about accommodations?
- <accomodations@apahenational.org>

Exhibitors

Who can be an exhibitor at the conference?
- Exhibitors can fall into these three categories: corporate/business exhibitors, non-profit exhibitors and higher education institutions exhibits.
  - Corporate or Business Exhibitors – You’re at this conference to connect with higher education buyers who need your solutions. Design your exhibit to clearly show how you solve real problems that colleges and universities face. Demonstrate the value you bring, the money you save them, and what makes you stand out from other vendors. Whether you offer campus software, professional services, or educational technology, share success stories and results from schools similar to your audience.
  - Non-profit Exhibitors – As a mission-driven organization, you’re not here to make sales but to build meaningful partnerships and raise awareness. Your exhibit should highlight collaboration opportunities, the resources you offer, and how institutions can work with you. Showcase your scholarship programs, research initiatives, advocacy work, or membership benefits.
  - Higher Education Institutions Exhibitors – As a college or university exhibiting at this conference, you’re promoting your institution’s programs and opportunities to other educators and administrators. Your booth might feature graduate programs that would interest AAPI professionals, continuing education opportunities for faculty, research partnerships, or student exchange programs. Highlight your diversity initiatives, Asian studies programs, or leadership development opportunities that align with the conference theme.
How do I become a conference exhibitor?
- In order to be a conference exhibitor, you are either a sponsor or you can pay to participate.
How do I contact someone if I have additional questions about being a conference exhibitor?
- <exhibits@apahenational.org>

Pre-Conference Sessions

Can I attend one preconference session in the morning and another in the afternoon?
- Yes
How do I contact someone if I have additional questions about pre-conference sessions?
- <precon@apahenational.org>

Proposals/Programs

What are the different types of conference presentations?
- Pre-Conference Sessions: Please see above section about Pre-Conference sessions
- Poster Presentations: Poster presentations allow participants to share their research through visually engaging materials and in-depth discussion with conference attendees.
- Round Table Sessions: Hosted at a round table, this setting creates a more intimate and personalized setting for deep discussion, reflection, and examination of a topic or subject.
- Breakout Sessions: General presentations can explore a specialized topic from multiple perspectives or examine a broader subject in depth. They may be delivered by an individual, a group, or a panel.
Do I need a Whova account to submit a proposal?
- Yes. You will be prompted to either sign into an existing Whova account or create a new Whova account.

What is the process for proposal review?
- There is a committee made of volunteers who will use rubrics to score the submissions.
How do I contact someone if I have additional questions about conference proposals and workshops?
- <proposals@apahenational.org>

Registration Payment Protocols

CANCELLATIONS & REFUNDS
- There are NO CANCELLATIONS & NO REFUNDS after February 1, 2027.
NO SHOWS
- Attendees who registered by Pay by Credit Card who do not show up will not be issued a refund.
- Attendees who registered by Pay by Invoice who do not show to the conference will have an outstanding balance due to APAHE. See OUTSTANDING BALANCES section for more details.
OUTSTANDING BALANCES Attendees who did not remit payment by April 3, 2027, will be required to pay on-site at check-in by one of two options below:
- Check
- Credit Card

Special circumstances: Promissory Payment Note (PPN)

A completed PPN may be considered in lieu of payment on-stie under circumstances where evidence can be provided that the check has been mailed. If LEAP does not receive the check payment by April 30, 2026, the credit card on file will be charged the registration fee(s) plus a 10% penalty
If an Attendee refuses to complete a PPN, LEAP & APAHE will send the Institution/Organization President and Chief Fiscal Officer, notification of an attendee’s failure to pay and refusal of promise to pay and it will include a revised invoice plus a penalty fee based on the following schedule:
- Not received by April 30, 2027 = additional 10% penalty to the institution/organization
- Not received by May 31, 2027 = additional 15% penalty to the institution/organization
- Not received by June 30, 2027 = additional 20% penalty to the institution/organization. If payment is not received by the final fiscal year deadline of June 30, 2026, APAHE REGISTRATION for future conferences may be restricted for all employees or members of the Institution / Organization on file until the past due outstanding balances are paid in full.

