Exhibitor FAQ


Frequently Asked Questions

A comprehensive FAQ is available below; if you have a question that isn’t answered, please contact Sandy Gharib, sgharib@vccs.edu.


How do I register as an exhibitor for the conference?

Please visit this link: New Horizons 2017 Exhibitor Registration

What is the deadline for early bird registration?

Early bird registration ends January 31, 2017. The fee for each exhibitor level package goes up after this date.

When does exhibitor registration close?

Exhibitor registration ends Tuesday, February 28, 2017, or earlier if all exhibitor level slots have been filled (whichever comes first).

What are my payment options?

Two payment options are available:

Check

  • Checks should be made payable to Virginia Community College System – Account 998030
  • Mail completed checks to Nancy Harris, Virginia Community College System, Office of Professional Development, 300 Arboretum Place, Richmond, VA 23236
  • Please remember to note on the memo line “NH2017” and your exhibitor level

Credit Card

  • Visa, Mastercard, American Express, and Discover are accepted
  • The credit card transaction will appear on your statement as VHN9HG85QZH – VCCSVA002

When is payment due?

Payment is due upon registration. If the exhibitor fails to make payment when it is due, the space assignment is subject to cancellation or reassignment at the option of the VCCS, without obligation for refund of amounts already paid.

Where can I find my confirmation number?

You can find your confirmation number in the following two locations:

1. Your saved confirmation email

We ask all exhibitors to save their confirmation email registration for future reference. If you’re having trouble locating it within your email, you can search the email subject: 2017 VCCS New Horizons Conference – Exhibitor Registration Confirmation for [Company Name].

2. The “Already Registered?” link

Go to the 2017 VCCS New Horizons Conference Exhibitor summary page and look for “Already Registered?” in the bottom-right below the “Register” button. Below the fields there is a sentence that says: ” To have the Confirmation Number sent to you, click this link: Confirmation Number” – click on “Confirmation Number” and enter your email address in the modal window.

Note: You must have the primary registrant’s email address that was used to register or it will not work. If you had another individual register on your behalf, please check with them for the correct information.

How many additional exhibitor attendees can we bring?

Please review the exhibitor level packages page to determine the number of additional exhibitor representatives you can bring.

Are meals included with exhibitor registration?

No. Meals are not included with exhibitor registration.

Once I register as an exhibitor, how long will it take to receive my table assignment?

Exhibitor registration confirmations received during normal business hours, Monday-Friday can expect their table location assignment email to be sent the same day. Exhibitor registration confirmations received after normal business hours can expect to receive their table location assignment email the following business day. Exhibitor registration confirmations received over the weekend can expect to receive their table location assignment email the following Monday.

Note: depending on the volume on registrations, the table assignment may take longer than a day; you will be informed of your table assignment as soon as possible.

Do you have any hotel reservation information for exhibitors?

Yes; please refer to the Hotel & Shipping Info page for hotel lodging information.

What if I need to add, remove, or substitute an additional exhibitor representative? Can we do this?

Only the Office of Professional Development staff can make this change. Please email Sandy Gharib, sgharib@vccs.edu. We will send you an updated confirmation email once the modification has been completed. Changes must be made prior to Saturday, March 18, 2017.

The primary exhibitor registrant is no longer able to attend the event. How do we modify our registration to register someone else?

Only the Office of Professional Development staff can make this change. Please email Sandy Gharib, sgharib@vccs.edu and be sure to include: the current primary registrant’s full name; the new primary registrant’s full name, title, phone number, and email address. Providing this information will help us make this change quickly. We will send you an updated confirmation email once the modification has been completed.

When are the advertisements due for the 2017 VCCS New Horizons conference program? Who do we send them to?

Ads are due to Nancy Harris, nharris@vccs.edu by COB, Saturday, March 11, 2017. PDF format preferred.

Are there any ad submission guidelines we need to follow?

Yes. You can view the advertisement guidelines on the Exhibitor Guidelines page. The guidelines are also available as a PDF.

How soon can we ship our exhibitor materials to the Hotel Roanoke?

Exhibitor materials can be shipped to and stored at the Hotel Roanoke between Wednesday, March 29, 2017 – Wednesday, April 12, 2017.

Do I receive a refund if my company has to cancel?

If it is necessary for your company to withdraw as an exhibitor from the 2017 VCCS New Horizons Conference, you must notify the VCCS in writing at the VCCS Office of Professional Development, 300 Arboretum Place, Richmond, VA 23236, or by email to Sandy Gharib, sgharib@vccs.edu. Telephone cancellations will not be accepted.

An exhibitor may cancel with no penalty if the VCCS receives the request in writing three months prior to the conference. Exhibitors who cancel in writing between three months and one month prior to the conference will receive a refund of 50% of the exhibitor level package fee. No refunds will be made for cancellation requests received after one month prior to the conference. The VCCS will confirm receipt of all cancellation notices. VCCS will only honor cancellation requests whose receipt has been confirmed.

Will the Office of Professional Development staff send me an invoice for billing or receipt of payment?

After completing the registration process, you will receive a confirmation e-mail. Please keep this e-mail as it will reference your confirmation number and a link to gain entry to your registration details. From the link you may view your registration or payment status. If you need to modify your registration, please email Sandy Gharib, sgharib@vccs.edu.

Additionally, please use the information on the “Confirmation” tab as your invoice for billing or receipt of payment. The Office of Professional Development staff will not send additional invoices unless specifically requested.

What if I have additional questions not shown on this list?

Please contact Sandy Gharib, sgharib@vccs.edu