• Dietary information: We ask you about your dietary needs in the registration process to ensure we have enough meals for lunch and networking events, so please make sure you don't miss this part of your registration! We will have options for vegetarians, vegans, and those requiring gluten-free foods at each break and luncheon at the convention center. We cannot guarantee cross-contamination or further specific requests. Please use the registration form to let us know about your needs or any additional dietary concerns.
  
  
• Editing or adding to registration: You can view or modify your registration at any time. Once you're logged in, select Modify Registration. If you run into any issues updating or adding to your registration, contact us at meetings@culturalheritage.org.
  
  
• Reminder: one lunch ticket comes with your registration, but you will need to select it.
  
  
• Online Community: when you register for the meeting, you're automatically added to an online community where you can find timely updates about the program and connect with other attendees.
  
  
• Offered Add-Ons: you can choose to add a tote bag, printed program, or several other AIC/FAIC items during your registration. This needs to be added to your registration by April 1.
  
  
• Adding tickets onsite? Skip the line by buying tickets for tours, seminars, receptions, and lunches anytime throughout the meeting by modifying your registration.
  
  
• You can find our Refund Policy on our Frequently Asked Questions page.

• Please review our Attendee Code of Conduct and Green Attendee Pledge.
  
  
• Dress code: the dress code for all events is business casual. 
  
  

• Restrooms: there are several restrooms available on the floor of the Palais where we are meeting. There are also restrooms in the middle of our meeting space, adjacent to the general session, that are all gender restrooms. 
  
  

• There are many outlets available throughout the meeting space. If you need to charge a device on the go, the Palais offers free, reusable power banks that can be borrowed at stations throughout the convention center. 
  
  

• Remember to pack:

  • a reusable water bottle

  • a tote bag (or order a "Friends" tote bag to pick up onsite)

  • Passport (for our non-Canadian attendees) and/or Visa information

Spaces

• Quiet spaces: the Palais offers first-come-first-serve seating in several areas around the session rooms, which you’ll find marked on our onsite map. 
  
  

• Small meeting spaces: the Palais offers first-come-first-serve seating for meetings at several tables on the fifth floor near the session rooms, which you’ll find marked on our onsite map. Some of these seating areas have a sliding door, as well. 
  
  

• Lactation Room: there is a dedicated Lactation Suite on the 3rd floor, easily accessible via a two-minute walk and short elevator ride. The suite is adjacent to a restroom and has fabric partitions that separate two spaces for lactation use. There is a chair, foot stool, side table, and outlet in each space. If you anticipate that you will need accommodation beyond what is provided in this space, please let us know by emailing Katelin Lee at klee@culturalheritage.org.  

Please let us know about accessibility concerns as soon as possible but by no later than March 31. If a request for accommodation is made after this time we will still do our best to meet it, but our ability to do so may be limited. 

Mobility Accommodations and Concerns

• Palais des Congrès: All areas are accessible by wheelchair or other mobility aid. Flooring is all tile or low pile carpet. Maps of the Palais and hotel will have elevators marked. All session rooms in the Palais are on the fifth floor, limiting travel distance between rooms and elevator usage.
  
  

• Conference Hotel: the DoubleTree by Hilton Montreal, is roughly 15-20 minutes by foot from the Palais. Attendees staying in the conference hotel can access the Palais either on street level outside or through underground connections through Montreal’s Underground City (RESO) network. However, construction in the RESO between the hotel and Palais may lead to potential mobility challenges, and we cannot guarantee the RESO will be fully accessible. There are also hotels that are closer to the convention center. While it’s important for us to meet our commitments with our conference hotel, we understand if you would like to book closer to reduce travel distance and ensure access to the Palais. If you would like information on access to the Palais from other hotels, please reach out to Katelin Lee at klee@culturalheritage.org.
  
  

• Parking: if you are driving to the Palais, there is a parking garage on site with accessible spaces. The elevators in the garage go directly to the meeting level of the convention center. The maximum daily fee is $30 CAD. 
  
  

• Session Room: some session rooms will include stages for speakers, which come with steps. We will provide ramps or lifts for any speaker upon request. Please see our speaker section below for more information. 
  
  

• Reserved/Priority Seating: If you require reserved/priority seating in either the front or back of the room to be able to more easily navigate session rooms, please indicate this in your registration form.

Audio Accommodations and Concerns

• Captioning of session audio is provided through Wordly. You will need to provide your own device (smart phone, laptop, tablet) to access captioning. These captions can also be offered in additional languages, see the Translation Information section below. 

• If you need reserved/priority seating in either the front or back of the room, including to be able to run a device for captioning, please indicate this in your registration form.

Visual Accommodations and Concerns

• There is static wayfinding signage on Level 1 of the Palais as well as braille and voice system announcements in the elevators. 
• If you need reserved/priority seating in a room for improved visibility, please indicate this in your registration form.

If you have any questions about available accommodations or need accommodations not described above, please contact Katelin Lee at klee@culturalheritage.org.

• We will provide live translation to all attendees through Wordly, which supports several languages. Attendees will need to use own device (smart phone, laptop, tablet) to use this service. We recommend downloading the Wordly app in advance of traveling to the meeting.

• We will provide a guide to using Wordly onsite and online closer to the meeting. Please stay tuned!

• Looking for a roommate or to share rides from the airport? Start connecting with fellow attendees in our annual meeting online community! We automatically add registrants to the community.
  
  
• We encourage you to explore Montréal to the fullest while you're in town! Our colleagues with CAC have compiled an incredible local guide to the city full of recommendations for neighborhoods to walk through, restaurants to dine in, cultural institutions to visit, and more.

• Speaker Ready Room: Room 521. Presenters should load their slides the day before their session in the speaker ready room. Techs are available to assist.
  
  

• Presentation Template: Speakers may use our presentation template (format is 16:9) and have permission to use the AIC logo in their slides.
  
  AIC2026 Presentation Template 
  

• Poster Guidelines: Read our complete guide for poster authors.
  
  

• Microphone protocols: Our audio feeds go through the microphones, which impacts our ability to capture content clearly for accessibility and recordings. Please ensure you're speaking directly into the microphone by adjusting it to your height or holding it close to your mouth. Limit body movements as much as possible to prevent audio loss. All audience questions should come through a microphone and/or be repeated by a person with a microphone to make sure they're captured.
  
  

• Ramps for stage access: Some session rooms will include stages for speakers, which come with steps. We will provide ramps or lifts for any speaker upon request. Please contact Katelin Lee at klee@culturalheritage.org by March 1 to help us ensure that your session room is set up correctly. 
  
  

• Speaker Accessibility Tips: Make your presentation more accessible to all! 

  • Accessibility Guides

  • Provide materials in advance: you can help colleagues by sharing your presentation materials, such as your script and powerpoint slides, before the event so they can be prepared for your talk. We encourage you to share these in our  annual meeting online community! More information and instructions coming soon! 
    
    

  • Add to our glossary: our translation and captioning program allows us to add to a glossary to help more accurately capture uncommon words, places, and names that are part of your presentation. We'll be sharing a form for speakers to add to our glossary so your talk is more accessible and accurately captioned! 

Instructions coming soon!