2025 Biregional VIII and X Conference

 * Earlybird registration ends on September 15, 2025.

** NAFSA Special Members: Student/Retiree

* A limited number of daily rate passes are available for October 15-17.

This year, we will be offering three CEP NAFSA Preconference Workshops:

CEP NAFSA Workshops (Full day)

• F-1 Student Advising: Intermediate
• J-1 Advising: Intermediate

CEP NAFSA Workshops (Half Day)

• Risk Assessment and Crisis Management in Education Abroad Programming

** NAFSA Special Members: Student/Retiree

Through the Online Planner, you can view the time, room, presenters, descriptions, and learning objectives of the sessions. You can also star the events you're interested in and create your own conference agenda to view on the mobile webpage at the conference! There is also information on Sponsors, Exhibitors, and more!

Schedule/Online Planner

Monday, 13 October, 2025

• Registration

Tuesday, October 14, 2025

• Registration
• 9:00 a.m. - 5:00 p.m. Full Day Workshops
• 1:00 a.m. - 5:00 p.m.  Half Day Workshops
• 5:30 p.m. - 6:30 p.m. First-Timers Session
• 6:30 p.m. - 8:30 p.m. Opening Reception

Wednesday, October 15, 2025

• Registration
• Breakfast
• 8:00 a.m. - 5:00 p.m. Exhibit Hall Open / Career Center Open
• 9:00 a.m. - 4:30 p.m. Concurrent Sessions (Lunch not included in conference registration)

Thursday, October 16, 2025

• Annual Fun Run
• Registration
• Breakfast
• 8:00 a.m. - 5:00 p.m. Exhibit Hall Open / Career Center Open
• 9:30 a.m. - 4:30 p.m. Concurrent Sessions (Lunch not included in conference registration)
• 5:30 p.m. - 7:00 p.m. Social Hour* (*Pending sponsorship)

Friday, October 17, 2025

• Registration
• 8:00 a.m. -10:00 a.m. Exhibit Hall Open / Career Center Open
• 9:00 a.m. -10:00 a.m. Concurrent Sessions
• 10:00 a.m. - 12:30 p.m. Brunch, Plenary Speaker, Awards Ceremony, and Conference Closing

*Please note times are approximate and subject to change. Check the online conference planner for more details and specific times.

Exhibitor and Sponsor Information

Thank you for supporting NAFSA Regions VIII & X! We look forward to welcoming you to Philadelphia, PA.

Expo Portal

Booth Details & Schedule

Please find the following schedule for all exhibitors:

Exhibitor Hours:

Exhibitor booth includes:

• One (1) individual full-conference registration.
• One (1) 6’ x 3' table with two chairs.
• Visibility in the online conference program guide.

Shipments

Exhibitors may mail their boxes no more than one month before the start of the conference. More information to come.

Sponsorships

NAFSA Regions VIII and X appreciate the support of our exhibitors and sponsors, who are vital to the regions' success and instrumental in supporting our members and their institutions. In addition to exhibiting opportunities, this year's conference allows sponsors additional opportunities to gain visibility while supporting the region. 

Travel Grants

Both Region VIII and Region X travel grants are closed.

Travel To and Around Philadelphia

Please see the official Travel Philly website for various transportation methods. Also see the Travel Philly website for tips about navigating the city!

Travel with CANIE

This year, we are partnering with the Climate Action Network for International Educators (CANIE) Americas Chapter to make climate-conscious choices when traveling to Philadelphia. Learn more about why and how at https://canie.org/take-action/travel-with-canie. 

How can you participate in #TravelwithCANIE? 

Once you’ve made travel arrangements to Philadelphia, tell us your plans so we can calculate our cumulative impact!

Request a Letter of Invitation 

All attendees traveling to the U.S. from abroad can request a visa letter of invitation via the link above. 

All requests submitted by Wednesday, October 1st will be screened, but not all requests will be approved. Please allow one week from your date of submission for delivery. If approved, an invitation letter on official letterhead will be issued to you as a PDF document, and will be e-mailed to the address you provided.

Please check with your local U.S. consulate to allow sufficient time for visa processing. Your request for a letter of invitation to attend a NAFSA regional conference does not guarantee that you will receive a visa.

NAFSA is dedicated to providing a harassment-free conference experience for everyone, regardless of gender, sexual orientation, disability, physical appearance, body size, race, ethnicity, or religion. NAFSA does not tolerate harassment of conference participants in any form. All communication should be appropriate for a professional audience, including people of diverse backgrounds and cultures. Sexual language and imagery are not appropriate for the conference. Participants violating these rules may be asked to leave the conference at the sole discretion of NAFSA’s management. If someone makes you or anyone else feel unsafe or unwelcome, or if you witness unacceptable behavior, please inform the Regional Conference Planner, who will inform NAFSA staff, so that we may resolve any concerns. If you or another event participant witnesses or is a party to imminent physical danger or distress, promptly alert the appropriate security, law enforcement, or emergency medical authorities. This Code applies to all NAFSA members and event attendees in all NAFSA meeting venues, including the regional conference, ancillary events and social gatherings, whether officially sponsored by NAFSA or not and whether held in-person or virtually.

Conference registration and/or workshop registration may be canceled with full refund less a 10% processing fee, any time up until four (4) weeks prior, September 16, 2025, to the conference start date.

A 50% refund is available for conference registration and/or workshop registration provided written notification is received between four (4) weeks, September 16, 2025, and two (2) weeks prior, September 30, 2025, to the conference start date.

No refunds will be granted after September 30, 2025. In the case of emergency/extenuating circumstances, special requests may be considered on a case-by-case basis by the regional leadership team following the conference.

NAFSA follows COVID-19 safety protocols as required by the Centers for Disease Control and Prevention, the World Health Organization, and local ordinances in the conference location, which currently do not require proof of vaccination or masking. Should the mandates change, NAFSA reserves the right to adjust conference attendance policies accordingly.

NAFSA strongly encourages COVID-19 vaccination and boosters, as vaccines are recommended as a proven way to prevent the threat of critical illness. Many attendees may still choose to wear masks indoors, and we ask that all attendees respect those who elect to do so. NAFSA recommends attendees self-test before leaving home for the conference. If you feel ill on-site, please remain in your hotel room and test to determine your health status.

By registering for this event, you agree to the collection of contact and demographic information in accordance with NAFSA’s Privacy Policy. This includes any information unique to you that is available in the individual's NAFSA profile. NAFSA will share limited information (name, title, organization, state, and country) in the official attendee list. NAFSA may further share your contact information according to your selected “Communication Preferences” in your MyNAFSA and in accordance with NAFSA’s Privacy Policy.

Your data will be collected and utilized for NAFSA: Association of International Educators, organizer of this event, to allow your access to the event as well as its digital platform, CadmiumCD. Additionally, you agree to the sharing of your contact information with the trainers, coaches, and other program participants for the purpose of fulfilling the program for which you have registered. As a condition to participation, attendees consent to be recorded.

NAFSA is committed to providing universal access to its products, services, digital content, and events and, in compliance with the Americans With Disabilities Act, will honor requests for reasonable accommodations made by individuals with disabilities. Advance notice is necessary to arrange for some accessibility needs so we ask that requests for accommodations be made as early as possible, preferably at least three weeks in advance of the regional conference start date, through the registration process, if possible. Or, you can contact [email protected] for accommodation requests. Every reasonable effort will be made to provide reasonable accommodations in an effective and timely manner, but services are subject to availability, and further, NAFSA may not be able to grant accommodations requests that place an undue burden on it or that fundamentally change the nature or structure of the goods or services.