VCCS New Horizons Conference

VCCS New Horizons Conference

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FAQs & Guidelines



April 10, 2018 Exhibitor hall available for set-up from 7:00 p.m. - 11:00 p.m.

April 11, 2018Exhibit hall available for set-up at 7:00 am.
Set-up must be completed by 9:00 a.m.

Exhibit hall hours: 10:00 a.m. – 4:45 p.m.

1:30 p.m. – 2:00 p.m. -
“Meet the Exhibitors” exclusive time on the conference schedule
April 12, 2018Exhibit hall hours: 8:30 a.m. – 4:00 p.m.
8:30 a.m. – 9:15 a.m. -
“Coffee with Exhibitors” exclusive time on the conference schedule
Exhibit hall tear-down from 4:00 p.m. – 7:00 p.m.


How soon can we ship our exhibitor materials to The Hotel Roanoke & Conference Center?

Packages may be shipped April 4, 2018 – April 11, 2018 to:

The Hotel Roanoke & Conference Center
ATTN: New Horizons / Your Company Name / Name of Primary ONSITE point of contact
110 Shenandoah Ave
Roanoke, VA 24016


How do I order additional AV for my booth?

Each exhibitor table location has access to one 120 V outlet and Wi-Fi. If you wish to rent additional equipment, please order directly through The Hotel Roanoke & Conference Center via their 2018 Vendor Technology Request Form.




What are my payment options?

  1. Credit Card
  2. Check

Upon successful registration and payment, your confirmation email will serve as your receipt. There will be a link provided on the confirmation email that will allow you to access your registration details.


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 discretion of the VCCS, without obligation or refund of amounts already paid.


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

If it is necessary for your company to withdraw from the 2018 VCCS New Horizons Conference, you must notify the VCCS in writing. Telephone cancellations will not be accepted. Please contact:

Sandy Gharib at


VCCS Office of Professional Development
300 Arboretum Place
Richmond, VA 23236


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 receipts has been confirmed.



Where can I find my registration confirmation number?

It is located on your saved confirmation email generated by CVENT at the time of registration.


Are meals included with registration?

Conference meals are included for sponsor level exhibitors (check package levels for the specific number of tickets provided). Meals are not included for general exhibitors.


How long will it take to receive my table assignment?

Table location assignments will be emailed within three (3) business days of the registration confirmation.



Limited lodging at The Hotel Roanoke & Conference Center is included for sponsor level exhibitors (check package levels for the specific number of guest rooms provided). Sponsor level exhibitors will be provided lodging instructions by conference planning staff. Lodging is not included for general exhibitors.


Here is a list of some area hotels for your convenience:

The Hotel Roanoke & Conference Center
110 Shenandoah Ave.
Roanoke, VA 24016

Reservations: (540) 985-5900


Hampton Inn & Suites Roanoke-Downtown
27 Church Ave SE
Roanoke, VA 24011

Reservations: (540) 400-6000

*in walking distance to the conference venue


Cambria Hotel & Suites
301 Reserve Ave.
Roanoke, VA, 24016

Reservations: (540) 400-6226


Sheraton Roanoke Hotel & Conference Center
2801 Hershberger Rd NW
Roanoke, VA 24017

Reservations: (844) 305-1875


What if I have additional questions?

  • Conference registration site, please contact the Office of Special Events and Conferences at
  • Sponsor questions, please contact Lauren Burgwyn at
  • Exhibitor questions, please contact Sandy Gharib at