Before the Conference
What is the application process for the 2017 Asia Conference?
You must first fill out and submit an application before the appropriate deadlines.
If accepted, you must then fill out the online registration form and pay the conference fee. You can register online only after receiving notification of your acceptance. You must register by the registration deadlines listed under the “Registration” section of this FAQ.
Closer to the date of the conference, you are expected to fill out a pre-arrival survey.
What are the application deadlines?
- Early Application Round: April 2nd, 2017 | 11:59 EST
- Regular Application Round: May 6th, 2017 | 11:59 EST
- Late Application Round: June 3rd, 2017 | 11:59 EST
Who is eligible to apply?
Prospective and current undergraduate and graduate students are eligibly to apply to the HPAIR conferences. Recent college graduates who obtained an undergraduate or a graduate degree in the the past 5 years are also eligible to apply to HPAIR conferences.
When will I be notified of the application decision?
Early round applicants will be notified in mid-April. Regular round applicants will be notified in mid-May, and late round applicants will be notified in mid-June.
I have been waitlisted for the conference. What happens now?
After the registration deadline has passed for accepted delegates, we will notify waitlisted delegates if there are still positions available.
I was not accepted or waitlisted for the conference. Is there any chance that I can still participate in HPAIR?
Unfortunately, we will not be able to offer you a place in this year’s conference. We do encourage you to apply to the HPAIR Harvard Conference that will take place in February, as the result of this application will not affect your future admission chances.
What is the difference between Early, Regular, and Late applications?
Early applications do not receive special preference. However, there are many advantages to applying early. First, early applications are evaluated in greater detail, as HPAIR receives fewer applications in the cycle. Second, applicants who are accepted through the early cycle are notified earlier, giving them more time to apply for a visa and complete registration. Finally, early applicants will have the opportunity to pay a smaller registration fee. Since decisions are made and spots are filled on a rolling basis, it is certainly beneficial to apply and to register as early as possible. Please note that your registration fee is dependent on when you actually register.
Late applicants historically have a substantial lower acceptance rate, as available positions in the conference drop dramatically as early and regular applicants begin to register. Therefore, HPAIR highly recommends applying in the early or regular application rounds.
Will attendance of previous conferences influence my chances of being accepted again?
Having attended previous conferences does not by itself influence your chances of acceptance. However, if you were accepted for a previous conference, this means we were sufficiently impressed by your essays, resume and credentials in a previous application cycle. As such, you will have a fair chance of being accepted again this year provided your application demonstrates the same strength relative to the rest of our applicant pool.
I am unable to log in to the application portal.
If you have previously made an account with us before October 24th, 2015, you will need to create a new account here. If you are still having problems logging in, please email tech-help @hpair.org.
Are scholarships available?
Yes, scholarships will be available for the 2017 Asia Conference.
What is the scholarship process for the 2017 HPAIR Asia Conference?
To clarify, the scholarship application is separate from the general application. You need to apply to both to receive scholarships. You will only be considered for scholarships if you submit both your application and your scholarship application by the early round deadline.
When can I apply for scholarships?
We will release the scholarship application on March 26th at 11:59PM EST. Once you have completed and submitted your application, you are eligible to apply for scholarships. Please be aware that the scholarships application deadline coincides with the early application deadline. There will be no circumstances under which any application for scholarships will be accepted past the deadline. Acceptance in the early round is a requirement for further scholarships application evaluation.
How much will the scholarships be worth?
How many scholarship awards will be granted?
What are you looking for in scholarship applicants?
Passionate about HPAIR and willing to actively contribute the HPAIR community
Stands to gain significant benefits from HPAIR as a conference and as a network of international leaders
Demonstrates maturity, a commitment to service, and a global perspective
How do I register for the 2017 Asia Conference?
After you have been accepted, register for the conference by accessing the registration portal through a link on the main application portal page.
When are the registration deadlines?
