Frequently Asked Questions
AVAHO has provided the following Frequently Asked Questions to help prepare our members and industry partners for the 2025 Annual Meeting.
If you have any questions or concerns not covered below, please feel free to reach out to us.
Attending the Annual Meeting
All disciplines in the cancer care process are welcome to attend AVAHO. Because our content is veteran-focused, this meeting is most appropriate for professionals working with and for veterans with cancer or hematological disorders.
All attendees must be a member of AVAHO to attend (500 attendee limit). Not a member? No problem - join here! Membership is $75 annually. Existing members must have current dues paid for 2 consecutive years prior to registration.
AVAHO’s Annual Meeting is an in-person only event (no virtual option). Badges are required to enter meeting activities and sessions.
We have received national guidance regarding the attendance of federal employees at this year’s meeting. While we are confident in the guidance we have received, we encourage you to follow the guidance of your VA or VISN if it is provided to you. Please review the following before registering:
If you are a VA employee: AVAHO WILL ONLY OFFER TRAVEL SUPPORT TO MEMBERS USING ANNUAL LEAVE (AL) TO ATTEND. If you seek approval from your VA to attend AVAHO, or seek financial support from the VA to pay for registration or related fees, you will not be eligible to request travel support from AVAHO.
VA employees (non-presenting) can attend the AVAHO Annual Meeting WITHOUT seeking approval from their site, VISN, or program office, as long as:
- They are attending on annual leave (AL) or on off-duty time.
- They are using personal funds or AVAHO travel assistance to attend the event.
You do not need approval to attend using annual leave (AL). You are protected as a private citizen and AVAHO will not use VA-related identifying information on your conference badge or shared information. Because you will be assured attendance and eligibility for travel support, we highly recommend you attend using personal time.
AVAHO welcomes and encourages medical students, residents, and fellows to consider our Trainee Membership along with submitting an abstract for the 2025 Annual Meeting.
Trainees are eligible for free attendance and membership.
If you work for a pharmaceutical, equipment or other commercial company, or non-profit, you may not register as an AVAHO member or non-member. These registrations are only for practicing clinicians that are serving our veterans. Only exhibitors and IRC members may attend with proper registration.
If you plan to exhibit at our Annual meeting, and have not already registered to exhibit, we suggest that you register as soon as possible. We have a limited number of exhibit spaces still available on a first-come/first-serve basis. You may register to exhibit here.
Each exhibiting company will have a lead to manage individual exhibitor registrations. You should speak with your company lead about your desire to attend. Exhibitors receive a fixed number of badges according to sponsorship level. Please note that no individual industry badges will be sold and there is no industry registration at the door.
In addition to great oncological, hematological, and veteran-centered education (20+ CE hours!), you’ll have an opportunity to network and brainstorm with colleagues to share ideas and best practices.
You are encouraged to attend a Special Interest Group (SIG) breakout session to learn discipline-specific or topic-specific information.
Please note: Because AVAHO provides significant support for you attend our meeting, we ask that you attend 75% of conference activities. Rest and social time is built into the schedule for your convenience.
Dress comfortably (business casual) and wear comfortable shoes for walking! You may want to consider layers. It will be hot outside in Arizona in September. It will likely be chilly inside in the conference rooms and exhibit hall. The Welcome Reception will be outside, so we encourage you to plan your attire accordingly.
Registering for the Annual Meeting
For General Attendees (VA, DoD, Trainees):
CLICK HERE TO REGISTER FOR THE ANNUAL MEETING
For Exhibitors/Industry Partners:
CLICK HERE FOR EXHIBITOR REGISTRATION
Registration is $150 per person. Registration includes CE credits, meeting materials, welcome reception ticket, and meals.
Travel support (airfare, hotel) is available for AVAHO members on a case-by-case basis. Members can learn more about our travel policy and funding availability on our AVAHO Community platform.
Please note that travel support does not cover incidentals (travel-related meals, tips, transportation to/from the airport, etc.)
Please contact our Membership Director, Candy Crawford, for all registration questions, requests, and concerns.
Presenting at the Annual Meeting
Abstract presenters and speakers will receive further instructions through e-mail correspondence. Please contact our Education Director, Janice Schwartz, with any questions or concerns.
In lieu of a speaker-ready room, we highly encourage meeting with our AudioVisual (AV) team with ample time prior to your lecture to ensure the following:
- The correct version of your presentation slides are in our system and are operational
- A brief overview of how to use the provided AV equipment to prepare you for your talk to avoid any surprises on stage
- Any questions or concerns you may have can be addressed
The AV team will be stationed in the back corner of the meeting rooms. Please be sure to meet with them as soon as possible, ideally during breaks.
NOTE: If you are one of the first talks of the day, please meet with them prior to, or during, breakfast!
Transportation, Travel & Hotel
Please contact our Membership Director, Candy Crawford, for all travel questions, requests, and concerns.
In order to reserve a room using the AVAHO Hotel block, you must have your registration submitted and approved.
Once approved, details will be provided to you through e-mail correspondence. If you are sharing a room, you will need to add the name of your roommate at the time of acceptance. Please plan accordingly, as shared room reservations must match.
For questions regarding Approval status, please contact our Membership Director, Candy Crawford.
There will be an Exhibitor room block to accommodate our industry partners at a later date. Please wait for further instructions from our Industry Relations Director, JoAnn Wahl.
Once the Exhibitor room block is open, we encourage you to register early as there is limited space available on the Arizona Grand property.
AVAHO recommends you book adequate travel time to attend the beginning and end of the Annual Meeting. We recommend you plan to arrive Thursday evening (if you are attending Thursday's pre-conference workshop, please arrive Thursday morning before 11:00 AM) and leave Sunday after 1:00PM to allow time for all conference activities.
Please note that there is no AVAHO room block rate available outside of our meeting dates and pre-conference on Thursday.
Once your reservation has been completed, any changes must be made with the Arizona Grand Reservation team. Please contact them as soon as possible via their website or by phone below.
Arizona Grand Reservations:
P: (877) 800-4888
T: (602) 438-9000
If you are sharing a room and need to change your roommate, please contact our Membership Director, Candy Crawford. Your roommate must be registered and accepted to attend the Annual Meeting.
AVAHO has a set number of rooms available to its members and industry partners at the Arizona Grand on a first-come, first-serve basis. While we do not anticipate selling out of rooms, we encourage our members to make their reservations as soon as possible. AVAHO cannot guarantee, and will not be responsible for, availability dates or pricing outside of our room block.
Please contact our Membership Director, Candy Crawford, immediately if you have booked a room outside of our block.
AVAHO's Annual Meeting: You must notify AVAHO of any cancellation no later than midnight, September 5, 2025. Failure to notify us will be considered a "no-show" and may result in a fee, including the cost of your hotel room. AVAHO is not responsible for travel delays or other "Acts of God" incidents, such as weather events. Please contact us as soon as possible with any concerns or questions regarding our Travel Policy (located in the InfoHub and AVAHO Community platform).
If you are sharing a room, and your roommate cancels their registration, you must contact our Membership Director, Candy Crawford, immediately. We will attempt to find another roommate for you. If you decline to have a new roommate, you will be charged the single room rate of $125.00 per night.
Arizona Grand: Reservations are subject to a cancellation policy of 72-hours. Guests who notify the Arizona Grand within the 72-hour cancellation window or do not arrive on the scheduled arrival date will be charged one night’s room rate with tax.