Payments are to be remitted to: LEAP 327 East 2nd Street, #226 Los Angeles, CA 90012-4210

Registration—Online Payments

What are the registration windows?
- Opens = Sunday, November 1, 2026
- Early bird window ends = Monday, November 30, 2026
- Regular window ends = Sunday, January 31, 2027
- Late registration may be offered if tickets have not sold out as of January 31, 2027
What is the conference registration rate?
- Professional: Early = $625, Regular = $675, Late = $725, One-day = $475
- Student/Graduate: Early = $525, Regular = $575, Late = $625, One-day = $375
- Pre-Conference (optional add-on) = $100 for each session
Is the pre-conference included in my registration?
- No. The pre-conference has a separate $100 fee per session and can be added when or after you register.
How do I determine my rate?
- Student/Graduate = currently enrolled in an undergraduate (first degree), master’s, or doctoral program
- Professional = currently employed in a professional position and not enrolled in an undergraduate or graduate program
How do I register for the conference?
- Register online through the APAHE website, which uses the Whova registration platform.
Will I receive a confirmation and receipt?
- Yes. Whova will email you a confirmation after you register. If you pay by credit card, you will also receive an emailed receipt, which you can use for reimbursement.
What is the early bird deadline to register for the conference?
- The early bird deadline is Monday, November 30, 2026.
Instead of cancelling, can I just transfer my registration to someone else?
- No. The 2027 APAHE Conference has a NO SUBSTITUTION policy, and registrations cannot be transferred for any reason. If you cannot attend, you must cancel by the cancellation deadline.
Do I have to pay when I register?
- Payment by credit card at the time of registration is preferred.
- If you choose the invoice (pay-by-check) option instead, LEAP must receive your payment by March 24, 2027. See “Registration—Offline Payments” below for details.
How do I cancel my registration?
- Email your cancellation request to registration@apahenational.org
What is the deadline to receive a refund if I cancel my registration?
- Cancellation requests must be received by Monday, February 1, 2027, to receive a refund. Refunds are subject to a $100 cancellation fee plus Whova and Stripe processing fees. Cancellation requests received after February 1, 2027 are not eligible for a refund and you will be required to pay the full registration amount.
Is there an early-bird discount for 1-day conference attendance?
- No. The one-day rate is the same during every registration window.
I want to register a group, but I don’t have confirmed names for all attendees yet. Can I register using placeholder names (e.g., Student 1, Student 2)?
- No. Each registration must use the attendee’s actual name. Registrations with placeholder or duplicate names will be voided. We cannot hold registration spaces for anyone.
Will there be Onsite registration?
- ○ No. All attendees must register in advance. Registration closes depending on when maximum capacity is reached. Early registration is encouraged as we have historically sold out in recent years before the end of January.
How do I contact someone if I have additional questions about registration?
- <registration@apahenational.org>

