By now you've got all the details about the conference theme and some of our preparations for ICA's 75th anniversary (though there are still some surprises in store!), but I know many of you have logistics issues to work out before you make your plans. We'll have an extensive FAQ available on the conference site by mid-September, but for now, here are the basic planning details:
LOCATION & DATES
This year we will be in scenic Denver, Colorado, USA, with sessions at both the Hyatt Regency (our headquarters) and the Grand Hyatt, which are 2.5 blocks (0.2 miles) apart. The conference dates are Thursday, 12 June to Monday, 16 June 2025.
FORMAT
ICA25 will feature:
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700+ in-person sessions
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23 to 70 ICA-wide hybrid sessions, completely supported by professional A/V tech personnel. This includes the opening plenary, presidential address, Fellows' sessions, Theme sessions, interdivisional sessions, and more. The number of additional interdivisional and theme sessions we have beyond the standard ICA-wide sessions will be determined once submissions close on 1 November.
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Three in-person poster sessions, hosting 90 posters total, with an ICA-Wide Top Poster competition each day
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Blue Sky Workshops, a Student and Early-Career track, satellite events, receptions, DIG business meetings, curated tours, etc.
Divisions and interest groups will not independently accept remote presentations this year; all DIG presentations will be in-person only. Those who will need to present remotely should submit their work to either the theme or the interdivisional section, both of which will present hybrid sessions along with all ICA-wide sessions.
VENUE/HOTEL
The two Hyatts and three overflow hotels we currently have booked are all within one 0.3 mile (3.5 block) square block. This is a comparable but slightly shorter distance than it was to travel between the Star and the convention center in Gold Coast last year. Two-thirds of the sessions are at the Hyatt Regency with the other third at the Grand Hyatt. The other three hotels only have sleeping rooms and no sessions.
HOTEL BLOCK
The room block will be handled the same as in prior years. We will make the booking site link available in early March 2025:
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Day 1: to Tier B & C/Global South pre-registrants (who registered before the cutoff date)
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Day 2: to Tier A pre-registrants who registered before cutoff
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Day 3: to all those who have registered
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Day 4: open to all
Hotels sign a "lowest rate" clause, meaning that they cannot legally offer rooms at a lower rate than what we have negotiated, even to discount sites.
There are rental options in Denver and you are welcome to use those, but you book at your own risk; ICA cannot help you cancel your reservation at an offsite property. We receive messages every year from attendees requesting assistance because their AirBnb was canceled by the host at the last minute, or was locked, dirty, or unsafe, or didn't have running water when they arrived. Regardless of what you choose, we highly recommend you procure travel insurance from Allianz or another reputable agency to cover your flights, lodging, etc.
HOTEL RATES
ICA's heavily discounted rates apply for three days before and after the event dates. Please note that it is not customary for American hotels to include breakfast in their nightly rates; the rates below do not include breakfast. All of the hotels in our block this year allow pets (fees and restrictions vary); none of the properties currently contracted offer kitchenettes. Please note that you must wait and book through ICA's booking site to get the rates below.
HYATT REGENCY DENVER CONVENTION CENTER (Headquarters hotel, hosts ⅔ of sessions including all ICA-wide sessions)
Corner of 15th and Welton
Standard single/double occupancy US $206, triple $221, quad $236. Rates include wifi.
Upgrades are available but are not in the block; request when reserving.
GRAND HYATT DENVER (hosts ⅓ of sessions)
Corner of 17th and Welton
Distance from Regency: 0.2 miles/ 321 metres/ 2 blocks
Standard single/double occupancy US $206, triple $221, quad $236. Rates include wifi. Upgrades are available but are not in the block; request when reserving.
MAGNOLIA (Tribute Portfolio by Marriott Bonvoy)
17th and Stout
Distance from Regency: 0.3 miles/ 480 metres/ 3.5 blocks
Standard single/double $206. Wifi and tax included.
ALOFT (Marriott Bonvoy)
15th and Stout
Distance from Regency: 0.16 miles/ 280 metres/ 1.5 blocks
Standard single/double $199. Wifi and tax included.
POPULUS - the first carbon-positive hotel in the U.S.
14th and Court
Distance from Regency: 0.3 miles/480 metres/3.5 blocks)
Standard Queen or King $239. Wifi and tax included.
No resort fees or other service charges are applied if in the ICA block.
Please note that the Populus has a unique design and is environmentally focused and carbon positive - because of the design, they have very few rooms that work with a two-bed configuration (please see the link for photographs of the rooms), so this is not the property to pick if you are planning to have a roommate.
ACCESSIBILITY & INCLUSION
As in recent years, the ICA 2025 Conference will include:
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Accessible sleeping rooms available for booking in all hotels
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Personalized accessibility assistance from ICA staff, who will work with our providers to obtain what you need (please indicate your need for services when you register)
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Non-alcoholic beverage options easily accessible at all ICA-sponsored events via separate bars
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Provision of a 'Quiet Room' throughout the conference and a religious observance room
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Gender-neutral restrooms and medically-accessible single-stall restrooms throughout both venues
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Wheelchair accessibility in every ICA-utilized area of both Hyatt properties
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A private 'family room' for attendees with infant-related needs (nursing parents, refrigerated storage for breastmilk, etc)
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Availability of ICA-subsidized childcare through our accredited provider during conference hours, including free childcare for student parents
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More information on details of our accessibility and inclusion offerings will be provided in our FAQ and in our Accessibility & Inclusion page, both due soon within our ICA25 mini-site.
TRAVEL GRANTS
ICA gives out over US$75,000 each year via the Michael Haley Travel Fund. There are also waivers and grants available through each of the 33 divisions and interest groups (for these, contact the DIG officers directly for their guidelines). The application for travel grants will open when paper acceptances go out on 15 January.
VISAS
Once your submission has been accepted, you can download a personalized acceptance letter from the submission system with all the information you need to apply for your visa. The ICA25 FAQ page (which will go live by mid-September) will have more details on what information to gather and best practices for applying for a US visa, what type to apply for, what to expect, and what to bring with you on your person when you travel. While ICA's seven-person staff is too small to personally assist thousands of members with their individual visa applications, we do all we can to prepare you with everything you'll need in advance to set you up for an easy process and a quick acceptance.
NEED-TO-KNOW CONFERENCE DATES (all deadlines at noon Headquarters time):
August 8-30 Pre- and postconference proposals and Regional Hub proposals
September 9 Pre and postconference and Regional Hub decisions
September 3 Paper Submission Period opens
November 1 Paper Submission Period closes
January 15 Submission results; registration opens; travel grants open
January 31 Last day to register to qualify for early housing block access
March 3 Housing block opens to first groups of early registrants