AFWA Annual Meeting Frequently Asked Questions (FAQ's)

First time to the AFWA Annual Meeting? Check out the answers to our frequently asked questions!

• ​General FAQ’s: AFWA Annual Meeting
• FAQ’s Related to Committee/Subcommittee/Working Group Meetings
• ​FAQ’s: Specific to the 114th AFWA Annual Meeting

 

General FAQ’s: AFWA Annual Meeting

1. I’M NOT SURE WHERE MY MEETING IS, WHO DO I ASK?

• ANSWER: Go to the Whova App for the AFWA Annual Meeting.  Go to the Agenda Tab (bottom of home page). Select the meeting you’re inquiring about; the location is listed.  The Floormap is available under ‘Additional Resources’ on the Whova App (AFWA Annual Meeting) home screen.  If you’re still having trouble, go to the meeting registration desk and ask for assistance.  

2. I’M HAVING TROUBLE WITH THE WI-FI OR OTHER TECHNICAL ISSUES.  WHO DO I CONTACT?

• ANSWER: For Wi-Fi issues, first go to the Whova App for the AFWA Annual Meeting and select ‘Wi-Fi’ under the ‘Additional Resources’ section on the home page for instructions as to who to connect to the Wi-Fi.  For any other issues, or for other Wi-Fi issues, please go to the meeting registration desk and ask for assistance.  

3. THERE AREN’T ENOUGH CHAIRS IN A ROOM FOR A MEETING. WHO DO I ASK?

• ANSWER: For any meeting room issues, please go to the meeting registration desk and ask for assistance.  

4. I NEED TO MAKE A SIDE MEETING. HOW DO I SCHEDULE A ROOM?

• ANSWER: If you know you need a side meeting space prior to the start of the AFWA Annual Meeting, you can email Delaney Event Management at [email protected] and request a meeting space. Provide all the information you can: date, time, number of people expected to attend, etc.  If this meeting is ad hoc, after the meeting has started, go to the meeting registration desk and ask for assistance from Delaney Event Management staff.  

5. THERE’S A ROOM OR TIME CHANGE FOR A MEETING. HOW DO I NOTIFY EVERYONE?

• ANSWER: Notify Delaney Event Management staff at the meeting registration desk. They will update the meeting information in the Whova App, push out a notification via the app, and will make the appropriate signage to direct attendees. 

6. CAN I ATTEND ONE MEETING FOR PART OF THE TIME AND THEN GO TO ANOTHER MEETING? OR DO I NEED TO CHOOSE ONE AND STAY THERE THE ENTIRE TIME?

• ANSWER: You can attend multiple meetings during the same time slot.  We do ask that you try to minimize any disruption when leaving or entering a meeting that is in session.

7. WHERE DO I GET DRINK TICKETS?

• ANSWER: When drink tickets are available, there will be AFWA and/or Delaney Event Management staff at the door entrance handing out tickets at the beginning of the social event. Note: not all social events will have drink tickets.

8. WHAT IS THE DRESS CODE FOR THE MEETING?

• ANSWER: Business attire is expected. Evening social events are casual/business casual attire, except the AFWA Annual Awards Banquet which is business/semi-formal attire.

9. WHAT IS THE DRESS CODE FOR SPECIAL EVENTS?

• ANSWER: The AFWA Annual Awards Banquet is business/semi-formal attire. Other evening social events are casual/business casual attire. Committee meetings are business attire.

10. WHAT IS THE CANCELLATION POLICY IF I GET SICK OR NEED TO CHANGE MY PLANS?

• ANSWER: Cancellation requests received by the Monday prior to the start of the AFWA Annual Meeting will be refundable less a $50 administrative fee. Cancellation requests received after that date will not be refunded but substitutions will be allowed.  To request a refund, call 802-865-5202 or email [email protected].  The registration cancellation policy can be found here: https://www.afwaannualmeeting.org/registration.html 

11. HOW CAN I FIND THE DATE AND LOCATION FOR NEXT YEAR’S MEETING?

• ANSWER: Future meeting location and dates can be found here: https://www.afwaannualmeeting.org/upcoming-meetings.html 

 

FAQ’s Related to Committee/Subcommittee/Working Group Meetings

​1. WHO IS ALLOWED TO ATTEND?

