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Virginia Meeting

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How do I make changes to my registration?

FAQ# 1129:

Any meeting attendee may make changes to their registration any time prior to the pre-registration deadline.  Simply go to the registration website, log in using the username and password you created when you registered and make any changes you would like.  Once onsite, changes may still be made; just visit the registration desk and the staff will be able to assist you.

I don’t know my username and password to register.

FAQ# 1127:

This is NOT the same username and password for the VDA website.  To enter the registration website, attendees should use the username and password created when completing their initial registration.  If an attendee has forgotten their username or password, click “Forgot my password” to have it reset or call Custom Registration (9am-6pm) directly for assistance.  Their phone number is 1-877-205-1943.

I have already registered. When will I receive my meeting packet?

FAQ# 1131:

Meeting packets will not be sent until after pre-registration closes, which allows attendees to make changes to their registration at any time during pre-registration.  Meeting packets should arrive in the mail about 1 week prior to the meeting.

I would like to have dinner at one of The Homestead Restaurants or book activities at The Homestead.

FAQ# 1135:

Please call The Homestead directly at 1-800-838-1766, option 4. We strongly recommend that you make meal and activity reservations well in advance of your arrival as these spaces fill quickly. Please see your registration brochure for more details, including the Virginia Meeting and The Homestead Resort attire.

Why do I have to register each individual meeting attendee separately?

FAQ# 1128:

As of 2013, the VDA is able to track CE credits for each meeting attendee.  It is important that we have an individual record for each attendee in order to have accurate records.  The record of your CE from the meeting will be sent to you within 10 business days after the meeting.

 

Are there rooms still available?

FAQ# 2866:

The vast majority of the room block and the hotel as a whole are completely full.  We have been encouraging VDA members to make reservations as early as possible as we anticipated space being at a premium.  If you have not already done so, we recommend that you place your name on the waiting list and reserve a room at another location as a back-up.  Other lodging options are listed here:  https://vadental.org/pro/events/virginia-meeting/lodging

Can exhibitors attend CE courses or events?

FAQ# 1196:

Exhibitors can not attend CE courses. However, they are welcome to sign up for any of our social events. In your registration packet, social event information is included. You can register for these events at the same time as you are registering your representatives for your booths. You may also go back into the registration system and add or change your registration at any time. We ask that you do this prior to July 1.

Can you send me a Virginia Meeting registration brochure?

FAQ# 1187:

Yes, please contact Carter Lyons at lyons@vadental.org or 804-523-2193.  You can also download the brochure from our website (see below).

Do I have to be a VDA Member to attend the Virginia Meeting?

FAQ# 1125:

No – we welcome member dentists, non-member dentists, and all members of the dental office team.

Do I have to pay for meeting registration if I only plan to attend one event (such as a dinner, social function, etc.)?

FAQ# 1136:

Yes – it is VDA policy that all attendees must register for the meeting itself in order to participate in any meeting events or CE courses.

Does VDA offer Continuing Education (CE)?

FAQ# 1185:

Yes, the VDA offers many CE opportunites.  All CE courses are listed on our events calendar.  See links below.

How can I register my company reps that will be working my booth?

FAQ# 1195:

You should have received a packet by mail as well as by email with all of your information. If you have not received this or need another copy, please contact Carter Lyons at lyons@vadental.org or 804-523-2193 and she’ll send you another one.

How do I cancel my Virginia Meeting Registration?

FAQ# 1191:

All refunds need to be submitted in writing.  Conference badges and materials must accompany request.  All refunds are subject to a 20% charge per total registration fee that will be processed via check to the original payer within 10 business days of receipt of request. No refund requests will be accepted after August 29, 2014.


Please send refund requests to:
Carter Lyons
VDA
3460 Mayland Ct, Ste 110
Henrico, VA 23233

How do I get the registration form?

FAQ# 1189:

We can fax/email one to you or you can download one from our website: http://www.vadental.org/pro/events/virginia-meeting/registration .

Contact Carter Lyons at lyons@vadental.org or 804-523-2193.

How do I register for the Virginia Meeting?

FAQ# 1188:

Online: http://www.vadental.org/pro/events/virginia-meeting/registration
Fax: 1-817-277-7616
Phone: 1-877-205-1943
Mail: The Virginia Meeting c/o Custom Registration, 2020 E. Randol Mill Road, Suite 307, Arlington, TX 76011

I called The Homestead and was quoted a price much higher than $190/room/night for a standard room. Why?

