American Association of Dental Administrators Meeting

Executive Directors of Dental Boards and their team members are invited to attend the AADA meeting. Membership in the AADA is inclusive of ONE meeting registration fee. Additional registrants may attend and will be contacted for payment.

If you select these sessions and are not currently a member of the AADA, you will be contacted to initiate your membership.  For questions, please contact us. 

Expense Information

The AADA is pleased to be associated with the Dental Testing and Regulatory Summit.

Thanks to this arrangement, airfare reimbursement is available to attendees who are also guests of ADEX, and specially negotiated hotel rates have been extended to this meeting. However, please note that Wednesday evening hotel stays are not reimbursable expenses in accordance with AADA policies.

Please only submit ONE reimbursement form as available at the top of this page for all conference expenses.

American Board of Dental Examiners Annual Meeting and
ADEX Council on Examinations

ADEX: All examiners and Directors of State Dental Boards may attend the ADEX Annual Meeting.

The Annual Meeting includes an exam training day for Chiefs/Captains/GTLs, an official meeting day with an evening reception, and more. 

  • Thursday, October 15, 2026:
    • Morning: Council on Examinations, D/DH Committees
    • Afternoon: New Members, Dental Chiefs/Captains & DH Chiefs/GTL training session, State Board session
  • Friday, October 16, 2026:
    • Morning: Standing Committee meetings
    • Business Sessions all day (Reception to follow) 
  • Saturday, October 17, 2026:
    • Optional Examiner Statistics ends at 10:45 am.

What and when should I attend?

The Agendas page lists all sessions offered during the Summit. When you register, you will be asked to choose the sessions you will be attending by checking the corresponding session box. 

Seating may be limited in some sessions. You can edit your selections at any time. Just be sure to log in to the page to see an up-to-date account of the sessions you chose. If you need help, please email us. 

Dental and Dental Hygiene Chiefs, Captains & GTLs:

If you are a Chief, Captain/GTL, you are invited to attend training sessions on Thursday afternoon. 

New Examiners, State Board Leaders & New State Board Members (President/Vice Presidents, Executive Directors & leadership):

If you are a new member or appointed consultant since September 2025, a State Board President, Vice President, or Executive Director, we invite you to attend our New Member Orientation and/or State Board Presidents/Vice Presidents sessions. These events take place on Thursday, late afternoon/early evening. We recommend arriving Thursday morning or early afternoon, October 15th. 

All other Member Dentists & Dental Hygienists:

If you have never been a Chief or Captain at any examination and are not a new member, you are invited to attend the General Assembly Meeting that takes place on Friday, October 16th. General Assembly offers you a chance to hear from organizational leaders, participate in the election of board members, hear from the Director of Examinations, and much more! Please arrive Thursday afternoon/evening, October 15th. Please review the Agendas before making your travel reservations. 

Consultant Examiners (without Chief or Captains' Roles)

The Board of Directors is pleased to invite you to the General Assembly Meeting that takes place on Friday, October 16th. General Assembly offers you a chance to hear from organizational leaders, witness the election of board members, hear from the Director of Examinations, and much more! Please arrive Thursday afternoon/evening, October 15th. Note that ADEX cannot offer reimbursement for hotel/travel if you are not attending Chiefs/Captains sessions as a required attendee.

Wednesday Arrivals

Wednesday hotel stays will only be approved and reimbursable if you cannot arrive at the hotel by 1:30 pm local time on Thursday.

Please contact us if you are requesting pre-approval to arrive on Wednesday.

Should I attend New Member Orientation?

If you joined ADEX after September 2025, and have not attended an in-person Annual Meeting, it is recommended that you attend the New Member Orientation session and reception on Thursday night. These sessions will allow you to connect with various members of leadership and get acclimated to the organization. Additional optional sessions will also be beneficial. Click the box next to those sessions as you register to sign up.

Council on Examinations

Council and Council Committee sessions are limited to appointees.  The Council on Examinations is responsible for the oversight, review, and ongoing development of the clinical dental and dental hygiene licensure examinations. Led by a Chair and Vice Chair, the Council is composed of one dentist and one dental hygienist who have been appointed by their respective dental boards to serve three-year terms.

