Scientific Sessions

ADA Conference Policies

The American Diabetes Association (ADA) is committed to providing a welcoming and inclusive meeting environment for all attendees. This Code of Conduct applies to all Scientific Sessions in-person and on demand participants, including members, volunteers, exhibitors, vendors, staff, and any other attendees.

All attendees will conduct themselves in a professional and respectful manner, free from any form of discrimination, harassment, or intimidation. Inappropriate conduct, including but not limited to harassment; threatening or unwelcome physical or verbal actions; or disorderly or disruptive conduct, will not be tolerated.

If you experience inappropriate behavior or become aware of any incidents of inappropriate behavior, please contact conventionoperations@diabetes.org immediately. ADA will assess the situation and determine the appropriate next steps. The following steps may be taken in response to violations of our meeting guidelines:

  • Denial of entry to the meeting
  • Removal from the meeting without a refund
  • Temporary or permanent ban from future ADA meetings and events
  • Other appropriate measures deemed necessary by ADA

Eligibility to Attend

ADA welcomes attendees from all diverse backgrounds. All are eligible except those banned for violations of the Attendee Code of Conduct or anyone engaged in or threatening litigation with ADA.

All Attendees

Name badges must always be worn during ADA meetings and are non-transferable. 

Admission to all official ADA events will require a proper display of registration badges. Badges should always be worn and are non-transferable. False certification of individuals as paid ADA meeting attendees, and any other method of assisting unauthorized persons to gain access to any ADA in-person or virtual meeting event, or any inappropriate or unauthorized conduct, will be just cause for barring all parties involved from the meeting without obligation on the part of ADA for refund of any fees. 

Children

Children under the age of 18, even if paid registrants, will not be permitted access to session rooms, the Exhibit Hall, or the Poster Hall. Exceptions can be made for nursing mothers. For safety reasons, strollers are not allowed. 

Prohibited Behavior

In crowded sessions, please honor the instructions provided by ADA staff and security vendors. You may be told not to stand against the walls in these rooms or not to block the aisles. Please note that if a room reaches full capacity, you may be denied entry, as ADA must obey the guidelines established by the Fire Marshal.

If you leave the room during the session, re-entry may not be permitted due to seating capacity.

By allowing your badge to be scanned onsite, you agree to share your data with the exhibitor, staff member, etc. scanning your badge. You are sharing information provided in your registration recording, including name, email, company name, address, phone number, and credentials.

General Photo and Video Release 

ADA has official photographer and videographer vendors for the meeting. The photographs and videos taken by these vendors at Scientific Sessions may be used in future ADA publications, on the ADA website, or in other materials. By registering for ADA meetings, you agree to grant the ADA the absolute (perpetual), world-wide, transferable, royalty-free right and permission to capture and use this content for any ADA-related publication or website and for any other lawful purpose. Further, ADA has granted certain groups permission to film, and you understand that your image may appear in the background of videos produced.

Personal Photos and Videos

Use of cell phones for personal photos and videos is permitted with the exception of in the Poster Hall and in sessions unless the presenter has given permission for photos. 

Photography inside the session room is at the discretion of the speaker. Please respect the speaker’s decision as to whether they approve of photos being taken. Attendees are prohibited from using flash photography or otherwise distracting the presenters or members of the audience. Photos of presentation slides and posters cannot be made available publicly on external sites or social media channels until after the On Demand period ends. Video recording during sessions is not permitted. 

Photography and videography is not permitted in the Poster Hall.

Recording equipment including microphones, light kits, tripods, etc. are not allowed outside of authorized press/media and vendors. 

Exhibitors may film within their booths during non-exhibit hours. Filming/photographing attendees is not permitted unless the attendee has signed a waiver with the exhibitor. 

Recording for distribution (on social media, etc.) needs to be done in private spaces or outside of the convention center. 

Attendees recording video for sharing on their personal social media channels is allowed except in the Poster Hall and in session rooms.

