Following are questions that are frequently asked of the conference office. If you have a question that does not appear here but you think should, please send it to ConferenceInfo@KessJones.com.
SAVE THE DATE CARDS
Q: I received a card in the mail telling me about a conference, but it doesn’t list an agenda or tell me how to register. How do I receive a brochure?
A: The brochure will be mailed to you as soon as it becomes available. The card you received asks you to save the date and indicates that you are on our mailing list for the conference. If you received the card any other way—from a colleague, a bulletin board, etc—please call or e-mail our office to be placed on our mailing list.
Q: I received multiple brochures in the mail. Can’t you take the duplicates off your mailing list.
A: Unfortunately, our mailing lists come from a number of sources. If we receive electronic copies we do our best to remove duplicates; however, many of our lists are provided to us as labels and we are unable to cross reference for duplicates. Please help us spread the word about the conference and share any duplicate copies with co-workers or others who may be interested in attending.
THE REGISTRATION PROCESS
Q: May I register over the phone?
A: Registrations cannot be taken over the phone. Please fax or mail a completed registration form along with a method of payment.
Q: Can I register on-line?
A: If we accept online registration it will be clearly indicated in the brochure and other marketing materials.
Q: How do I know if I’m registered?
A: If you registered on-line you will receive an immediate confirmation via e-mail. If you registered via fax or mail, confirmation letters are emailed to each registered individual within one week of receipt. Please follow the following steps to determine your registration status:
Check your e-mail for a message from Kesselman-Jones, Inc. confirming your registration.
If you sent the paperwork directly to Kesselman-Jones, please call or e-mail the office to confirm the address you used.
If you sent your registration form to a third party (your business office, your district, an assistant, a colleague, etc), please confirm that the paperwork was indeed forwarded to Kesselman-Jones.
Q: My organization is exhibiting at the conference. Am I registered?
A: Exhibitors are not considered registered for the conference. We have instructions only to expect you at your booth during exhibit hours. If you would like to attend sessions and be included in the meal count, please fill out a registration form and provide the appropriate payment.
Q: I want to make sure I can register for the conference, but my organizations’ check or purchase order will take some time. How can I reserve a spot?
A: We recommend that you provide an alternate method of payment while your paperwork is in process. Please contact the conference office to make the appropriate arrangements.
Q: Can I attend one part of the conference and my colleague another part?
A: Registrations may not be shared or split. If you find that you cannot attend the conference, you are welcome to send a replacement at no charge; it will be understood that the individual named by you will replace you for the entire event.
Q: I registered for the full conference but need to leave early. Can I send a colleague to take my place for the rest of the conference?
A: Registrations may not be shared or split. Your colleague would not be eligible to receive the attendee materials (which enable access to the sessions), nor would he/she be eligible to collect CEUs unless he/she registers separately.
Q: I just want to “pop” into a session, I am not eating or anything, do I have to register/pay?
A: Anyone attending sessions, one or all, must register and pay for the conference. There is a misconception that the only thing we pay for is food. There are a variety of other expenses incurred with each session including room rental, AV costs, copy costs and speaker expenses to name a few.
Q: I would like to have my spouse or guest join me for lunch only, is it possible to do this?
A: Normally we are able to accommodate additional guests at lunch for a fee. Advance notice would be required. When you contact the conference office we will let you know the cost of the lunch only. This amount varies based on the meal selected for that day. If you do not have advance notice, we can not guarantee that we can accommodate additional people on-site. You will need to check in at the registration desk as early as possible to see the lunch count status.
PAYMENTS AND REFUNDS
Q: How may I pay for my registration?
A: We accept purchase orders, money orders, checks, credit cards (Visa & MasterCard), and if registering on-site, cash.
Q: What is a Purchase Order?
A: Some organizations pay bills on behalf of employees instead of requiring that employees pay up front and submit receipts for reimbursement. The purchase order is the document generated by the organization that promises payment to the vendor.
Q: My school/office/organization is submitting a purchase order, but we won’t be able to get the Purchase Order document to you in time to meet the early-bird deadline. Can we still pay the lower rate?
A: We must receive both a completed Registration form and an approved method of payment before the early-bird deadline date in order to offer the reduced rate. Purchase requisitions are not acceptable.
Q: I had an emergency which kept me from attending the conference. May I have a refund?
A: We have to abide by the refund deadline and policy as posted on the web site or in the brochure. When we do not receive enough notice of cancellation, we must pay the costs associated with your registration, regardless of whether you attend or not (for any reason). You are welcome to send someone to take your place, even at the last minute.
CONTINUING EDUCATION UNITS
Q: How do I get CEUs for the conference?
A: Certificates of Completion are distributed at the conclusion of the Conference (or at the end of each day during multi-day conferences). Each conference has a specific attendance tracking method. This method will be described in detail in the conference program. It is important that you read this information at the beginning of the conference to ensure that you are following all of the steps appropriately. Regardless of the method, you must turn in the required paperwork to the registration desk at the end of the conference to be eligible to receive CEUs.
Q: I will need to leave early and/or arrive late. Am I eligible for CEUs?
A: Restrictions regarding CEUs vary from conference to conference. However, in most cases, we are able to grant partial credits for the sessions attended on any given conference day.
Q: I attended a conference a while ago, and can’t find my Certificate of Completion. How do I obtain a replacement?
A: Please mail us a written request that references the name of the Conference; a check for $5.00 made out to Kesselman-Jones; and a self-addressed, stamped envelope. A replacement certificate will be mailed to you as soon as we verify that you turned in the necessary paperwork at the conclusion of the Conference.
Q: I attended a conference a while ago. I didn’t pick up my Certificate of Completion. May I obtain it now?
A: Did you turn in your name badge to the registration desk when you left the conference? If you did not, you would not be eligible to receive a certificate. If you did, please follow the steps necessary to request a replacement certificate.
Q: Why are your CEU policies so strict?
A: The number one misconception regarding CEU distribution is that we set the policies. It is the governing boards that set the rules and we are required to follow. Their policies impact everything from the sign in method, the evaluation form and the certificate distribution procedure. We have done everything we can to streamline this process and make it as simple as possible.
If at any time it is deemed by a governing board that we are not following appropriate guidelines, the board has the right to not only decline the opportunity for us to offer CEUs for the conference you are attending but for all conferences we coordinate. This could have a tremendous negative impact on the licensure of many providers throughout the state.
If you would like to contact your board directly regarding their policies and guidelines, you can find links to all of the boards we work with on our web site www.kessjones.com.
Q: I am on a special diet, can I order a special meal?
Normally we are able to provide special meals for vegetarians. We will also accommodate individuals with severe food allergies. We are unable to accommodate diets based on weight loss plans such as Atkins or South Beach. Please understand that hotels prepare meals in large quantities and unlike a restaurant are unable to easily accommodate individual requests.
Q: May I bring my child?
A: We must ask that you arrange appropriate childcare while you are on site. The conferences provide professional training to adults and are not suitable for children. Additionally, conference attendees have in the past found the presence of children distracting to their own learning experience.
Q: May I bring my pet?
A: Most facilities operated under state guidelines which do not allow pets other than service animals in buildings. We must abide by these guidelines.