Early registration deadline: TBD | 11:59 PM EST
Regular registration deadline: TBD | 11:59 PM EST
Late registration deadline: TBD | 11:59 PM EST
What are the registration fees for the 2017 Asia Conference?
Early Registration = $450
Regular Registration = $475
Late Registration = $500
How do I pay the registration fee?
You will have to pay your registration fee when filling out the online registration form for the conference. Because HPAIR uses PayPal, delegates will need to use a debit or credit card. Your online registration is NOT complete until you have successfully submitted both your online registration form and your registration payment. Alternative methods of payment are also available on a case by case basis.
How can I confirm that my payment and registration have been received?
After registering and paying, your application portal should show that your payment has been received. If it does not, please email us at help@ hpair.org to let us know and we will help you complete your payment.
What if, due to medical, family-related, or other reasons, I am unable to make the conference after being selected to attend? Is my registration fee refundable then?
If you are accepted to the conference but have not registered yet and find that you unable to attend, please inform us as soon as possible at help @hpair.org. Because you have not registered yet, there is no need for a refund. However, if you cannot attend after registering, please refer to our refund policy (below) and email us as soon as possible with documentation in regards to your circumstance. Refund requests will be evaluated on a case-by-case basis.
How do refunds work?
Should you cancel your registration due to a change in plans, please note the following refund scheme:
On or before [TBD]: 90% refund of all payments.
On or before [TBD]: 70% refund of all payments.
On or before [TBD]: 50% refund of all payments.
FOR EARLY DELEGATES ONLY: On or before [TBD]: 100% refund of all payments.
Be sure to inform us of your registration cancellations before [TBD], as we will unfortunately be unable to offer any refunds beyond that date.
If you are unable to attend the conference because of visa issues, please email help @hpair.org with a copy of your visa rejection letter and you will be issued a full refund.
Please note that all refunds are final and release your reservation for a spot at the conference; if you want to re-register after having canceled, you will only be allowed to do so if there is still space available in your panel. Please also note that for refunds processed through PayPal, PayPal will take a portion of the transaction as fees, meaning that you will not receive the full amount of the reimbursement. Should you wish to receive your funds through an alternative method of payment to circumvent this fee, please let us know.
Travel / Visa Applications
How do I apply for a visa?
HPAIR will issue an electronic acceptance letter that can be used in your visa application, but we cannot endorse applicants. It is the personal responsibility of the applicant to obtain a visa in time for the conference.
How soon upon admittance should delegates apply for a visa?
Since obtaining a visa takes a substantial amount of time for many delegates, it is crucial to start as soon as possible, preferably once you receive your electronic acceptance letter by email.
I need a support letter for my visa application. How should I obtain one?
The acceptance letter should typically suffice as a support letter for your visa application, but if you require an additional supporting document, please contact us at [email protected] with the subject title: “Visa Support Letter”. Please do so as soon as possible in order to expedite your visa application process.
Can HPAIR talk to the delegates’ respective embassies to validate their admission to the conference?
We will not be able to contact embassies on our own initiative, but if the embassy contacts us directly to confirm conference participants, we will be happy to do so.
During the Conference
Accommodations / Expenses
Does HPAIR provide housing?
HPAIR does not provide or facilitate housing for the conference, but HPAIR will recommend a list of hotels and hostels for delegates to stay at which are close to the main venue. HPAIR will also try to secure discount codes for delegates to use when booking accommodation at these locations to ensure an affordable rate. This information will be given to delegates during the online registration process.
Does HPAIR provide transportation?
HPAIR will provide all transportation during the conference, between our main venue and other event venues. HPAIR will not provide transportation before the Opening Ceremony or after the Closing Ceremony (ex. we will not provide transportation to and from the airport).
Does HPAIR provide meals at the conference?
While catering details are still being finalized, HPAIR will likely provide lunch every day of the conference except for Day 1, and dinner every day of the conference except Day 4.