ASTC 2025 Annual Conference
September 5–8, 2025
San Francisco Bay Area
Frequently Asked Questions
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General Questions
What are the dates of the 2025 ASTC Annual Conference?
Conference activities will begin on Friday, September 5 with preconference workshops, museum experiences, and special events. The opening event will be held on the morning of Saturday, September 6 in the Exhibit Hall. The conference will conclude on Monday September 8. See more information on the schedule overview.
What’s special about this year’s conference?
The ASTC Annual Conference always provides an opportunity to learn from and connect with professionals from around the world who share our commitment to engaging the public in science and technology. The need to connect is even more important this year, given the current period of change and uncertainty—so we hope that you will be able to join us as we come together as a community for ASTC 2025.
In addition to this valuable connectedness, attendees will experience all of the valuable sessions, experiences, and networking they have come to expect at the ASTC Annual Conference. This year’s event is also notable for a few exciting reasons:
- This is our first conference on the West Coast since 2017, and our first ever in the city of San Francisco.
- We have eight host museums representing the full range of our science center and museum membership, and there are more opportunities to get out and explore these museums than ever before.
- In response to attendee feedback, we’ll have more experiences than ever before in our Exhibit Hall including hands-on and experiential learning opportunities, shows and performances, more networking spaces and events, and more.
Will I be able to obtain Continuing Education Credit?
No, ASTC does not offer CE credits.
How do I become a volunteer?
Our consortium of host museums are responsible for selecting and assigning volunteers through their networks; if additional opportunities are available, ASTC will share those with attendees.
What forms of payment will be accepted on site?
All on-site transactions with ASTC (including registration payments and ASTC 2026 exhibit booth purchases) will be cashless and must be paid via credit card, check, or ACH. This requirement applies to transactions with ASTC and doesn’t necessarily apply to all vendors at the conference (including those at Moscone Center).
How do I become a volunteer?
The host institutions are responsible for selecting and assigning volunteers through their own network.
Are there accommodations for people with disabilities and those requiring special assistance?
We ask about needed accommodations as part of the registration process. If you require special assistance, auxiliary aids, or other reasonable accommodations to fully participate in this event, please indicate during registration or email conference@astc.org. Information regarding disabilities and special assistance will remain confidential.
What health and safety precautions does ASTC encourage for participants?
As always, ASTC prioritizes the health and safety of our community. We encourage all conference participants to practice good health and hygiene practices everywhere they go, including staying home when sick, keeping up-to-date with vaccinations of all kinds, monitoring the local public health situation, testing for COVID-19 as warranted, and frequently washing your hands. We also encourage anyone to wear a well-fitting mask, especially if you are part of a sensitive group.
Does the convention center have a nursing room?
ASTC does not provide childcare services during the conference. Attendees requiring assistance with childcare should contact their hotel concierge.
Will my photo be taken during the conference?
Yes, Moscone West hosts a Mamava Suite on Level 2 near Room 2024 (download the mobile app to unlock the suites). See additional information on the Moscone Center website.
Can my group host a meeting or event at the ASTC Annual Conference?
As the premier gathering of science engagement professionals worldwide, the ASTC Annual Conference is a great opportunity to convene your network for a meeting or event. ASTC traditionally allows selected groups to host meetings or other events during the Annual Conference, including at the convention center and at conference hotels. Please note that all costs for these events will be the responsibility of the organizer. Stay tuned for additional information or contact us at conference@astc.org with any immediate questions.
Will the attendee list be shared with others?
As part of registration, you can determine which information will be shared with other conference attendees. ASTC does not work with any third-party list broker. Please do not engage with and/or acquire/purchase any list from any company claiming to have access to the ASTC conference database, attendees, or contact information; even responding to these inquiries may put your and others’ information at risk.
Registration Questions
What are the registration fees?
Complete information about registration is available on the registration page.
Who is eligible for the member rate?
The ASTC-member registration rate is available to individuals currently affiliated with an ASTC-member organization in good standing, as indicated in your myASTC profile. This includes full-time and part-time staff at the organization, committed volunteers (including board members), and close partners.
If your organization is not currently a member, we invite you to join as a Science Center and Museum Member or an Allied Member. Joining and paying your membership invoice will give you immediate access to the conference registration discount. See complete information about ASTC membership.
What if I need to cancel my registration?
All cancellations must be made in writing to conference@astc.org. Cancellations received on or before July 21, 2025, are entitled to a full refund of registration and event fees. Cancellations received July 22–August 25, 2025, will be subject to a $200 cancellation processing fee. No refunds will be granted for cancellations for conference registration and/or optional event add-ons after August 25. Cancelled registrations cannot be credited to a future conference.
What if I am registering someone else?
Before beginning a registration for another person, please review the registration PDF to ensure that you have all the information needed to complete a registration. You will register the individual with their email address. The payment and confirmation email will be sent to the email address used for the registration.
What if I am registering for the Trustees and Executives Program or have questions?
For more information about the Trustee track, please contact trusteesprogram@astc.org.
Travel Questions
Where should I stay while attending the conference?
ASTC has contracts with several hotels adjacent to Moscone West, where most activities will be held, offering special discounted rates to conference attendees. Please see the hotel information page for details about conference hotels and to book your stay.
We strongly encourage you to book as part of the conference room block. ASTC has negotiated these rates to ensure an affordable stay in San Francisco, and the hotels are conveniently located for conference activities.
I am an international attendee. How do I obtain a visa?
We encourage you to apply for a visa as soon as possible, as you can expect the process to take several months. Most visitors, except those who are citizens or nationals of countries designated under the Visa Waiver Program, will need to complete an interview and security checks in your home country. To apply for a nonimmigrant visa, you will generally need a passport valid for at least six months beyond your period of stay, a completed application, a photo, and applicable fee payment. To facilitate this process, ASTC can provide a letter of invitation once you register for the conference (see below). See U.S. Visa information on the Department of State website for the most current information.
How do I obtain a formal invitation letter to submit with my visa application?
You may require an invitation letter to obtain a visa to attend the 2025 ASTC Annual Conference, which can be requested as part of completing your conference registration.
Exhibitor and Sponsor Questions
How can I become an exhibitor or sponsor for the conference?
ASTC provides a number of exhibitor and sponsorship opportunities to support the conference and raise the profile of your organization in our community of science and technology centers and museums and other organizations committed to engaging the public in science. Learn more about exhibitor and sponsorship opportunities.
Do I have to register for the conference if I am an exhibitor or sponsor?
Yes, all exhibit staff and sponsors must submit an individual registration for the conference, whether as part of the complimentary registration that comes with the booth or sponsorship or as an additional registration. Each 10′ x 10′ exhibit booth includes two complimentary, full-conference registrations, and additional registrations can be purchased separately. Registration details will be sent after your booth or sponsorship sale.