APAP|NYC+ 2022 FAQs

The information below may include information for the APAP|NYC+ 2022 in-person conference, which has been cancelled for January 2022, due to the surge of the Omicron variant. In response, we have extended the online conference to January 10-15, 2022 and are adapting key in-person events to an online format. If you are an in-person registrant for the 2022 conference, you can modify your registration here by January 7, 2022 at 5 p.m. (EST).
Explore the Frequently Asked Questions (FAQs) and answers about the APAP|NYC+ 2022 conference.

Online Conference FAQs

The information in this section applies to the online conference since the cancellation of the in-person conference.

General

  1. Is the in-person APAP|NYC+ 2022 conference postponed or canceled? APAP is canceling our in-person conference, January 14 through 17, 2022. APAP will still hold our online conference and those dates are being updated as we reimagine the schedule and as we transform some key in-person events into online ones. We encourage those who registered for the in-person conference to join us online. Please see your options below under "Registration and Refunds" for updating your registration.

  2. Will all of the conference in-person elements be moved online? If not, which ones are being canceled? We are reimagining the daily schedule to accommodate the most critical and timely elements of the in-person conference. Showcasers can still host online showcases, and exhibitors can maintain a presence and take meetings through our Swapcard platform. There will still be speed dating, professional development, EXPO Hours and more.

  3. What is the schedule for the online conference going to be? With the cancellation of the in-person conference, we have expanded the online conference footprint and are transforming key in-person events into our online format. The new dates of the online conference are Monday, January 10, 2022 through Saturday, January 15, 2022. View the updated Schedule-At-A-Glance here.

  4. What is happening with the other JanArtsNYC/satellite events (GlobalFEST, ISPA etc.)? While the landscape is changing quickly and each organization needs to assess its ability to proceed, some of the JanArtsNYC events are moving to an all-online format. Learn more.

  5. What should I be telling my artists who have already made significant financial investments? This was not an easy decision to make, and we acknowledge that the cancellation of the in-person conference has a major financial impact on everyone. In our role as your service organization, we must consider the safety of the entire community, and holding a 1100+ person gathering is a risk we cannot take, nor do we ask anyone else to. We appreciate the field’s understanding and hope that one of our three refund options can lessen the financial impact in a way that is best for you.

  6. What went into making the decision to move everything online? In case you missed it, here is the message we sent to APAP members and to the field from APAP’s President and CEO Lisa Richards Toney.

Registration and Refunds

  1. What will happen to my current in-person registration?
    If you are registered for the in-person conference, you will need to modify your registration. You have three options:
    1. You may cancel your registration and request a full refund,
    2. You will have the option to convert your registration to an online registration and receive a refund for the difference, or
    3. You will have the option to convert your registration to an online registration and donate the difference to APAP.

      If you do not make a selection by Friday, January 7 at 5:00 p.m. (EST), your registration will be automatically converted to an online registration, and you will be given a partial refund for the difference.
  2. How do I make a selection and receive a refund?
    1. First, modify your registration by logging in through the “Already registered” option at the bottom of the page. You will need your confirmation number and email.
    2. Next, select “Modify registration.”
    3. Follow the prompts to the “Registration Items” on page 3 of the registration path. DO NOT ADD AN ONLINE REGISTRATION to your cart.
    4. Instead, answer the question at the bottom of the page by selecting one of the three options. APAP will use this information to update your registration on the back-end.
    5. Continue through the page prompts until you have hit "Submit".
    6. When the refund is settled, you will receive an email notification via CVENT.

  3. Do I have to have a current APAP membership to register and participate in the conference? Yes, your APAP membership must be current for you to pick up your badge and for you to log into Swapcard, the online conference platform. Onsite membership renewal will not be available at APAP|NYC+ 2022, so be sure to renew your membership before the conference.

  4. Are my membership dues refundable? While joining APAP is required to register for the conference, your annual membership will remain active. Therefore, APAP membership dues are non-refundable. If you have questions about your membership and APAP’s membership benefits and services, please contact membership director Sue Noseworthy at snoseworthy@apap365.org.

