Sign-ups for AVID Summer Institute^™ (SI) Extended Experiences

Sign-ups for AVID Summer Institute Extended Experiences are only available to AVID partners registered for one of our 3-day Summer Institute Communities of Practice. Sign-ups will be available via MyAVID until spaces are filled in each city. Space is limited, and these experiences are first come, first served.

When will SI Extended Experiences take place?

SI Extended Experiences will take place on Day 2 and as early as 5:00 pm, local time, and will not exceed 2 hours unless specifically noted.

When can I sign up?

Sign up right away for SI and your Extended Experience of choice—space is limited—and these experiences are designated first come, first served. A unique sign-up link will be sent to each SI registrant based on the grouping above.

How many SI Extended Experiences may I sign up to attend?

Each SI registrant is permitted to sign up for one Extended Experience only. This ensures participation opportunities for all interested registered partners.

May I sign up my whole group at one time for the same experience?

Each SI registrant must sign up individually for SI Extended Experiences. We highly recommend that teams choose the same activity to bond and network with one another and other AVID educators.

Will I receive confirmation after I sign up?

You will receive a confirmation email for your SI Extended Experience at the email address you use to log into MyAVID. All communications will be sent to this email, so please ensure it is accessible year-round and doesn’t block AVID messages. Check your spam folder if you do not see a confirmation.

How do I cancel an SI Extended Experience enrollment?

Each registrant may choose one Extended Experience per person. If you desire to cancel your selection, you may do so in MyAVID where you signed up. If you are no longer able to attend the Summer Institute you originally registered for, canceling your SI registration will also automatically cancel your SI Extended Experience registration.

How do I swap to another SI Extended Experience?

You can swap into another SI Extended Experience when the green check mark is visible for that experience. Once an SI Extended Experience reaches capacity, the green check mark will no longer appear, indicating the experience is unavailable for swaps.

View the AVID Event Registration Help Resources for more information about changing, swapping, and canceling SI Extended Experiences sign-ups.

Can I bring a guest to a Summer Institute Extended Experience?

This opportunity is exclusively for AVID Summer Institute registrants who sign up for an Extended Experience. On-site activities are limited to SI registrants with Extended Experiences sign-ups only. Additional guests can join off-site activities at your own cost and responsibility, subject to space availability.

Will there be credit available for SI Extended Experiences?

This optional opportunity is for team building and networking with AVID educators. It’s free, so no credit is applicable.

All educators can register for an AVID Summer Institute^™. Educators in an AVID member district that meet the requirements below may register in MyAVID and receive a discounted member registration fee.

District Contract Requirements

Schools listed as members on their district’s 2024–2025 AVID Contract should already have access to register through MyAVID for 2025 SI Pop-Up trainings.

Schools/districts that will newly implement the AVID College and Career Readiness System in the 2025–2026 school year must have submitted an Agreement Request Form to access MyAVID. If you are uncertain of the status of your contract or have questions about registration, please contact your AVID District Director or the AVID region representative serving your area.

School Must Be Entered in the AVID Database

If you attempt to register in MyAVID but do not find your school in the drop-down menu, please contact your AVID District Director or the AVID region representative serving your area for assistance with adding your school.

If you are an educator not in an AVID member district, please contact AVID Care if you do not find your school in the drop-down menu.

Registering for AVID Summer Institute

Go to My.AVID.org to register.

If you don’t have a MyAVID account, you will be prompted to set one up.

View the Account Creation Guide for instructions to locate your account record or to create a MyAVID account.

AVID recommends that one person be responsible for entering the AVID Summer Institute registrants for a site or district. Those being registered must have an AVID account. View the AVID Event Registration Help Resources for instructions.

Will I receive a confirmation after I register?

Registrants will receive an automatic registration confirmation email when registrations are processed in MyAVID.

All Summer Institute communication—confirmations, cancellations, and updates—will be sent via email. It is imperative that registrants provide a year-round email address that does not block auto-generated messages. If your school email system is heavily protected, please provide your home email address when you register.

How do I change a registration?

View the AVID Event Registration Help Resources for more information about changing, swapping, and canceling Summer Institute registrations. You can also contact AVID Care.

How do I enter a registration when I don’t yet know the name of the registrant?

District Directors can register TBA (to be announced) spots using the TBA tool in MyAVID if they don’t have specific registrant names. It’s important to update the TBA registrations as soon as possible to ensure access to preferred Communities of Practice. View the TBA Registration Guide for more information.

How do I update a TBA registration once I have the registrant’s name?

District Directors can update TBA registrations. View the TBA Registration Guide for instructions.

What is AVID’s cancellation and refund policy?

AVID Center is committed to your success and to delivering the best professional learning possible. We want to make sure that you and your teams have an impactful and fulfilling professional learning experience. For information about cancellations, please review AVID’s Rest Assured Policy.

How can I get on the waitlist?