Press/Media

Credentialed media/press will also attend the meeting and have permission to capture photos, video, and audio in public areas of the convention center. Registered media attendees are required to always display their press badge while on site at the meeting.

Violations

Violators of the Photography and Recording Policy may be asked to leave the room or session and may be escorted and banned from the ADA meeting. Repeat violators may have their ADA meeting badges and/or virtual meeting access revoked and not be allowed to return to attend the remainder of the meeting.

All presenters agree not to upload their presentations or slides to external publications or websites until after the on demand period closes in August. 

Invited Speakers should refer to their invitation for full details of benefits and speaker guidelines. If speaking in multiple sessions, the initial invitation is the summary of the primary benefits. 

Poster/ePoster Presenters

Poster presenters agree to not upload their posters to external publications or websites until after the on demand period closes in August. By submitting an electronic poster (ePoster) file, you are giving ADA permission to make the ePoster file available for license, sale or free distribution, unless you notify ADA directly at Abstracts@diabetes.org. 

Accreditation Statement

As an accredited provider, the American Diabetes Association (ADA) requires speakers to share disclosures and present content that is balanced, objective, and scientifically rigorous. Views expressed are those of the speakers and not necessarily those of the ADA. Speaker disclosures can be found in the Scientific Sessions Mobile app or Online Planner.

Members of the press/media must apply through the proper channels and be approved by the ADA in order to be able to attend as a member of the press and register for the meeting on a complimentary basis. 

Note that no CE/CME will be granted to members of the press. 

For questions, please contact press@diabetes.org. 

As a meeting participant, you have read and agreed to ADA’s Privacy Policy, Abstract Embargo Policy,  and AI Policy. Questions or concerns can be directed to conventionoperations@diabetes.org.

Scientific Sessions 2026 Registration Changes or Cancellations

  • Name changes and substitutions are not permitted.
  • All cancellation and refund requests must be submitted through the ADA Registration and Hotel Support Center or faxed to (415) 293-4073.
  • For a full refund of the registration fee, requests must be received on or before April 23, 2026
  • Cancellation requests received between April 24, 2026 and May 28, 2026 will receive a full refund of the registration fee less a $50 administrative fee.
  • Cancellation requests received after May 28, 2026 will not receive a refund. If you are unable to attend due to COVID-19, illness, or other extenuating circumstances, then your registration may be changed to the on-demand rate without a penalty.
  • ADA Research Foundation donations and Membership fees are non-refundable.
  • City Pins, 5K@ADA Shirts, Annual Review of Diabetes, and Shuttle Passes will be fully refundable if cancelled by May 28, 2026.
  • City Pins, 5K@ADA Shirts, and Annual Review of Diabetes are only available for pickup on-site. These items are not able to be mailed if someone is unable to pick them up on-site.
  • All attempts will be made to process refunds within 30 days of cancellation.

Scientific Sessions 2026 Hotel Changes or Cancellations

ADA Housing will continue to process reservations and changes subject to hotel availability until May 20, 2026.

Individual Attendees: must be cancelled at least 72 hours prior to your scheduled arrival to avoid penalty charges. If you do not cancel your reservation in time or fail to check in on the scheduled date of your arrival your credit card will be charged in the amount of one night's room and tax, or your check deposit will be forfeited. Your reservation will also be cancelled for the remainder of the stay.

Groups of 10 rooms or more will be responsible for picking up eighty percent (80%) of the total room/suite block agreed upon in the signed Group Agreement.

Should a group cancel their entire room block, as per their signed Group Booking Contract, they will be responsible for paying the following in liquidated damages to ADA:

  • May 5, 2026–June 4, 2026: 80% of the Total Room Nights x the Single Room Rate
  • April 5, 2026–May 4, 2026: 50% of the Total Room Nights x the Single Room Rate
  • March 5, 2026–April 4, 2026: 30% of the Total Room Nights x the Single Room Rate
  • Date of Signing–March 4, 2026: 20% of the Total Room Nights x the Single Room Rate