Frequently Asked Questions

Attendee Resource Guide
Reimbursement Form

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 email 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:
    • Chiefs/Captains/GTLs sessions (afternoon)
    • New Members Orientation and State Board sessions (late afternoon)
  • Friday, October 16, 2026: Standing Committee meetings (early morning), Business Sessions all day until 5:00 pm, followed by a reception. 
  • Saturday, October 17, 2026: Optional Sessions tailored to New Members and regarding examiner statistics.

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, it's okay to contact us. 

Dental and Dental Hygiene Chiefs, Captains & GTLs:

If you are a Chief, Captain/GTL, you are invited to attend training sessions on Thursday beginning at 1:00 pm. Arrive Thursday morning if possible to minimize disruption to your personal schedule. Our room block is limited and cannot accommodate early arrivals. Note that 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 hotels@adextesting.org if you are requesting a Wednesday arrival approval.

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 you arrive Thursday morning or early afternoon, October 15th (Wednesday arrivals may be accommodated by special request). 

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.

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 "A Day in the Life" will also be beneficial. Click the box next to those sessions as you register to sign up.

Council on Examinations

PLACE HOLDER



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)
  • 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 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/New Member Orientation).

You must be registered to attend the Dental Testing and Regulatory Summit or Educators Conference to make a hotel room reservation.  

You will not be charged for your reservation at the time of booking, but a credit card is required to book a room.

Before booking your hotel room, please take note of the days you will be attending sessions. Hotel is not reimbursable for Wednesday without prior approval.

Rate: $279.00/nightly + applicable tax (currently 18%), daily resort fee of $27, and any other required hotel fees.

Room upgrade charges will NOT be reimbursed. 

A link to book a hotel room will be available once registration is complete and on your confirmation email.

You can also click on "Book Hotel" in the top right of the meeting website to book directly from your confirmation page. Once you have made your hotel reservation, details will appear on your registration confirmation page.

Save your hotel confirmation email to modify your hotel reservation.

Note: Hotel Booking is available until September 15. 

Airports

The Gaylord National Resort and Convention Center is located near three airports:

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?
 - 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
  • Hertz – Corporate Account #496066.  Our contract rates already include damage waiver and third-party liability coverage. Additional drivers are also covered.
  • As an added benefit, attendees can enroll in the National/Enterprise and Hertz programs, which offer additional benefits, and can do so by going to:

National Rental car

Hertz 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.

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.

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?

  • Rental Cars from home to the hotel (only)
  • Airfare (coach class)
  • 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.

A link to the reimbursement form will be made available. All reimbursements should be submitted within 30-days of the event.

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

To access My Reimbursements after the meeting use the button below. View the travel policy on the Governance page.

Travel Policy

 

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 Reimbursement

You must be registered to attend the Dental Testing and Regulatory Summit or Educators Conference to make a hotel room reservation.

Educators are eligible for reimbursement of Friday night hotel stays. Saturday is a covered expense in the event return travel is not possible.

If you are also attending required sessions as an examiner, please make one reservation for all dates that you are attending.  

Rate: $279.00/nightly + applicable tax (currently 18%), daily resort fee of $27, and any other required hotel fees.

Room upgrade charges will NOT be reimbursed. 

A link to book a hotel room will be available once registration is complete and on your confirmation email.

You can also click on "Book Hotel" in the top right of the meeting website to book directly from your confirmation page.  Once you have made your hotel reservation, details will appear on your registration confirmation page.

Save your hotel confirmation email to modify your hotel reservation.

Note: Hotel Booking is available until September 15. 

Airports

The Gaylord National Resort and Convention Center is located near three airports:

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
  • Hertz – Corporate Account #496066.  Our contract rates already include damage waiver and third-party liability coverage. Additional drivers are also covered.
  • As an added benefit, attendees can enroll in the National/Enterprise and Hertz programs, which offer additional benefits, and can do so by going to:

National Rental car

Hertz 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.