Instructions can be found in the Waitlist Registration guide. We strive to make the waitlist process easily accessible and similar to the process of registering attendees for Summer Institute and other AVID events.

I am registered on the waitlist for a closed Summer Institute. What happens now?

Once you are placed on the waitlist, you will hear back from AVID Center within 14 business days. Any decisions will be communicated by email to both the person who is on the waitlist and the person who placed them on the waitlist, so it is imperative that your MyAVID account has an up-to-date email that you can access all year.

Why does it take 14 business days to find out if a participant has been approved from the waitlist and is registered?

Our goal is to notify participants sooner than 14 business days; however, it does take time to reevaluate the space capacities at our venues.

In order to accommodate the waitlist, we have to review all of our space to see where seats can be added or reassigned.

We also need some time for the waitlist to come together so that we can evaluate which Communities of Practice need more space and determine whether it is feasible to adjust our staffing and spacing in order to accommodate the demand.

Where is the waitlist timeline published?

Because the waitlist changes constantly as people are added, there is not a single timeline that we can publish.

You can view a list of waitlist requests for your site(s) under the Waitlist Registrations Search Type in the Event Registration: Registration Status Tool, which can be found by going to the Event Registration tab in the blue bar in MyAVID and then clicking on the magnifying glass icon.

This will give you a list, and if you click on any of the names, you can see exactly when they were placed on the waitlist.

If I add attendees to a closed Summer Institute, will the fact that I have an existing team already registered impact the decision?

There are a number of factors that impact the decision of accepting people from the waitlist.

When we close an Institute, it is sometimes due to capacity, which means that we physically have no more space in the rooms to support the quality of professional learning to which AVID’s partners are accustomed.

We do understand that sometimes teams need to add one more person in order to support their implementation plan/goals, and we will do our best to accommodate the people with teams already registered, but we cannot make any guarantees.

What do I do if I have a person who is registered for a Summer Institute but wants to switch over to a Community of Practice that is closed?

Unfortunately, a person who is already registered for an Institute cannot be waitlisted for a closed Community of Practice. If you would like to switch a registrant over to a Community of Practice that is closed, please fill out the Registration Help Form, and we will do our best to get your registrant into the Community of Practice that they have requested.

What do I need to know about booking a hotel room?

In order to receive the discounted AVID group rate and special concessions, you must reserve an AVID-contracted hotel room through Maritz, the official housing provider for 2025 AVID Summer Institute.

Learn more about hotel accommodations on the city page of your desired Summer Institute.

A credit card is required to guarantee and hold your room reservation. This is strictly for guaranteeing. If you cancel your reservation after the specified Summer Institute deadline or do not arrive at the hotel on the check-in date selected, the hotel will charge a 1-night room and tax fee in addition to the 1-night room and tax AVID Housing cancellation fee, and your reservation will be cancelled. If you plan to use another form of payment, such as check or purchase order, or if you will be paying by credit card and the credit card holder will not be present at check-in, please contact the hotel directly. The hotel booking page will list exact dates for when to begin contacting the hotel to arrange payment.

The cancellation date for any reservation is approximately 8 weeks before the Institute begins so that unused rooms can be released back into inventory for other partners. The hotel booking page will have the exact date for cancellation. Name changes can be made up until arrival.

AVID does not handle any financial transactions for hotel rooms. The transaction is between you (as an individual, the school, or the school district) and the hotel.

Who can answer hotel-related questions?

Guests should contact Maritz, our official housing provider. Maritz’s contact information for each Summer Institute is listed on the city page of your desired Summer Institute.

Will AVID Care still answer Summer Institute questions?

Yes, AVID Care is the primary customer service line for Summer Institute questions. If guests have questions about hotels or room blocks, AVID Care will provide the caller with the phone number and email address of Maritz’s customer service.

What happens if the guest calls the hotel directly to book a room or block of rooms?

The hotel will refer them to the event housing partner to reserve a room in the AVID block.

What happens if the guest wants to book a room directly with the hotel outside the block?

We encourage guests to book within the AVID room block, so they receive the group rate and special concessions, like complimentary Wi-Fi in their guest room, unless otherwise noted.

What should a guest do if they have already booked a block of rooms with the hotel directly?

Guests should cancel the block with the hotel and register the block with Maritz. This should be done before any cancellation fees apply to the original reservation.

What is the process of using a purchase order in lieu of a credit card to guarantee a room block?

All guests must use a credit card to create and guarantee their reservation.

If you plan to use another form of payment, such as check or purchase order, or if you will be paying by credit card and the credit card holder will not be present at check-in, please contact the hotel directly. The hotel booking page will list exact dates for when to begin contacting the hotel to arrange payment.

I guaranteed the rooms with a credit card, so are the rooms paid for?