Registration—Offline Payments

What are the registration windows?
- Opens = Sunday, November 1, 2026
- Early bird window ends = Monday, November 30, 2026
- Regular window ends = Sunday, January 31, 2027
- Late registration may be offered if tickets have not sold out as of January 31, 2027
I registered and requested an invoice. What happens next?
- Invoices will be sent starting November 6, 2026. You should receive your invoice from registration@apahenational.org within one week of registering. Make your check payable to LEAP (Leadership Education for Asian Pacifics) and mail it to: LEAP, 327 E. 2nd Street, Suite 226, Los Angeles, CA 90012. Please include your invoice number and registration with your check.
Can I request an invoice during the late registration period?
- No. The only accepted payment method during the late registration period, Monday, February 1 through Monday, March 15, 2027, is credit card. To pay by check, you must register and request an invoice before February 1, 2027.
What happens if my check does not include invoice numbers or registrant names?
- LEAP will apply the payment to any outstanding balances for the institution the check came from. To make sure your payment is applied to the correct registration(s), include all invoice numbers and registrant names with your check.
Why do I make my check payable to LEAP?
- APAHE has a partnership with LEAP (Leadership Education for Asian Pacifics) to process invoice registration payments for the APAHE Conference.
I chose the pay-by-check option, but the website is still asking for my credit card information. How do I complete my registration?
- Enter PAYBYCHECK in the discount code field. This changes the amount due at registration to $0, and the website may show your registration as “Free ” so that no payment is due at time of registration. This does not waive your fee: you will be invoiced for the full registration amount instead, and LEAP must receive your payment by March 24, 2027.
What is the deadline for check payments?
- LEAP must receive your check by Wednesday, March 24, 2027.
If I register during the early bird window but my check arrives later, do I still get the early bird rate?
- Yes. Your rate is based on the date you register, not the date your payment arrives.
What happens if LEAP does not receive my check by March 24, 2027?
- If you can provide confirmation that a check is enroute to LEAP, please send a copy to registration@apahenational.org. We will consider your registration as “paid”. If not, you will be required to complete a Payment Promissory Note (PPN) when you check in at the conference. On the PPN, you will provide a personal credit or debit card, contact information for your college or university’s fiscal officer, and contact information for your immediate supervisor.
How do I determine my rate?
- Student/Graduate = currently enrolled in an undergraduate (first degree), master’s, or doctoral program
- Professional = currently employed in a professional position and not enrolled in an undergraduate or graduate program
I received an invoice, but I need to pay by credit card. What should I do?
- Invoices can only be paid by check. If you need to pay by credit card instead, see “I initially requested an invoice, but now my institution only wants to pay by credit card” below.
I initially requested an invoice, but now my institution wants to pay by credit card. What should I do?
- You will need to cancel your original registration(s) and then submit a new registration with credit card payment, re-entering all of your information. Every cancellation is charged a $100 cancellation fee, so we recommend keeping the invoice option whenever possible.
I canceled my registration after receiving my invoice. How do I void the invoice?
- Email registration@apahenational.org with the following:
  - Subject line: APAHE Registration Invoice [Invoice Number], CANCEL
  - Your invoice number
  - Your name as it appears on your registration
- Remember, the cancellation deadline is February 1, 2027. Any cancellations made after this date will be required to pay the full conference registration amount.
My institution is paying for my registration. What happens if payment is not received before the conference begins?
- You will be asked to complete a Payment Promissory Note (PPN) at check-in, as described above.
- If LEAP has not received a check by April 30, 2027, the card provided on your PPN will be charged.
My institution requires a vendor form. Where should I send it?
- Email the form to registration@apahenational.org. LEAP (Leadership Education for Asian Pacifics) will complete it and return it to you.
I want to register a group, but I don’t have confirmed names for all attendees yet. Can I register using placeholder names (e.g., Student 1, Student 2)?
- No. Each registration must use the attendee’s actual name. Registrations with placeholder or duplicate names will be voided. We cannot hold registration spaces for anyone.
Why don’t you issue group invoices?
- Issuing an individual invoice for each registrant lets us tie every registration to its own invoice. This makes it easier to track payments, process cancellations or changes, and keep each attendee’s record accurate. Your institution can still pay for multiple registrations with one check.
How do I cancel my registration?
- ○ Email your cancellation request to registration@apahenational.org. The last day to request a refund is Monday, February 1, 2027.
What is the deadline to cancel and receive a refund?
- Cancellations must be received by Monday, February 1, 2027, to receive a refund. Refunds will be reduced by a $100 cancellation fee, STRIPE, and WHOVA Fees. If you cancel before paying your invoice, you will still be invoiced for the $100 cancellation fee as a result of the WHOVA transaction. Cancellations received after February 1, 2027, are not eligible for a refund.
Instead of cancelling, can I just transfer my registration to someone else?
- No. The 2027 APAHE Conference has a NO SUBSTITUTION policy, and registration invoices cannot be transferred for any reason. If you cannot attend, you must cancel by the cancellation deadline of February 1, 2027.
How do I contact someone if I have additional questions about registration?
- <registration@apahenational.org>

Silent Auction

Where will the proceeds from the Silent Auction be invested?
- Proceeds will go to support the 2027 Conference and for scholarships for the 2028 Conference.
How do I contact someone if I have additional questions about the Silent Auction?
- <silentauction@apahenational.org>

Volunteers

How do I sign up to be a conference volunteer?
- A formal Call for Volunteers will be sent out via the WHOVA portal to those who register. However, you may also email <volunteers@apahenational.org> to let us know that you are interested in volunteering
How do I contact someone if I have additional questions about being a conference volunteer?
- <volunteers@apahenational.org>

Whova

What is WHOVA?
- Whova is an all-in-one conference app platform where you can view the conference program, schedule, list of speakers, attendees, sponsors, exhibitors and network with everyone.
How do I download WHOVA?
- A link to the WHOVA app will be available as we approach the conference dates!
Can I navigate the conference without WHOVA?
- Yes, you can access the (limited) web version of Whova to view the conference program and agenda.
How do I contact someone if I have additional questions about WHOVA?
- <conference@apahenational.org>

Wifi

Will the sleeping rooms at the Oakland Marriott City Center have WIFI?
- WIFI in sleeping rooms will not part of the conference WIFI service.
- In room WIFI can be purchased with a room reservation and is free for Marriott Bonvoy Members.
Will the conference have WIFI in general/common spaces?
- Yes. The hotel lobby and meeting room are considered separate spaces with separate WIFI services. Both will be available to APAHE participants.
Will the conference have WIFI accessible in the breakout rooms for presenters?
- Yes, there will be a dedicated APAHE Conference WIFI for all participants and presenters that can be used for breakout sessions.
How do I contact someone if I have additional questions about conference WIFI?
- <conference@apahenational.org>