• ANSWER: Attendees include key decision makers in the field of fish and wildlife, including; directors, assistant directors, program managers, and others involved in fisheries, wildlife habitat, law enforcement, legal affairs, industry, as well as public affairs (information and education) from fish and wildlife agencies and conservation groups from all 50 states, U.S. Territories, Canada and Mexico.

2. IF I’M NOT SOMEONE WHO IS AN EXPERT OR FAMILIAR ON A MEETING SUBJECT, BUT AM INTERESTED IN THE MATERIAL/SUBJECT, CAN I ATTEND?

• ANSWER: Absolutely!  If it is NOT an Invitation Only meeting, all are welcome (and encouraged) to join and participate in meetings.  

3. WHERE ARE WE ALLOWED TO SIT (OR SHOULD WE SIT)?

• ANSWER: In most cases (exceptions include the Executive Committee, Business Meeting, invitation only meetings), ALL ATTENDEES, including non-committee members, are strongly encouraged to sit at the main table(s) so everyone can be seen and heard during the meeting.  

4. WHO IS ALLOWED TO PARTICIPATE IN MEETINGS? (THIS INCLUDES ASKING QUESTIONS, EXPRESSING OPINIONS, ASKING FOR BACKGROUND/CLARIFICATIONS)

• ANSWER: ALL ATTENDEES (including non-committee members) are encouraged to fully participate in meetings.  Exceptions will be when the Chair of the meeting asks for a committee member only vote.  

5. WHO CAN VOTE?

• ANSWER: The Chair will provide clarification. If they do not, then request clarification.  If the chair is looking for the opinions of those in attendance, then all can vote. If the Chair is looking for a vote on an official Action Item, then they may ask for a Committee Member Vote.

6. WHAT IS THE EXPECTED ETIQUETTE?

• ANSWER: Good etiquette includes being on time, staying attentive, being an active listener, giving others the opportunity to speak, be respectful, ask clarifying questions, and turning your phone on silent.   Following proper etiquette helps ensure everyone in the meeting can communicate effectively and understand each other.

7. HOW CAN I FIND OUT IF I’M A MEMBER OF A COMMITTEE? 

• ANSWER: The official list of Committee Members can be found here: https://www.fishwildlife.org/afwa-acts/committee-rosters-charges-handbook. There is no official list of working group or subcommittee members. 

8. WHERE CAN I FIND AGENDAS?

• ANSWER: Agendas can be found on the Whova App for the AFWA Annual Meeting, and on the AFWA website on each of the appropriate committee, working group, subcommittee pages found here: https://www.fishwildlife.org/afwa-acts/afwa-committees.  Agendas are generally posted ~ one month prior to the AFWA Annual Meeting on the AFWA website.

9. WHERE IS THE PROCESS FOR REQUESTING A TOPIC FOR AN AGENDA?

• ANSWER: Contact the chair and/or the assigned AFWA Staff of the meeting to request a topic for that meetings agenda. The Chairs and assigned AFWA Staff can be found on the AFWA website on each of the appropriate committee, working group, subcommittee pages found here: https://www.fishwildlife.org/afwa-acts/afwa-committees.  

10. WHERE CAN I FIND NOTES OR SUMMARIES OF PREVIOUS MEETINGS?

• ANSWER: Notes or summaries of previous meetings can be found on the AFWA website on each of the appropriate committee, working group, subcommittee pages found here: https://www.fishwildlife.org/afwa-acts/afwa-committees.  

11. IS THE AFWA EXECUTIVE COMMITTEE MEETING AN OPEN OR CLOSED MEETING?

• ANSWER: The Executive Committee Meeting is OPEN to all attendees, unless otherwise noted on the agenda.  

