FAQ
Registration
What time does registration begin?
Registration will begin on a Friday, February 14, 2025 at 1:00PM Eastern / 10:00AM Pacific. Please note the time zone.
Can I register by phone?
No. Registration is through the online form that will become available in February 2025.
What is the registration fee?
Registration rates will be posted on the Registration page.
Do I have to be a LOEX member to register?
No, but it definitely helps. LOEX members have registration priority. Of the roughly 200 registration spots that will be made available, only 10 will be reserved for non-members. Additionally, if there is a wait list, LOEX members will be placed at the top.
How can I save on registration?
Registration rates are cheaper for participants from LOEX member institutions. If you are not certain of your membership status, please just register. Membership issues can usually be resolved after registration. If you have any questions, please contact contact@loex.org. Reduced registration rates are also available for graduate students in MLIS programs.
After registering, when should I receive my first communication from LOEX?
***Not counting the auto-generated confirmation email***, LOEX will send an initial "Welcome" email to everyone who has registered by the first week of March. This email will cover a few LOEX items (e.g., pre-conference workshop registration; breakout session interest survey). If you have not received this email, please a) check your spam folder and b) "white list" the email address attendees2025@loexconference.org to help ensure you receive future emails.
When is registration payment due and what are accepted forms of payment?
Conference registration payment is due by Monday, April 14, 2025. No payment is due at the time of registration. Registration can be paid by check (via mail) or credit card (via mail, fax, phone or online payment).
Is there a registration deadline?
There is no registration deadline, but we recommend that you register as soon as possible. Space is limited and this is a popular conference. Registration spots typically fill quickly, often within the first day.
If I am unable to attend, what is the cancellation policy?
The last day to request a refund will be Thursday, May 1, 2025.
How do I know if I'm registered? Then, how do I know if I have paid?
You should receive an automatically-generated email confirming your registration; you may print off this registration confirmation email for your records. Be sure to check your spam/junk folder if you do not remember receiving the confirmation email.
You should also receive a receipt once you have paid. Again, please check your email folders carefully in case it has been sent to a junk or spam folder.
Where can I pick up my badge?
You must register for the conference in advance through the online registration form. Beginning at 12:30 p.m. (Eastern) on Thursday, May 15, 2024, you may pick up your name badge and conference materials at the conference registration and information table at the Marriott in Naperville, IL.
You should also receive a receipt once you have paid. Again, please check your email folders carefully in case it has been sent to a junk or spam folder.
COVID-19 Planning
Will the LOEX conference be held in-person?
LOEX is planning on hosting its 2025 annual conference in Pasadena, CA at the Pasadena Convention Center on May 15-17, 2025. We continue to monitor COVID-19 developments -- particularly the recommendations of federal, state, and local health officials about events and travel -- and will post updates on this webpage about the conference’s modality as needed.
What COVID-19 safety strategies will LOEX employ for the conference?
LOEX does not currently plan on requiring attendees to wear masks to attend the conference. Conference attendees recognize that this recommendation may be changed by LOEX to be an attendance requirement if 1) health directives from local, state or federal authorities require or strongly recommend masks or 2) local academic institutions are requiring masks in classrooms and similar indoor public spaces.
For an in-person LOEX 2025, will there be any conference activities online?
We have no plans to offer synchronous conference activities online; our planning committee’s focus will be on making sure the in-person sessions are as successful for presenters & attendees as possible. We do plan to record a small number of sessions for later viewing by conference attendees (as we have done in previous years), and intend to share a portion of those with all LOEX members after the conference.
Travel & Local Information
How do I get from the airport to the conference in Pasadena?
Conference attendees are responsible for making their own travel arrangements. Check out our Hotel & Travel page for options. Please note that any links are provided as a convenience for the participants, rather than as an endorsement of any particular transportation option.
What's near the conference hotel & the convention center? Are there sightseeing activities during the conference?
We will have "dine-arounds" on both Thursday and Friday night, which are optional, organized dinners at local restaurants, which will allow us to sample the local area and restaurants. Additionally, we will likely have an organized pre-conference activity to see a local attraction. Check the Program page for updates & details.
Beyond that, we encourage you and your guests to see the city and surrounding area, including Pasadena City Hall (featured in the TV show Parks and Recreation) and world-renowned Norton Simon Museum. Please note that the conference organizers will not make sightseeing plans for conference attendees or their guests, but the hotel concierge is available for assistance.
Other
Do attendees have to select & confirm with LOEX what breakout sessions they plan to attend ahead of time?
No. Conference-goers are free to attend whatever breakout session they want without signing up or confirming a spot ahead of time.
When will the session schedule be posted for the online conference?
The session schedule will be sent to presenters by early/mid-April 2025.
It will be posted on the Program page by the third week in April (though a list of sessions will be posted by early February).
When will the conference end?
The conference ends after the last breakout session on Saturday, May 17, 2025. There is unlikely to be a final wrap up session. See the conference schedule for the complete times.
Will the the conference be recorded?
We do plan to record a small number of sessions for later viewing by conference attendees (as we have done in previous years), and intend to share a portion of those with all LOEX members after the conference.
Does the LOEX Conference have a code of conduct?
Yes. It can be found here.
Who do I contact if I have any questions or concerns before the conference? During the conference?
If you have questions or concerns before the conference, please contact the appropriate person from the contact list.
While at the conference, it is best to contact the director of LOEX, Brad Sietz. LOEX is committed to ensuring an informative, productive, and fun yet professional conference for all attendees, so if there is anything that needs to be done to ensure that, do not hesitate to let us know.
Where can I found out about the underrepresented groups scholarship?
Information regarding that scholarship is available here.
Can I earn academic credit for attending?
Academic credit is not available for attending the LOEX conference.