  5. If I signed up with an In-Person Introductory Combo which included an APAP membership, how much can I get refunded? How much was my introductory membership dues rate? If you signed up for the In-Person Introductory Combo as an individual or as an organization, you can get refunded $450, which is the discounted conference registration rate you were given. As an individual, your introductory membership dues for your first year are $100, and, as an organization, your introductory membership dues for your first year are $150. If you have questions about your membership and APAP’s membership benefits and services, please contact membership director Sue Noseworthy at snoseworthy@apap365.org.

  6. If I purchased an in-person booth, in-person booth badges, or in-person showcase listings, can I get a refund? Yes. Please email us at apapnyc@apap365.org.

  7. How long will it take to get my refund? Due to the volume of customer service needs at this time, we will begin processing refunds after the online conference. If you have questions, contact us at apapnyc@apap365.org.

  8. By when do I need to cancel or change my registration? The deadline for cancellation or change requests is January 7, 2022 at 5 p.m. (EST). Email apapnyc@apap365.org for more information.

  9. Can I donate my registration fee to APAP? YES! you will have the option to convert your registration to an online registration and donate the difference to APAP.

Showcases

  1. What showcases will happen in 2022? There are hundreds of online showcases that you can watch in Swapcard. Some are pre-recorded and others will be livestreamed, and you can search them by discipline and genre using the "Categories" tab. Most showcases will be available to view until the end of January 2022.

  2. What happens to the showcases originally intended to happen in-person? If a showcase was originally planned to occur in-person, we invite APAP member showcase producers to offer an online version of that showcase either as a pre-recorded or a live-streamed showcase, in order to broaden access to the many online conference attendees. The deadline to update in-person showcase listings to online listings is Friday, January 7, 2022 at 5 p.m. (EST).

  3. If I no longer want to have a showcase listing, can I get a refund? Yes, of course. Please email us at apapnyc@apap365.org. Refunds will be processed after the online conference.

Exhibiting

  1. Where can I find those companies that are exhibiting online at APAP? On the Swapcard platform, you can find the exhibitor listings under “Exhibitors” on the online conference platform, Swapcard. They are listed alphabetically. You may find detailed information about exhibitors and leave messages for them. 

  2. I had planned to exhibit in person, how can I connect online with colleagues? The online exhibitor listings allow other attendees to explore your offerings at their own pace. Likewise, the attendee profiles online allow you to learn more and introduce yourself to your colleagues. There will still be dedicated and accessible hours, and you may still take meetings during this time.

  3. If I no longer want to have my organization listed on the online exhibitor list or if I no longer need booth badges, can I get a refund? Yes, of course. Please email us at apapnyc@apap365.org. Refunds will be processed after the online conference.

Hotels

  1. How can I cancel my hotel reservation and get a full refund? At both the Hilton and the Sheraton, you can cancel your hotel reservation at least 72 hours in advance of your first scheduled night to receive a full refund.

General FAQs

Some information in this section applies to the in-person conference before its cancellation, so some information may no longer apply.

Networking and Attendees

  1. How can I find out who else is attending the conference? As a conference registrant, you will have access to our conference attendee list which we will send to you with regular updates. Additionally, all registrants can connect with other attendees on our online platform, Swapcard. Thank you to our conference platform sponsor Diamond Quimby Presents Women of a Certain Age: The Musical.

  2. Can I send marketing emails using the attendee list? You may. HOWEVER, if you use the attendee list for marketing purposes, it is very important that you segment your list and research who might be interested in your offerings before sending your marketing email, so that you don’t send spam to attendees who are not your intended audience. It is off-putting to other members and will encourage people to opt-out of the list.

  3. Does APAP sell its lists or my information? Absolutely not. APAP does not sell member or conference registrant data. When you register for conference, you may opt in or opt out of sharing your information. If you opt in, your contact information will be included on attendee lists to which only other conference registrants have access. Many individuals will add addresses to their personal or organizational mailing lists. However, we encourage registrants to only contact other attendees who they believe will be interested in their offerings. 

Programming and Activities

  1. Where can I find information about conference programming? A broad summary of the conference activities is available in the Schedule-At-A-Glance. Before the conference, you will be able to view a detailed schedule on the Swapcard platform under "Agenda". 