 

​FAQ’s: Specific to the 114th AFWA Annual Meeting

1. WHAT EVENTS SHOULD I ATTEND IF I’M A FIRST TIMER?

• ANSWER: Here is a list of events/meetings that all first timers are encouraged to attend (in chronological order):
  • First Times Meeting & Greet [Sunday: 3:30pm - 4:15pm]
  • Women in Wildlife Conservation Network Walk and Social Hour [Sunday: 4-6pm]
  • Sip, Graze and Gather Social [Sunday: 5:30pm – 7pm]
  • Plenary Session [Monday: 8 – 9:45am]
  • Welcome Dinner Event at Garver Feed Mill with optional early visit to Olbrich Botanical Gardens [Monday: 6 – 9pm]
  • Bats & Brews: Informal Social Hosted by AFWA Bat Working Group [Tuesday: 5 – 6:30pm]
  • Cocktail Reception with Exhibitors [Tuesday: 6 – 7pm]
  • AFWA Awards Banquet [Tuesday: 7 – 9pm]
  • AFWA Business Meeting [Wednesday: 1:30 – 4:30pm]
  • President’s Reception [Wednesday: 6 – 7:30pm]
• NOTE: don’t forget to check out and register for any Workshops that may be interesting to you! They are OPEN to ALL and are FREE!  Registration may be required/requested.
  • Workshop on Inclusive Recruitment & Retention of Agency Employees [Sunday: 12:30 – 4:30pm]
  • Workshop: Increasing Access & Inclusion for Wildlife-related Recreationists with Disabilities [Tuesday: 8 – 10am]

2. WHAT ARE SOME GOOD NETWORKING OPPORTUNITIES? 

• ANSWER:  Any of the social events and workshops are great networking opportunities.  
  • First Times Meeting & Greet [Sunday: 3:30pm - 4:15pm]
  • Women in Wildlife Conservation Network Walk and Social Hour [Sunday: 4-6pm]
  • Sip, Graze and Gather Social [Sunday: 5:30pm – 7pm]
  • Welcome Dinner Event at Garver Feed Mill with optional early visit to Olbrich Botanical Gardens [Monday: 6 – 9pm]
  • Bats & Brews: Informal Social Hosted by AFWA Bat Working Group [Tuesday: 5 – 6:30pm]
  • Cocktail Reception with Exhibitors [Tuesday: 6 – 7pm]
  • President’s Reception [Wednesday: 6 – 7:30pm]
  • Workshop on Inclusive Recruitment & Retention of Agency Employees [Sunday: 12:30 – 4:30pm]
  • Workshop: Increasing Access & Inclusion for Wildlife-related Recreationists with Disabilities [Tuesday: 8 – 10am]

3. MEALS?

• ANSWER: Dinner will be served at the Welcome Dinner [Monday: 6 – 9pm] and the AFWA Awards Banquet (registration required] [Tuesday: 7 – 9pm].  Other meals are sponsored events and are therefore often invitation only meals, as noted on the schedule.  Meals will be on your own.  Hors d'oeuvre appetizers will be available at some other social events.

4. WHERE CAN I FIND A LIST OF MEETING ATTENDEES?

• ANSWER: This is only available through the Whova App for the AFWA Annual Meeting.  There is an ATTENDEES tab at the bottom of the Whova home page. 

5. HOW CAN I GET TO AND FROM THE AIRPORT TO THE MEETING LOCATION?

• ANSWER: Dane County Regional Airport (MSN) is minutes from downtown Madison and offers more than 95 daily arrivals and departures. You can catch an Uber/Lyft or taxi from the airport.  Hilton Madison Monona Terrace and Embassy Suites do not offer a shuttle service to and from the airport.  Best Western Premier Park Hotel does offer a free shuttle service, to MSN Airport only, hours 7:30am to 10:30pm.