No, payment for all rooms will be due at the time of check-in, directly to the hotel. If advance payment arrangements are required, please reach out to the hotel directly, approximately 2 weeks prior to the event. The hotel booking page will list the specific date. If the credit card holder will not be present at check-in, please be sure to contact the hotel for a credit card authorization form no later than 7 days prior to your arrival.

Does the requester have to provide names for each room when booking a block of rooms?

At the time the block is guaranteed, names are not required. The deadline in which unique names must be provided is approximately 8 weeks prior to the event. Maritz will accept name changes until 4 weeks prior to the event, and then the hotel will accept name changes until arrival. The booking page has all the dates of specific deadlines for your reference. You will also receive confirmations during the block request process with exact deadline dates for that specific Summer Institute.

When reserving a block of rooms, what is the difference between a “group name” and a “username”?

The “group name” is the school or school district name, while the “username” is the name that the user will use to log in to their account.

What happens if the requester doesn’t provide names for room blocks by the cancellation date?

Any rooms without names assigned at the deadline will be released. If you still have TBD names listed at the name deadline, a name will still need to be included. You may contact Maritz to change the names from TBD up until the cutoff date. After that, all changes for TBD names should be made directly with the hotel.

I made a reservation for the waitlist hotel. What should I expect?

Once all rooms in our block are reserved, Maritz will work with hotels to add additional rooms to our event blocks. As soon as those rooms are contracted, your reservation will be moved from the waitlist into a confirmed hotel, and you will receive a confirmation with those hotel details.

Please do not make a reservation directly with another hotel at this time, as Maritz is working to confirm your room. This process may take up to a couple of weeks, so if you do make other arrangements, please cancel your Waitlist Hotel reservation; otherwise, you will still be subject to cancellation penalties if you have duplicate reservations.

Can the requester book half of the rooms at one hotel and the other half at another hotel?

Yes, this type of request can be made through the Special Requests field on the event hotel booking page.

Can a guest reserve a room outside of the official conference dates?

Guests can request a room outside of the official conference dates based on availability. However, if the night you’re requesting isn’t available, you will be waitlisted. Please note that you may experience a waitlist status for up to a couple of weeks while Maritz works with the hotel to confirm your waitlisted nights. Once those nights have been confirmed, you will receive an updated confirmation via email. If the room nights are not available, you will be notified by email.

How does the guest know when the reservation has been accepted and completed?

Maritz will send the guest a confirmation email when a room is reserved through the housing platform. The hotel will send an additional confirmation email, with a hotel confirmation number, to the guest no later than 7 days before the event starts.

Is there a place to put a hotel reward number to get credit for the stay?

Yes, there is a space on the hotel booking page to add the hotel reward number.

How can a guest request special accommodations?

There is a place on the hotel booking page where the guest can indicate special accommodations.

When should I arrive on the first day?

Arrive the day before the Institute begins. You may pick up your name badge between 1:00 pm and 5:00 pm at the Summer Institute check-in locations listed on your city’s Summer Institute page. If you cannot arrive until the opening day of Summer Institute, check-in begins at 6:30 am. This year, we are offering an opportunity for Summer Institute attendees new to AVID to attend an AVID 101 pre-session on-site from 4:00–5:30 pm the day before the Institute begins. Please bring your approved and charged device to fully participate in the session.

When do I need to wear my name badge?

Printed name badges will be required for admission to all sessions.

Is childcare available?

No, AVID does not provide or arrange for childcare.

Can I bring a child into my Community of Practice room?

AVID strictly enforces the Professional Development Policy: Participants may not bring babies or children into face-to-face Communities of Practice, General Session, or Site Team meetings as part of the professional learning experience. AVID loves children, but they should not be present at any portion of face-to-face trainings.

What accommodations are provided for participants with disabilities?

AVID Center is committed to making our events accessible. In compliance with the Americans with Disabilities Act, AVID Center will honor requests for reasonable accommodations made by individuals with disabilities. Complete ADA Accessibility Request Form at least 2 weeks prior to attending your first session. It’s important that we have this information before the AVID Summer Institute training, so we can better assist you when you arrive.

Can I bring guests to my Community of Practice?

Each professional learning experience is designed for individual engagement. Participants may not bring guests or children to AVID professional learning.

Are there evening activities scheduled?

Yes! Join AVID Center’s Extended Experiences at each of our Summer Institutes! Enjoy networking, team building, and fun on the evening of Day 2. Secure your activity choice early via MyAVID, as participation is first come, first served. Check out each city’s specific event options and details on our Summer Institute page.

Is transportation provided between my hotel and the Institute?

In Chicago, Dallas, Orlando, and Tampa, participants staying at the AVID-contracted hotels listed on our website may use the AVID shuttle buses to reach Community of Practice and Site Team locations. Please check each city-specific page for more information on the transportation routes.

If you have special transportation needs, please complete the ADA Accessibility Request Form.

What does the schedule look like?

View the Summer Institute Daily Schedule at a Glance.