Meeting Schedule

Thursday morning, October 15th: Dental and Dental Hygiene Examination Committees

Friday afternoon, October 16th: Full Council

Honoraria

Attendees designated to participate in Council on Examinations meetings are eligible to receive two (2) days of meeting honoraria in accordance with the ADEX Travel Policy.

American Association of Dental Boards Annual Meeting

The American Association of Dental Boards (AADB) Annual Meeting is open to registered AADB Members, or those who have paid a registration fee. If you are a current or former state board member or are interested in becoming a member and attending, click here to visit their website. 

For questions, email info@aadbdentalboards.org.

AADB Reminders

  • AADB does not reimburse expenses.
  • If you are attending other summit conferences, be sure to include all hotel nights on ONE reservation.
  • Registration fee must be paid at the time of registration or by invoice before the event.

What is reimbursable?

Please check for specific details for the conference you are attending.

  • Rental Cars from home to the hotel (only)
  • Airfare (coach class) capped at $1,000
  • Uber/Lyft/rideshare between the airport and hotel (only) capped at $100 round trip
  • Hotel for applicable nights of the ADEX meeting

 

Note: Reimbursement is limited to those persons who are voting/new members of ADEX, Chiefs/Captains/GTLs and Executive Directors of State Boards of Dentistry. 

How do I submit for reimbursement (EXAMINERS)?

Please use the ADEX Member Resources Reimbursement tools to submit travel and hotel reimbursement requests. Expenses and honoraria will be processed according to the travel policy. You do not need to submit for an honoraria.  

To access My Reimbursements after the meeting use the button below.  Paper forms will not be accepted for examiners.

All reimbursements should be submitted within 30-days of the event. 

View the Travel Policy for additional details on submissions.

Go To Member Resources

How do I submit for reimbursement (NON-EXAMINERS)?

If you do not have a Member Resources account, or are not a member of ADEX and are eligible for a reimbursement, click the button below.

 

Submit for Reimbursements

Honoraria for the ADEX Annual Meeting

(Voting) Examiners, all Chiefs/Captains/GTLs and New Members are eligible for an honoraria and reimbursement for most travel expenses as defined by the travel policy. Attendees designated to attend Thursday training sessions/orientation will be eligible for two (2) days of meeting honoraria. Attendees not designated to attend Thursday training sessions will be eligible for one (1) day meeting honoraria. Honoraria is not available for optional sessions taking place on Saturday.

(Consultant) Examiners are not eligible for an honoraria or reimbursement unless invited to attend sessions on Thursday (Chiefs/Captains/GTLs/New Member Orientation).

Booking you hotel

Once you’ve completed registration, you will be presented a Confirmation screen. Read the Hotel Booking Guidance before clicking the “Book Hotel” button. You will also receive a confirmation email.

Hotel Rooms & Rates

ADEX has secured a special hotel room block at the Gaylord National Resort and Convention Center for this event. Review the schedule of events first. When booking your room, note the following:

  • Wednesday arrivals will only be approved for AADA attendees. Chiefs/Captains/GTLs who cannot arrive by 1:30 pm on Thursday must request an exception.
  • Saturday hotel stays are not reimbursable.
  • If you wish to stay additional days before or after reimbursable nights, book your event nights through our link first. Afterward, call the hotel to make additional arrangements. Please do not include additional dates in your event stay.

Rooms are $279.00/night plus applicable taxes (currently 18%) with a daily resort fee of $27. Any upgrades, room charges, room service, etc. (and subsequent additional taxes) are your responsibility.

Attendees will be asked to provide credit card information to reserve a room but will not be charged until arrival/checkout. You will receive a confirmation email from Gaylord once booked. Hold onto this email for future use.

Canceling/Changing Your Room

Before September 15: Refer to the hotel confirmation email you received after booking your room. Click the cancellation/change link to update your reservation.

On or After September 15: Reach out to info@dental-summit.org. Cancellation fees will apply if you cancel 3 days or fewer before your scheduled arrival.

