Conference/Event

What are the dates of the event?

September 17, 2025: Committee Meetings
September 18, 2025: optional Pre-Conference Sessions: Executive Directors' & Registrars' Summit and Member Board Training
September 19 - 20, 2025: Annual Meeting & Conference

Where is the event located?

The Annual Meeting & Conference is in vibrant Cincinnati, Ohio.

The Westin Cincinnati
21 E. 5th Street
Cincinnati, Ohio 45202
513.621.7700

Registration

How do I register?

On our Welcome Page, click on the green Start Registration button. Once you have completed all the required information, click the green Complete Registration button to finalize and submit your registration.

What is the last day I can register?

For in-person attendance, registration closed August 15, 2025. You must contact AAVSB Member Services after this date for accommodation.
Virtual registrant registration closes September 8, 2025.

Can I make changes to my registration after submitting?

For any changes you need to make after you’ve submitted the form please click the “Already Registered?….” area and then, after logging in, you will see everything previously entered.

To modify your hotel reservation, contact AAVSB Member Services at annualmeeting@aavsb.org.

What is the cancellation policy?

If you are no longer able to join us, email us at annualmeeting@aavsb.org to cancel your registration.

Whom should I contact if I have special dietary needs or allergies?

Please list any special dietary needs or allergies in the Special Requests section while registering for the conference.

Will there be an option to register for virtual attendance?

All education sessions will be held live in person and recorded for post-event release but will not be broadcast via Zoom. All Business Sessions will be held as hybrid sessions and broadcast via Zoom to allow Voting Delegates, Alternate Delegates and other Member Board Members to participate. Please send an email to AAVSB Member Services at annualmeeting@aavsb.org with any questions.

What are the onsite registration location and hours?

Early registration begins at 7 a.m. EDT on Wednesday, September 17th. Please see the Agenda page to find up-to-date registration availability.

The event registration desk is on the third floor of the hotel. Take the escalators from the second floor to the third floor- Registration is located right there in the Gibson Foyer. It will be open from 7am - 6pm ET on Wednesday & Thursday, September 17 & 18, and from 7am - 4pm ET on Friday & Saturday, September 19 & 20.

HOTEL INFORMATION

How do I get to the hotel from the airport?

Various methods of ground transportation are available including public buses, Lyft, Uber, Wridz, zTrip Taxis. For additional information, visit the Cincinnati/Northern Kentucky International Airport website.

Rideshare & Taxi Service Pickups: Follow signage to Ground Transport East on the Baggage Claim level.

What time is check-in and check-out?

Check-in begins at 4 p.m. EDT and check-out is at 11 a.m. EDT.

The hotel wanted my credit card but I’m a funded attendee [delegate/committee member/speaker/legal counsel/etc].

All attendees will be asked for a credit card for incidentals. Room and taxes are on the AAVSB account for funded attendees.

Where do I park at the hotel?

Valet parking is available for $48 + tax overnight and self-parking is available for $21 + tax overnight.

BUSINESS SESSION

I am a voting or alternate delegate. What is my role?

Materials and additional information can be found on the Delegate Information page.

What positions can I run for?

Refer to the Nominating Committee Report.

Can I leave early?

Per the Funded Delegate and Funded Legal Counsel Policy, attendance of the full meeting is required. Exceptions are considered on a case-by-case basis based on the reason.

MISCELLANEOUS INFORMATION

What is the dress code/attire for the conference?

Business casual attire is recommended during the conference and casual attire for all social events. A jacket or sweater is recommended for your comfort during the sessions.

What amount of Continuing Education (CE) credits will I receive for attending?

Note: you must stay for the full session to receive full credit. Partial credit will be assigned for those leaving early.

Member Board Training, Thursday September 18, 8:00am-5:00pm: 5 hours

Education Sessions, Friday September 19, 1:00pm-5:15pm: 4 hours

Education Sessions, Saturday September 20, 1:00pm-5:00pm: 4 hours

What expenses are reimbursable?

See the applicable policy. If you are a funded attendee, see here for Reimbursement instructions.

Will you be offering professional headshot portraits this year?

Yes. Our photographer will be set up in the Gibson Foyer on Friday and Saturday during breakfast, lunch, and breaks to take professional headshots.

Can my guest also eat meals provided at the conference?

No, meals provided at the conference are for registrants only. Dinner and drinks are included for registered Attendee Guests of the Friday Evening Event.

My guest or spouse is attending with me. Can they attend the conference?

Only registered attendees may attend the conference. Guests are invited to the Friday Evening Event with a fee of $60.00. Please visit the AAVSB registration desk ASAP if you still need to register your guest for the Evening Event.

Can I add a guest for the Friday Evening Baseball game?

Yes, we will have a few additional tickets available for purchase. Adult guests will be $60 and child guests will be $25. This includes a ticket to the baseball game, food and 2 beverages, and access to both our indoor and outdoor reserved spaces. Check with the staff at the Registration desk for more info.

I didn't RSVP for the Wednesday Evening Exams Dinner. Can I still attend?

There will be a limited number of additional spaces available for this event. Check in with the Registration desk staff. Guests are not allowed for this event.

How do I access the event Wi-Fi?

You can sign into the Hotel Wi-fi with your room number once you are checked into the hotel. A separate Wi-Fi access will be provided for use during the AAVSB meetings, and provided at the Registration desk.

I emailed Frosch Travel Agency and they didn’t respond.

Frosch does not monitor emails over the weekend. Call 844.610.8175 for assistance.

How do I get involved and support fellow veterinary regulators in the interest of public protection?

The AAVSB has numerous opportunities for involvement! Visit the AAVSB website volunteer page to learn more.

If I have any additional questions, whom should I contact?

If you have any further inquiries or need assistance, please don't hesitate to reach out to Member Services at annualmeeting@aavsb.org. Our team is here to help address any concerns or queries you may have.