
Registration Deadlines
and Fees
The registration deadlines for the 30th Summit of the Americas are as follows:
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Early: July 1 - October 15, 2024
Regular: October 16 - December 15, 2024
Late: December 16, 2024 - February 15, 2025
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Delegations wishing to register after the late registration deadline should send an email to registration@hacia-democracy.org to confirm space availability. Participation in the conference after this deadline, however, is not guaranteed
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Refunds
Due to the fixed costs of the conference, HACIA will have a strict no refund policy. However, if you believe that your delegation might require a refund due to unforeseeable and extenuating circumstances, please reach out to registration@hacia-democracy.org to discuss options.
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Fees
In order to complete the registration process, all delegations must pay the following fees in full. Please note that the rates are only guaranteed once payment is processed. For example, a school that completes the registration form in December but
only submits payment in late February will have to pay late registration fees.
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*Different costs for Independent Delegates (without a delegation)
*Financial aid available
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​​​​​​​​​​​​​Delegation Registration Fee: All delegations (each school is considered a delegation) must pay a standard registration fee of USD 75.00, regardless of registration date.
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Delegate & Amenity Fees: All delegates must pay an individual registration fee and an amenity fee. Fees vary across program and registration deadline.​​
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Additional Advisor Fee: USD 25 after registering two Faculty Advisors (regardless of registration date)
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Junior Staffer Fee: USD 175 (regardless of registration date)
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Delegate Fee:
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USD 220 if registered early​
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USD 250 if registered by regular deadline
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USD 280 if registered late​​​​
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Amenities Fee: paid for by each member of the delegation, includes Dinner Friday-Saturday + Breakfast/Lunch/Dinner Sunday-Monday, wifi, access to all the hotels amenities, coffee breaks for advisors Sunday-Monday:
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USD 200 if registered early ​
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USD 225 if registered by regular deadline
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USD 250 if registered late
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For Independent delegates: As of 1/1/2025 and as part of our commitment to making conference participation accessible to more students, we have reduced the costs for independent delegates. The updated fees are as follows:
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Delegate Fee: USD 75
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Amenities Fee: USD 200
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We do not charge delegation fees for independent delegates
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Brazilian Independent Delegates are now eligible for financial aid. To apply for financial aid, please complete the independent delegate registration form and then submit the financial aid form at the end of the application.
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Click the button below for a quick guide to our registration process. ​​
Guide to Registration
1. Review all guidelines of the 30th Summit of the Americas prior to registering
We encourage you to check all details and figures on the HACIA Democracy website and documents to ensure you possess all the required information about your delegation.
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2. Complete the 2025 HACIA Democracy Registration Form
This is the main registration document. Before you begin, please collect information about
your Faculty Advisors, school, and the number of students in your delegation.
Students wishing to participate in the Press Corps and Junior Staff Program must submit the corresponding special application forms. All Special Application documents are available below. Special Applications must be uploaded as part of this main registration form.
The registration form includes four parts:
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Part 1 - Basic information about your school (location, past participation in HACIA)
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Part 2 - Faculty advisor information (email, phone, preferred language)
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Part 3 - Delegation information (number of delegates, languages, special applications)
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Part 4 - Payment preferences, refund policy
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3. Submit all registration fees
Please note that your registration will not be considered complete until your registration fees are paid in full. Please allow up to five business days upon receipt for our team to process any payments.
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4. Receive and distribute your country and committee assignments.
After you have submitted your Registration Form, you will receive your delegation’s country and committee assignments. You will also receive results for any Special Applications submitted. Please note that unsuccessful applicants will automatically receive a position in a regular committee. After you receive your assignments, you will be asked to submit basic information for each delegate in your delegation.
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5. Book your hotel rooms
Please navigate to the "Accomodations" tab above to find detailed instructions on booking your rooms at one of our partner Windsor hotels.
Independent Delegate FAQs
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Who can register as an Independent Delegate for HACIA 30?
Students from any country can register as independent delegates (without a delegation) for the Summit of the Americas.
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Do I need to stay at Windsor Barra to attend the conference?
It is not mandatory for delegates to stay at partner Windsor hotels. However, we recommend staying close to the conference venue as events start early every morning.
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Can I participate in the conference without an accompanying adult?
Yes, Brazilian delegates under 18 can now participate in the conference alone, but they are required to sign the liability waiver available on our registration form. If you are not from Brazil and are under 18, you can attend the conference alone, but you must make sure to receive the proper legal permissions to enter the country without a parent or guardian.
To stay at partner hotels, you will need to complete the accommodation form on our website, obtain your parents' signatures, and have a copy of both parents' identification documents as required by Windsor policies.
If you choose to stay at another hotel, it is essential to check the applicable accommodation policies for unaccompanied minors.
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What type of financial assistance is available for independent delegates?
All independent delegates have reduced registration fees. However, additional financial assistance is available to independent delegates from Brazil. To be considered for financial assistance, you must first complete the independent registration form and then complete the financial aid form linked at the end of the application.
J-Staffer Application

As a J-Staffer, you will work closely with Harvard committee chairs, supporting them in facilitating discussions and managing session logistics. This role provides a unique behind-the-scenes perspective on the conference and insight into how students engage with critical issues.
J-Staffers receive specialized training before the conference, equipping them with organizational and leadership skills that extend beyond debate and diplomacy. It’s a valuable opportunity to contribute to the success of the event while developing skills to shape your own future.
If you wish to register as an independent J-Staffer (not in a delegation), please complete the following application and submit it as part of your independent delegate application.
If you are a part of a delegation, submit your application as a part of your delegation's application using the Fillout Form below.
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IMPORTANT UPDATE: All spots for J-Staffers in English committees have been filled; we are still accepting applications for J-Staffers in Spanish and Portuguese committees.
Registration Forms
Delegation Registration
Individual Delegate Registration
Financial Aid Application
HACIA is committed to making our conference as accessible as possible by offering need-based financial aid to students who would otherwise be unable to participate.
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Financial aid will be distributed on a rolling basis, prioritizing students based on the order of application and the feasibility of meeting their financial needs. We anticipate awarding a mix of full and partial scholarships. HACIA’s financial aid is open to students of all nationalities.