Airports

Book travel after you have registered. Eligible attendees should be advised that reimbursement is not available until after the Summit. Warning: Traffic in the DC area can be extremely heavy.

(Preferred) Ronald Reagan Washington National Airport (DCA) - approx. 20 minutes
Dulles International Airport (IAD) - approx. 40 minutes
Baltimore/Washington International Airport (BWI) - approx. 50 minutes

There is no shuttle service from these airports to the Gaylord National. Please plan to use other ground transportation (Uber/Lyft).

Please note that, as stated in the travel policy, round-trip economy/main cabin seats will be reimbursed.  Any upgrades will not be covered.

What is reimbursable?
 - Round-trip economy/main cabin flights, up to $1,000
 - Early Bird Boarding
 - One checked bag

What is not reimbursable?
 - Costs associated with seat selection
 - Upgrades

Rental Cars

Rental cars between the hotel and airport will not be reimbursed. However, rental cars from your home to the hotel is reimbursable.

If you choose to rent a car to travel from your home to the hotel, you can take advantage of our discount program.

  • Reservations should be made through one of our preferred vendors to get the appropriate contracted rate and insurance coverage:
  • National/Enterprise – Corporate Account #XZ18309
  • As an added benefit, attendees can enroll in the National/Enterprise program, which offer additional benefits, and can do so by going to:

National Rental Car

Ground Transportation

Transportation to and from either airport is reimbursable via ride-share services such as Uber or Lyft. Be sure your receipt displays your cost and proof of payment. Reimbursement for ride-share will be capped at $100 total to/from Gaylord National only. Rental cars will not be reimbursed.

Hotel Parking

Parking is available for those who plan to drive. Self-parking is a reimbursable expense.  

As part of our contract, we have negotiated a $8/day savings off of the regular price of daily self parking (regular rate = $33/day). Tell your check-in agent at the hotel that you will be using the self-parking garage to qualify for the special rate.

You are welcome to unload your vehicle on the front drive; however, cars are not permitted to be left unattended.

The Educators Conference brings together Dental and Dental Hygiene program representatives from all over the United States with one common goal: to learn more about delivering the American Board of Dental Examiners (ADEX) Dental and Dental Hygiene Examinations.

When should I arrive and depart?

Arrive on Friday in time to attend the reception.

Conference registrants and guests 18+older are invited to join us for the Attendee Reception on Friday, October 16th, from 6:30 pm to 9:30 pm in the Potomac Ballroom. The reception will feature local food, music, dancing, and spirits. The Potomac Ballroom is on the 2nd floor of the Gaylord National, overlooking the Potomac River in National Harbor.  This is your chance to network and socialize with other Educators and Examiners from ADEX in a fun, relaxing environment.

Meeting or guest badges must be visible to enter the reception.

The reception is free for Educators. Guests are welcome but must be pre-registered. The guest fee is $75/pp and must be paid on the event website during registration. To add a guest, go to the Attendee Reception Page and click "Add a Guest".

Attendees are responsible for reserving their own hotel rooms and travel arrangements.

Reserve your hotel room for arrival on the afternoon of Friday, October 16, 2026. 

The conference will end at 5:00 pm Saturday, October 17th. In the event return travel is not possible Saturday, ADEX will reimburse your hotel room (room and tax) for Saturday night with prior approval..

Use the Book Hotel at the top of the page link to make your reservation. Once you have made your hotel reservation, details will appear on your registration confirmation page.

On-site Event Check-in/Registration

Once you check into your room on Friday, please proceed to the on-site meeting registration table located on the second floor of the Gaylord National.  Registration will also be open early Saturday morning; however, you must be registered and receive your badge to attend the Attendee Reception on Friday.

ADEX has put together specific Dental and Dental Hygiene Tracks chosen specifically for you, in your field of specialty.

Please be sure to select the specific track you will be attending:

  • Click the Dental Hygiene track when registering for Dental Hygiene sessions.
  • Click the Dental track when registering for Dental sessions.

 

What is reimbursable?