FAQ# 2867:

This is because the block is essentially full and our block rate provided a significant discount from typical September rates.  Therefore, the rooms that are available outside of the block are being sold at the standard rate for that time of year, which is much higher than $190/room/night.

Since I am registering for all the courses and events I am attending, should I expect to receive tickets for everything in the mail?

FAQ# 1133:

No.  Another advantage to our new registration system is the ability to eliminate tickets for CE courses as well as events.  All CE attendance will be tracked electronically through a barcode on attendee badges as will entrance for any events.  This makes it absolutely necessary to pre-register for any courses and events that you plan to attend.  We strongly encourage you to register as early as possible as spaces are filling quickly.  In addition, we remind you that for most social events, registration will not be available onsite as food and beverage counts must be given to the hotel in advance of the event.  If you pre-ordered a boxed lunch (or boxed lunches), you will receive tickets in your registration packet.  These will be redeemed onsite at the lunch pick-up location.

What are the onsite registration hours?

FAQ# 1192:

Wednesday, September 17—10:00am-5:00pm
Thursday, September 18—7:00am-5:00pm
Friday, September 19—7:00am-5:00pm
Saturday, September 20—7:00am-2:00pm

What is the cut-off date for pre-registration?
August 29, 2014—however registration will reopen onsite, starting September 17. At this time, changes or additions may be made to your registration.

What if my meeting packet does not arrive on time?

FAQ# 1132:

We’ll do everything we can to make sure that packets arrive safely and on time, but in the event that your packet does not arrive, please visit the registration desk at The Virginia Meeting and VDA staff will make sure that you have everything you need.

What is the cut off date for pre-registration?

FAQ# 1190:

August 30, 2013—however registration WILL reopen onsite, starting September 18. At this time, changes or additions may be made to your registration.

When is exhibitor set-up/move in and move out?

FAQ# 1193:

et-Up:
Thursday, September 18, 2014
6:00am—1:00pm
All booths MUST be completed by no later than 1:00pm as the hall opens to attendees at 2:00pm.

Tear-down
Friday, September 19, 2014
6:30pm-9:30pm

When will the exhibit hall be open?

FAQ# 1194:

Thursday, September 18, 2014
2:00pm—6:30pm  The opening reception will take place in the exhibit hall starting at 4:00pm.  

Friday, September 19, 2014
8:00am—6:00pm Coffee and snacks will be available in the hall throughout the day.  Boxed lunches will be picked up in the exhibit hall on Friday.  The exhibit hall closing reception will take place in the exhibit hall starting at 4:00pm.

The exhibit hall will not be open on Saturday, September 20, 2014.

When/Where is the Virginia Meeting?

FAQ# 1124:

September 17-21, 2014
The Homestead Resort
7696 Sam Snead Highway
Hot Springs, VA 24445

Who does the First Time Attendee Dentist registration category apply to?

FAQ# 1126:

Any dentist (member or non-member) who has never previously attended a Virginia Meeting.

Why did the hotel room block fill up so fast?

FAQ# 1134:

There are a few reasons for this—but the main one is that VDA members are very excited about this new venue and the opportunities that The Homestead has to offer. Additionally, Hot Springs is not an area where attendees can drive back and forth for the day, which has increased our number of reserved rooms. We are doing everything that we can to make the entire Virginia Meeting experience pleasant for each one of our attendees and we sincerely apologize for any inconvenience. Thank you very much for your understanding.

Why do I need to register for any course I would like to attend?

FAQ# 1130:

Feedback from VDA members indicated a wide interest in the VDA tracking and maintaining a record of CE credits.  In order for us to have an accurate record of CE attendance, each attendee needs to register and have their badge scanned to receive credit.

Why were there not enough rooms in our block to accommodate all attendees?

FAQ# 2868:

The size of our meeting requires that contracts are written well in advance of the meeting itself.  The contract for this meeting was written and signed in 2011.  We created the size of our block based on our typical number of rooms reserved in previous years – and increased those numbers substantially, anticipating some increased interest in this location.  Additionally, once we realized that space was going to be at a premium, we worked with The Homestead to increase our block for both 2013 and 2014 to the maximum number of rooms that the hotel could provide at the time.  The interest that The Homestead has generated has been unprecedented, but once we knew that, it was much too late to increase our block any further.  The hotel had already booked another (much smaller) group after our contract was signed, leaving very few rooms available outside of the room block.  Therefore, we continue to partner with the hotel to make the most of the available space.  In the event that the meeting should return to The Homestead in future years, we would work with the hotel to create the largest block possible.