  2. Where can registrants find detailed information about what's happening at conference, including showcases and the EXPO? Swapcard, our online platform, is your one-stop-shop for the conference. The showcase schedule will be available beginning December 20, 2021. The detailed program schedule will be available on Swapcard before the event. A list of exhibitors will be published on January 10, 2022. Swapcard is open to all registrants of the conference. Swapcard is mobile-optimized to make it easy for you to use, and there is also a Swapcard app available. Thank you to APAP|NYC+ sponsor Diamond Quimby Presents Women of a Certain Age: The Musical.

  3. What is Swapcard and do I have to use it? Swapcard is our conference platform and where you will attend online events and find information about the conference, including showcase listings and an exhibitor list. It is also an online place you can engage with your colleagues. Thank you to APAP|NYC+ sponsor Diamond Quimby Presents Women of a Certain Age: The Musical. 

  4. Do I login to Swapcard with my APAP member credentials? No. You will receive separate instructions on how to login to Swapcard. If you joined us for the 2021 conference, you may already have access with your 2021 login information.
  5. Will sessions be available for replay via Swapcard? Which ones? Some professional development sessions will be pre-recorded and available for replay. Others, including plenary sessions, will be made available for replay.  Online independent showcases will be available for replay. Replays are made possible by APAP|NYC+ 2022 sponsor, Prism.fm.

EXPO FAQs

Some information in this section applies to the in-person conference before its cancellation, so some information may no longer apply.

Purchasing a booth and booth badges

  1. How much does it cost to register and get an online booth at APAP|NYC? For an online booth, it costs $250 and includes an online landing page and one online conference registration.

  2. If I have exhibited in the past, will I lose my booth tier status if I don't exhibit in 2022? No, you will not lose your booth tier status.

  3. How can my teammates using booth badges access Swapcard? Once you have purchased booth badges in CVENT, you'll need to register (or assign) those booth badges in CVENT. Once we have your teammates' information, we can then give them access to Swapcard.

Conducting Business

  1. What are the business hours for Exhibitors? As we pivot to an all-online format, we are looking for every opportunity for you to connect with your business colleagues. You can find the EXPO dedicated hours, accessible hours and speed dating opportunities on our Schedule-At-A-Glance.

  2. Whether I am an exhibitor or would like to meet with one, do I need to set appointments with colleagues? We encourage you to set appointments with colleagues in order to get the most out of your experience and their time. Participant schedules can become very busy so book those meetings early. Scheduling appointments increases the likelihood that you will be able to speak with the people you want to. You may schedule appointments at any time.

Online Exhibiting

  1. When will online Exhibit Spaces (or "online booths") be available for attendees to browse and search? Exhibitor spaces will be online by January 10, 2022.

  2. If I am an exhibitor, by when do I need to have my online space set up?  Set-up of your online space/landing page needs to be completed by January 7, 2022. Exhibitors will have access the platform, beginning in December. You will have the month of December to set-up your booth.

  3. How do I access my online booth? Once you are registered as an online exhibitor, you will receive and invitation to set-up online booth from Swapcard.

  4. What can I include in my online booth? What can I do there? Your online booth will be listed in the online platform (Swapcard) in alphabetical order by company name. Your listing will have your name and your logo or the image that you submit when setting up your page. You have the option to put additional images, your artist roster, video, images, and links. You can also tag everyone on your team who is attending conference to link them to your page. You can also receive messages through your page. 

    Here is a handy video from a webinar we held for our 2021 conference that shows you what you can do with your online booth landing page!

  5. Will my booth information from last year transfer over to this year? No. While your individual profile and contacts carry over from last year, you will have to build a new online exhibiting page.

  6. Do I need to staff my online booth? Online "staffing" is not required. The online platform is open for you to share information and set meetings at any time.

  7. Can I capture analytics for my online booth? We will be able to provide analytics of the traffic to your landing page from anyone that's clicked through to your page.

Speed Dating

  1. How will speed dating work in the EXPO Commons? In 2022, one of the benefits of exhibiting is that every exhibitor will have the opportunity to participate in either one-on-one or group speed dating, which is an excellent way to meet new colleagues and potential collaborators. Speed dating will be organized by genres and topics of mutual interest. Although the speed dating opportunity is only available for exhibitors, exhibitors are not required to participate. More details are coming soon.

