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FORUM FAQ

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The Virginia Beach Convention Center

1000 19th Street

Virginia Beach, VA, 23451

Website

Recommended Forum attire is business casual; comfortable shoes are suggested as you will be walking between session rooms. A sweater or jacket will come in handy because meeting rooms tend to be cool.

Virginia Tech’s Office of Continuing and Professional Education serves as the conference registrar for the Forum. As such, they create and maintain the registration pages and forms; and process payments and refunds on behalf of the Department of General Services. They also send confirmation emails when registration is completed and provide support for the registration process. The Forum registrar at Virginia Tech is listed under the Contact Us link on every Forum web page.

Register and pay for the Forum online using the following link: Registration 

Registration is not confirmed until payment is received.

Credit Cards: American Express, VISA and MasterCard payments are accepted online.

Virginia Tech Continuing and Professional Education will send email confirmation when card payment is processed.  Print and save this email as your receipt.

To pay by check you must complete the online registration.  Once you have entered all of your information you will select the “pay by another method” and then “pay by check” you will then receive an invoice from a Virginia Tech Registrar with check payment mailing instructions.

According to the Commonwealth Accounting Policies and Procedures Manual – SPCC Topic 20355:  IAT for State Classes & Services (CARS) and Payment for State Classes & Services (Cardinal):

 “The purchasing card may be used to pay for classes/services provided by another state agency only if the agency accepts VISA…”

Continuing and Professional Education at Virginia Tech, which acts as registrar for the Forum, accepts VISA so using a P-Card to pay for Forum registration is permissible.

Requests for refunds will be honored when received by TBD. Although refunds will not be possible after the announced deadline, another person may be substituted at any time for this program. A $60 administrative fee will be deducted for cancellations.

In the unlikely event that this program is canceled or postponed due to insufficient enrollments or unforeseen circumstances, Virginia Tech, on behalf of the Department of General Services, will fully refund registration fees but cannot be held responsible for any other expenses, including cancellation or change charges assessed by airlines, hotels, travel agencies, or other organization.

The conference registration desk will be located inside the convention center on the main floor.

  • Morning breaks each day
  • Afternoon breaks on Monday and Tuesday
  • Lunch Monday and Tuesday

The Forum will provide vegetarian meals that generally accommodate common medically necessary dietary needs.  You should respond to the question accordingly when completing the registration form.  Personal dietary preferences cannot be accommodated as they vary too greatly for the catering staff to manage when serving large group meals.  Check with your hotel to confirm whether they can provide a mini-fridge in your room, which can be used to meet personal dietary requirements or preferences.

The current state hotel per diem for Virginia Beach in November is $99. State lodging rates are governed by the U.S. General Services Administration (GSA) rates effective October 1 of each year. Rate changes generally are announced in August. To determine whether the rate changes this fall, search for Virginia Beach as your travel destination using the search criteria on the website:

http://www.gsa.gov/portal/content/104877

No, all Forum rooms must be booked through the central reservation system. Individual hotels have been instructed not to offer the Forum room rate for rooms booked outside the contracted blocks. The Forum team has negotiated significant discounts for meeting space and transportation that rely on a fixed number of rooms booked through the central reservation system. Your cooperation in booking through the central reservation system helps ensure we can continue offering Forum registration at a modest cost.

No, in the conference industry, it is general practice for hotels to allow direct bill only to the organization that has a lodging contract, in this case DGS. Although your agency may use direct bill for lodging on other agency business, conference lodging is treated differently and you should not anticipate being able to secure individual direct bill arrangements with any of the Forum hotels.

Hotels have identified a credit authorization process that allows for payment of one or more lodging rooms with a small purchase charge card that will not necessarily be presented at check-in. The credit authorization process requires disclosure of only the last four digits of the credit card number on the authorization form. The entire credit card number will be associated with the online reservation and therefore full disclosure of the card number on the authorization form is not necessary. The credit authorization process replaces in-person card presentation  for lodging payment but does not eliminate the requirement for each lodger to present a separate card for incidentals billed to their room. Check with the hotel front desk manager or hotel revenue manager to use the credit authorization process.

The hotels honor the state rate three days before and three days after the Forum.

Up to 16.5 contact hours for the Full Conference which includes up to 2 contact hours for attendance at the Supplier Connect.
To receive full credit, register before the sessions begin on Monday and attend all Forum events through their close of the Forum on Wednesday, including the Supplier Connect.

Track all of your attendance hours on the recertification document and checklist included in your welcome materials at the Forum Registration desk.  Attach the Recertification Document to your Recertification Application when submitting it to DPS/VIP for VCA/VCO recertification.

No, attendance certificates are not provided for the Forum with the exception of CPE documentation.  This step was taken to conserve paper and because it follows the practice of other certifying entities.

Track all of your attendance on the tear-out recertification document included in the back of your Forum Guide.  Email the recertification document to vipregistration@dgs.virginia.gov to receive a CPE certificate.