Spring Transportation Conference Registration and Hotel Information – March 16, 2020
Last week VTCA announced the decision to postpone the Spring Conference as a result of the Coronavirus pandemic. The new dates are September 1-3, 2020.
We thank you for your patience as we work through the details of postponing VTCA’s largest event of the year. This is unprecedented for us and we are striving to make the process of moving the conference to the new dates as seamless as possible for everyone involved.
We have three separate processes to follow addressing transfers or cancellation of your 1) registration, 2) lodging, and 3) exhibitors and sponsorships. Options for registration and lodging are outlined below. Exhibitors and sponsors will be contacted shortly outlining their options and steps.
Conference Attendee Registration
Your conference registration will automatically be transferred to the rescheduled conference date unless you contact us to request cancellation of your registration by June 1.
To cancel your conference attendee registration, you must email your request to Dana Morris (email@example.com). If you are cancelling for one or more from your company please include the names of all those requesting cancellation. Cancellation requests must be received by June 1.
Full refunds will be issued if the request is received no later than June 1. Your refund will be issued as a credit to the credit card used for payment or by check if originally paid by check.
Cancellations received after June 1 will be subject to cancellation fees of $50 per person until a week before the event, when no refunds will be issued.
If you made reservations in the VTCA conference block at one of the official conference hotels, Embassy Suites, Courtyard Marriot or Hyatt Place, you can transfer your reservation or cancel by following the steps below. If you made reservations outside of the conference block it is your responsibility to contact that property to change or cancel your reservations. ONLY RESERVATIONS ALREADY IN THE VTCA CONFERENCE BLOCK AT ONE OF THE THREE CONFERENCE HOTELS ARE ELIGIBLE FOR TRANSFER TO THE NEW DATE.
For reservations in VTCA blocks you must take one of the following steps:
Transfer your reservation to September – If you would like to retain and transfer your room(s) for the September dates, you must contact Stephanie Rusnak with your request. Email Stephanie at firstname.lastname@example.org and provide your confirmation number(s) and guest names. You must do this by noon on March 25.
Cancel Your reservation without transfer – If you are unable to attend the conference in September, you must contact the hotel directly to cancel your reservations. You must cancel your reservation no later than March 25 to avoid being charged for your originally scheduled stay. We have made arrangements with the hotels to refund the mandatory non-refundable deposit charged at the time of your original reservation.
Hotel phone numbers for cancellations:
Embassy Suites – 757-827-8200
Courtyard Marriott – 757-838-3300
Hyatt Place: 757-213-4380
We thank you again for your patience as we work through these details regarding the Spring Conference. We hope to see you in Hampton in September.
Spring Transportation Conference Corona Virus Update – March 12, 2020 – CONFERENCE RESCHEDULED
2020 Spring Transportation Conference Rescheduled
The 2020 Spring Transportation Conference has been rescheduled. Due to health concerns resulting from the coronavirus pandemic the Spring Transportation Conference originally scheduled for April 1-3, 2020 has been rescheduled to September 1-3, 2020.
We are closely working with the convention center and host hotels to ensure as smooth a transition as possible for all registrants and hotel guests.
VTCA will be announcing details regarding the steps to transfer or cancel your conference registration, room reservations, exhibit booth and sponsorships next week. Do not take any action now.
If you cancel your hotel reservation now, we cannot assure you of a room in September!
WE ENCOURAGE YOU TO NOT TAKE ANY ACTION REGARDING YOUR CONFERENCE REGISTRATION, EXHIBIT BOOTH, OR YOUR HOTEL RESERVATION UNTIL AFTER ADDITIONAL DETAILS ARE ANNOUNCED NEXT WEEK.
We understand that the rescheduled date may present an inconvenience for some. Our priority has always been your health and welfare. The rapidly changing circumstances of the coronavirus pandemic has made the difficult decision to postpone the conference clear. We appreciate your patience as we work through this unprecedented event.
Spring Transportation Conference Corona Virus Update – March 11, 2020
The 2020 VTCA Spring Transportation Conference is still on as scheduled to deliver a program full of great speakers, topics and the latest funding information. Virginia’s transportation program is bigger than ever and is growing. You won’t want to miss this opportunity to hear the latest about VDOT’s plans to advance transportation across the Commonwealth.
The coronavirus outbreak has generated several questions and concerns related to the health and safety of conference attendees. We share those concerns and want to assure you that your health and welfare is our primary concern. We have been actively engaged with representatives from the City of Hampton, Hampton Roads Convention Center (HRCC) and the Embassy Suites to make your visit safe.
We are closely monitoring the news and following guidance issued by the Virginia Department of Health, the Centers for Disease Control and Prevention as well as coordinating efforts with the HRCC and the Embassy Suites to ensure common-sense precautions are being employed at the conference facilities. The HRCC and Embassy Suites have implemented procedures and recommended practices such as adding additional hand sanitizer stations throughout the facility and increasing emphasis on cleaning high traffic areas such as high-touch point areas, door handles, elevator buttons, escalator handrails and rest rooms.
We strongly encourage all attendees to follow these commonsense steps to protect themselves and others.
- If you are sick, stay home
- Clean your hands often with soap and water. Otherwise use a hand sanitizer containing at least 60% alcohol.
- Avoid touching your eyes, nose and mouth
- Cover coughs and sneezes
- Follow a “No Handshake Policy”
Additional information and recommendations regarding the coronavirus (COVID-19) are available at the Center for Disease Control and Prevention and Prevention and the Virginia Department of Health.
We are continuously monitoring and evaluating the situation. In the event it becomes necessary to reschedule or cancel the conference VTCA will notify registered attendees using contact information provided during registration as well as posting on our website www.vtca.org. The conference refund policy as outlined in your registration information remains in effect. In the event of a postponement or cancellation details regarding any changes to the refund policy will be announced.
Spring Transportation Conference Corona Virus Update – March 4, 2020
The health and welfare of all participants at this year’s Spring Transportation Conference is our primary concern.
We are closely monitoring the news and will follow any directives issued by state and local government officials. We are engaged with our conference partners at VDOT and in Hampton, including the Hampton Roads Convention Center, Hampton Roads Convention & Visitors Bureau and our host hotel, Embassy Suites to identify steps and precautions to mitigate the risk to our attendees.
In the event a decision is made to cancel or reschedule the conference VTCA will notify registered attendees using contact information provided during registration as well as posting on our website www.vtca.org. The conference refund policy as outlined in your registration information remains in effect. However, if the conference is cancelled, details regarding refunds will be announced at that time.
We are committed to providing a safe conference for all participants. Ultimately, we encourage everyone to make the responsible decision and not attend the conference if they are sick.
Additional details as they become available will be posted on this page.