Conference Frequently Asked Questions (FAQs):

Below is a list of frequently asked questions pertaining to the attendee experience. 


When and where will the conference take place?

The 2020 Annual Conference will take place August 16-18, 2020 at the Williamsburg Lodge in Colonial Williamsburg, VA. 

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How can I register? What are the registration fees? What is included in the cost of my registration?

Register for the conference by visiting the Annual Conference websiteYour registration fee includes all educational sessions (over 6 hours of CAE credit), two receptions, all meals on Monday and breakfast on Tuesday, and both the opening and closing keynote sessions.

 REGISTRATION

Early-Bird
Paid by Jul 24

Regular
Jul 25- Aug 9
Late
After Aug 9
Member
$220 $250 $280
Non-Member
$250 $280 $310


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Am I eligible for the member rate?

All 2020 members are eligible for Annual Conference member rates. If you have a question about your membership status or want to become a member, please email [email protected]

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Is the conference schedule available?

The current schedule is listed here, and is subject to change. Brief session descriptions are available hereFull session descriptions, including key takeaways and information on Colonial Williamsburg, are listed on the Official VSAE mobile app, Engagefully. 

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Are there any sessions specifically for new attendees at the conference?

Yes! New this year, there is a New Member and First-Time Attendee Meetup on Sunday, August 16 from 5:30 - 6:00 p.m. This Meetup is a social and informational event for both new members and  first-year attendees, where they will get a little primer about the conference and about VSAE, be able to chat with representatives from VSAE's members groups (executive members, associate members, Membership Committee members, and Board Members), and meet each other.

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I want to bring a guest to the conference. What can they attend?

Spouses and guests can attend certain conference functions at the rates listed below, but must accompany an individual registration. It includes Sunday night reception; Monday night reception, dinner, and entertainment; and Tuesday breakfast. The Spouse/Guest registration does not permit attendance at other conference sessions or meetings. If your guest would like to attend conference sessions, they would need to purchase a full conference registration at the non-member rate.

 REGISTRATION

Early-Bird
Paid by Jul 24

Regular
Jul 25- Aug 9
Late
After Aug 9
Non-Member
$250 $280 $310
Spouse/Guest $185 $215 $245


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What is the cancellation policy for the conference?

Registration fees are refundable, less a $25 administrative fee, up until July 3, 75% of registration fees from July 4-17, 50% of registration fees from July 18-24. No refund will be issued for cancellations starting July 25, 2020. Registrations are transferable to another person within the same organization. All cancellations must be sent in writing via e-mail to [email protected]; expect confirmation within two business days.

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I registered for the Annual Conference before it was rescheduled for August. However, now I cannot attend. How do I receive a refund?

We understand if you cannot attend the conference though your presence will be missed. To request a refund of registration fees, please email [email protected] with the registrant's name. Confirmation will be sent within two business daysRegistrations are transferable to another person within the same organization.

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How do I create and find my personalized conference schedule?

To further enhance your conference experience, the Official VSAE mobile app, Engagefully by RD Mobile, allows you to create your personalized itinerary for the conference. Download the mobile app (Download for Apple | Download for Android). The app is designed to help you navigate the conference, connect with other attendees, and engage on social media. You may view the mobile app as a web app that you can open via mobile or desktop browser hereContact Pamela Flynn at [email protected] or (804) 249-2244 if you need assistance. 

To download the app to your phone or tablet.

  1. Download and install Engagefully from your phone's app store.
  2. Open the Engagefully app and search for VSAE.
  3. Tap VSAE.

Can I earn continuing education credit at the conference?

Yes, you can earn CAE credits by attending educational sessions, including the opening keynote, closing panel, shared interest group (SIG) meetings, and breakout sessions. You can earn 6.5 CAE hours if you attend all educational sessions.

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How can I reserve a hotel room, and what are the rates?

To reserve a room, use the online links here: Executive Members or Associate Members or call (800) 261-9530 Monday through Friday 8 a.m.-5 p.m. Ask for the VSAE Conference rate and identify yourself as an Executive or an Associate. All rates are subject to applicable state and county taxes as well as occupancy fees. Deadline for room reservations is Friday, July 24, 2020. After this deadline, rooms are on a space and rate available basis. Check-in is 4:00 p.m. and check-out is 11:00 a.m.

Executive members $139*
Associate members $159
* Complimentary accommodations for Executive members on Monday night are NOT available. 

Williamsburg Lodge
310 S. England St.
Williamsburg, VA 23185
(855) 294-5683

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I already booked room reservations at the Williamsburg Lodge when the conference was to be held in May. Will I need to make a new reservation for the new dates?

YES - All previous reservations have been canceled and all deposits have been refunded. Contact the Williamsburg Lodge to make your new room reservations using the instructions above in the previous question's answer.

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What Pre-Conference Activities are available?

Enjoy what Colonial Williamsburg has to offer! All pre-conference are on Sunday, August 16 and include lunch. Registrations are limited. Activities require additional fees—see table below. Check-in 15 minutes prior to scheduled activity. Click here to read activity descriptions.

PRE-CONFERENCE ACTIVITIES
Sunday, August 16

Early-Bird
Paid by Jul 24
Regular
Paid after Jul 24

Nature Walk at Bassett Hall (12:00-3:00)
VSAE Member
Non-member and Spouse/Guest


 $40
$55


$55
$70

Walking Tour of Historic Area (12:00-3:00)
VSAE Member
Non-member and Spouse/Guest


 
$45
$60


$60

$75

Golf on the Golden Horseshoe Gold Course
(12:00-5:00)
VSAE Member
Non-member and Spouse/Guest



$80

$95



$95
$110


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What is there to do in Colonial Williamsburg?

Colonial Williamsburg offers an engaging living history, delicious dining, spectacular golf, and fun attractions creating the perfect getaway! Check out the resources below.

How can I buy raffle tickets? How can I see a list of the raffle prizes?

Raffle tickets can be purchased during your online registration session, or at the VSAE registration desk during Annual Conference. Winners are announced Monday night during dinner. Win a stay at a hotel or resort, a gift basket, a round of golf, a gift certificate for a restaurant or other great prizes from our wonderful associate and executive members. Typically there are 20-25 items in the raffle. List of raffle prizes is coming soon. Click here to donate a prize!

 RAFFLE TICKETS

 

1 ticket
$10
3 tickets
$20
9 tickets $50
20 tickets $100


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What are IGNITE Sessions?

An IGNITE presentation is a 5-minute presentation with 20 slides that auto-advance every 15 seconds. Topics range from the personal to the professional, though they all share one thing in common - the topic should IGNITE a passion in the presented and the audience. Past topics have included healthy eating, leadership, strategic planning, and living life as an introvert. Click here to view last year's IGNITE presentations. Anyone can sign-up to present.  Click here for additional information and to sign up!

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Where should I go if I need help on-site at the conference?

For help or questions about something conference-related, the conference registration desk is the best place to try first. A VSAE staff member will always be there and can call other staff members or hotel staff if needed. They will have 'Staff' indicated on their conference name badges.

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Where can I get a printable version of the Annual Conference Brochure?

The printable Annual Conference brochure is accessible by clicking here.

Who are the Annual Conference Sponsors?

 

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My question is not listed here. Whom do I contact?

Please contact [email protected] for assistance.

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