REGISTRATION POLICIES AND PROCEDURES

 

Registration Policies

Confirmation Policy: Registrations will be processed and confirmations emailed within seven (7) business days of acceptance. Confirmations and proof of payment will only be provided electronically and only if the registrant provides an email address.


Cancellation Policy: Cancellations must be received in writing by July 6, 2018, and a $100 processing fee will be charged per registrant. Cancellations will be processed post-conference within 30 business days. Substitutions are encouraged. Cancellations and registrations received after July 6, 2018, are nonrefundable, but are transferable.

Substitution Policy: To receive a substitution form go online to vpppa.org/symposium to download the form call the VPPPA Office or submit in writing the name of the person to be substituted along with a completed registration form for the substitute attendee. No substitution fee will be charged. After August 20, 2018, substitutions must be made onsite.

No-Shows: Refunds are not granted for no-shows.

Electronic Recording Policy: No audio or video recording is permitted.

Contact Information: All correspondence concerning Safety+ originating from the association will be sent to the email or mailing addresses provided on the registration form.

Registration Rate Deadlines: In order to receive a discounted registration rate, registration forms submitted via mail must be received with proper payment by the deadline dates indicated. Registrations submitted via fax or online must be date/time stamped by 5:00 pm (Eastern Time) of the deadline date indicated. Registration forms submitted without proper payment will not be processed and will not receive the discounted registration rate.

Badges: Badges must be worn at all official symposium functions, including receptions. Badge sharing is not permitted.

Guests: Guests of registered attendees may only attend select symposium receptions. Guest badges for the applicable receptions can be obtained onsite during registration hours. VPPPA does not assume any liability for guests. Lunches, workshops and the general sessions are open only to registered attendees.

Tax Benefit Statement: Travel expenses for conventions sponsored by a non-profit organization such as VPPPA are tax-deductible if your attendance benefits your trade or business. Deductible travel expenses while away from your home/business include, but are not limited to the following costs: (1) travel by airplane, train, bus or car between your home and your business destination; (2) using your car while at your business destination; (3) fares for taxis or other types of ground transportation between the airport or train station and your hotel; (4) meals and lodging; and (5) tips you pay for services related to any of these expenses. For more information, please visit www.irs.gov/taxtopics/tc511.html. To take this deduction, reference VPPPA’s tax identification number 54-1598954.

Event Interruption: If for any reason VPPPA determines to cancel Safety+ or change dates or location, no refund will be made and VPPPA shall not be financially liable or otherwise obligated.

Registration Type Definitions

Eligibility for selected registration type will be verified.

VPPPA Member: The VPPPA Member registration type is available only to employees at VPPPA member sites. The site’s membership must be current and dues must be paid for 2018. VPPPA membership and benefits cannot be shared with other sites. Corporate membership, as defined by the VPPPA Bylaws, is not an umbrella membership and only covers employees at the corporate site.

Nonmembers: Any registrant employed at a site that has not applied for VPPPA membership and/or whose membership is not in good standing must register at the Nonmember rate.

Chapter Board Representative: To register as a Chapter Board Representative, you must be currently serving on a VPPPA Regional Board as listed on the Region section of the VPPPA website.

DOD/DOE/OSHA: The DOD/DOE/OSHA registration type is intended for federal employees at the U.S. Department of Energy and the U.S. Department of Labor, as well as state employees of like-agencies. Employees of other government agencies and government contractors must select from the Member or Nonmember types and registration fee categories. If you are a DOD/DOE/OSHA representative and a speaker, please register as a DOD/DOE/OSHA Speaker. 

Speaker: Workshop speakers, moderators and coordinators, identified by the VPPPA Conference & Education Department, are eligible for the reduced Speaker rate. 

One-Day Attendees: One-Day registrations are available for registrants who are only attending the conference for one day. It is not possible to register as a one-day attendee for two separate days of the conference. Badges will be color-coded to show which day the attendee is registered for.

9 Paid, 10th Free (for VPPPA members only): Members will receive one (1) free registration for every nine (9) paid attendees from a single member site. Each registrant must complete a hard-copy registration form.

General Information

Safety+ Dates: August 28-August 31, 2018
Pre-Symposium Workshops: August 27, 2018
Expo: August 28–30, 2018
Official Hotel & Event Location: Gaylord Opryland Convention Center, Nashville, TN

To receive the VPPPA group rate, mention VPPPA when you make your reservation directly with the hotel. A reservation link will be sent to attendees in your registration confirmation email. The deadline for hotel reservations is Monday, August 6, 2018, but we anticipate the room block to sell out far in advance.
Government Hotel Reservations: A limited number of government rate rooms are available. Government employees are required to show a government ID to receive the government rate.