Please check for specific details for the conference you are attending.

  • Rental Cars from home to the hotel (only)
  • Airfare (coach class) capped at $1,000
  • Uber/Lyft/rideshare between the airport and hotel (only) capped at $100 round trip
  • Hotel for applicable nights of the ADEX Educators Conference (Fri./Sat. if necessary)

How do I submit for reimbursement?

Travel and hotel expenses for one (1) dental hygiene program attendee and two (2) dental program attendees are reimbursable.

Access the Reimbursement Form at the top of this page. All reimbursements should be submitted within 30-days of the event.

If you are an examiner, you must submit for reimbursement via Member Resources. 

View the travel policy with guidance on reimbursable expenses.

Travel Policy

Booking Your Hotel

Once you’ve completed registration, you will be presented a Confirmation screen. Read the Hotel Booking Guidance before clicking the “Book Hotel” button. You will also receive a confirmation email.

Hotel Rooms & Rates

ADEX has secured a special hotel room block at the Gaylord National Resort and Convention Center for this event. Review the schedule of events first. When booking your room, note the following:

Educators are eligible for reimbursement of Friday night hotel stays. The conference will end at 5:00 pm on Saturday, October 17th. If return travel is not possible on Saturday, ADEX will reimburse Saturday night with prior approval.

Rooms are $279.00/night plus applicable taxes (currently 18%) with a daily resort fee of $27. Any upgrades, room charges, room service, etc. (and subsequent additional taxes) are your responsibility. You will be able to select a room with two queen beds. If you are sharing a room, please include the name of your roommate in your hotel reservation when prompted.

Attendees will be asked to provide credit card information to reserve a room but will not be charged until arrival/checkout. You will receive a confirmation email from Gaylord once booked. Keep this email.

Canceling/Changing Your Room

Before September 15: Refer to the hotel confirmation email you received after booking your room. Click the cancellation/change link to update your reservation.

On or After September 15: Reach out to info@dental-summit.org. Cancellation fees will apply if you cancel 3 days or fewer before your scheduled arrival.

Airports

Book travel after you have registered. Eligible attendees should be advised that reimbursement is not available until after the Summit. Warning: Traffic in the DC area can be extremely heavy.

(Preferred) Ronald Reagan Washington National Airport (DCA) - approx. 20 minutes
Dulles International Airport (IAD) - approx. 40 minutes
Baltimore/Washington International Airport (BWI) - approx. 50 minutes

There is no shuttle service from these airports to the Gaylord National. Please plan to use other ground transportation (Uber/Lyft).

Please note that, as stated in the travel policy, round-trip economy/main cabin seats will be reimbursed. Any upgrades will not be covered.

What is reimbursable?
 - Basic and Choice fares on Southwest
 - Early Bird Boarding
 - One checked bag

What is not reimbursable on Southwest?
 - Costs associated with seat selection or
 - Upgrades to Choice Extra or Choice Premium
 

Rental Cars

Rental cars between the hotel and airport will not be reimbursed. However, rental cars from your home to the hotel is reimbursable.

If you choose to rent a car to travel from your home to the hotel, you can take advantage of our discount program.

  • Reservations should be made through one of our preferred vendors to get the appropriate contracted rate and insurance coverage:
  • National/Enterprise – Corporate Account #XZ18309
  • As an added benefit, attendees can enroll in the National/Enterprise program, which offer additional benefits, and can do so by going to:

National Rental Car

Ground Transportation

Transportation to and from either airport is reimbursable via ride-share services such as Uber or Lyft. Be sure your receipt displays your cost and proof of payment. Reimbursement for ride-share will be capped at $100 total to/from Gaylord National only. Rental cars will not be reimbursed.

Hotel Parking

Parking is available for those who plan to drive. Self-parking is a reimbursable expense.  

As part of our contract, we have negotiated a $8/day savings off of the regular price of daily self parking (regular rate = $33/day). Tell your check-in agent at the hotel that you will be using the self-parking garage to qualify for the special rate.

You are welcome to unload your vehicle on the front drive; however, cars are not permitted to be left unattended.