  2. When will speed dating take place? Speed dating will take place the from 9:00-10:00 a.m. on Saturday, Sunday and Monday.
Learn more about Exhibiting at APAP|NYC+ here.

Showcase FAQs

Some information in this section applies to the in-person conference before its cancellation, so some information may no longer apply.

Experiencing showcasing

  1. How can I find out about who is showcasing at APAP? Once you are registered for APAP, you will get access to our online conference platform, Swapcard. Beginning December 20, you will also be able to browse both online showcase listings on Swapcard.

  2. Who showcases at APAP? Artists, agents, and producers from around the world put on APAP independent showcases each year. To produce a showcase at APAP, you must be an APAP member or an artist on the roster of an APAP member and be registered for the main conference in January. (Student registrants and pre-conference only registrants are not eligible to showcase.)

  3. Will showcases be available for replay? For how long? Because showcases are all online, most will be available for replay through the end of January 2022. Online showcases may be pre-recorded and/or livestreamed on the conference platform, Swapcard. Replays are made possible by APAP|NYC+ 2022 sponsor, Prism.fm.

Producing a Showcase

  1. When can showcases happen? APAP showcases can be scheduled anytime from January 10 through January 31, although we encourage showcases to happen during our online conference, January 10-17, which was the original footprint of our online and in-person conferences. If you have an online listing, you can list one start time, and then make it available for replay. Replays will be available on Swapcard through the end of January 2022. Replays are made possible by APAP|NYC+ sponsor, Prism.fm.

  2. On what platform can I hold my online showcase? APAP showcases are independently produced by you on your preferred livestreaming platform. Logistics for showcases are the responsibility of the showcase producer.

Showcase Listings

  1. How do I purchase a Showcase Listing? When can I do that? Showcase listings are available for purchase now through our registration platform, CVENT, to conference registrants. You may either add Showcase Listings when you first register, or you can add Showcase Listings after you have registered by selecting “Modify Registration”.

  2. How much does a showcase listing cost? How can I buy showcase listings? Once you have registered for APAP, you can purchase showcase listings for $10/per performance. If you have multiple performances, you will need multiple showcase listings. For online listings, this includes the prerecorded showcase and its recurrences.

  3. How do I create my showcase listing? Once you've purchased your listing, you will receive an email with an invitation to and instructions from APAP on our showcase listing platform, Time.ly. The Time.ly calendar is where you will input your showcase listing information and it is integrated with Swapcard. 

  4. Is there a handy video I can watch to learn about how to create my showcase listing in Time.ly? Yes! We're glad you asked. You can find it here.

  5. What does a showcase listing include? A showcase listing allows you to share all of the details about your showcase, including a description of the artist and performance, date/time, links and more. If you have a URL for your performance and a URL for the replay of your performance, you may list them both.

  6. Where will attendees find my showcase listing(s)? Showcase listings will appear under the “Showcase Schedule” tab in the online conference platform, Swapcard. The Swapcard platform and event website can be easily viewed on a desktop, laptop, or mobile device. 

  7. By when should I purchase a showcase listing? Showcase listings will go live on Swapcard, starting December 20. While showcase listings don’t need to be completed by that date, that is when they will be published, and attendees will be able to see listings for online showcases. Additional showcase listings may be added through January 17.

  8. If I have a pre-recorded showcase, how can I show that it is playing every day all month long? If you are listing a pre-recorded showcase, you may list it for one date/its premiere date only and then make it a recurring daily event by selecting "Daily" under the "Repeat" field. You must check "Display recurring event only once" in order to make sure the event displays properly. Watch this video to learn how.

  9. I haven't received my email from Time.ly. What do I do? If it has been at least 1-2 business days since you purchased your listings and you have not received the email, go to app.Time.ly and reset your password by selecting "Forgot Password".

  10. How can I track attendees to my showcase? In your showcase listing, you can require an RSVP to track who is interested in attending your showcase.

  11. Are students allowed to purchase a showcase listing? No. Student registrants are not allowed to purchase a showcase listing.
Learn more about Showcases at APAP|NYC+ here.

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Some information in this section applies to the in-person conference before its cancellation, so some information may no longer apply.
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