FAQs

Registration Hotel Exhibitor IAFC Membership Press/Media When and Where General

Registration

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What is the deadline to register for the VCOS Sun conference?

There is not a deadline to register for the conference, however this conference sells out every year so make sure to register early. Early bird registration ends on October 9, 2019. Full registration information can be found on the Registration & Hotel page.
Do I have to register in advance?

No, however, this conference sells out every year so make sure to register early. Full registration information can be found on the Registration & Hotel page.
What does my registration fee include?
Registration for the VCOS Symposium in the Sun includes:
- 3.5 days of conference education
- Access to the Exhibit Hall
- Networking Reception on Thursday
- Networking Happy Hour on Friday
- Lunch on Saturday
Will I receive a confirmation of my registration?

Confirmations are sent via email for all registrations.
Will I be refunded if I have to cancel my registration?

All cancellations are subject to a $75 administrative fee. Find full cancellation and refund details on the Registration & Hotel page.
Can I transfer my registration to another member of my department/staff?

Yes, registration may be transferred to another person in your organization by written request to the IAFC prior to October 9. After this date, all changes must be made onsite. Additional charges may apply. Find full transfer details on the Registration & Hotel page.
When does onsite registration open for checking in?

Onsite registration for attendees opens on Wednesday, November 13 at 3 PM in Salon A-C.

Hotel

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What hotels have been reserved? What are the rates?

Full housing information can be found on the Registration & Hotel page.
Can I make my hotel reservations now?

VCOS Symposium in the Sun registration is required prior to making hotel reservations. Registration and Housing information can be found on the Registration and Hotel page.
I have been contacted by a company trying to get me to book hotel rooms - is this legitimate?

The Hilton Clearwater Beach is the only hotel with a block that Symposium in the Sun has contracted with. We have received reports that companies are posing as the official housing vendor for Symposium in the Sun and may contact you offering housing for your trip. They are not endorsed by or affiliated with the IAFC and entering into financial agreements with such companies can have costly consequences.

A hotel poacher/pirate is any unaffiliated hotel or third-party housing company that acts as an official housing company and solicits business from Symposium in the Sun participants. When individuals book hotel accommodations through poachers or pirates the consequences can be costly; event participants may be left without hotel rooms when they arrive at the event and incur fraudulent charges on their credit cards. Please report any questions or concerns to conferences@iafc.org

Exhibitor

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What are the booth rules for VCOS Symposium in the Sun?

Please view the Booth Rules and Regulations for information on booth height regulations, what is considered a booth violation, booth backwall height allowance, banners, balloons, smoke/fog machines and information on many other items and what is and is not allowed.
If you have any questions about the design of your booth please contact:
Chelsea Lear Tel: +1 571-417-0121 Email: clear@iafc.org
Who are the event contacts for VCOS Symposium in the Sun?

Please find all VCOS Sun contacts on the Contact Us page.
How do I make hotel reservations or a room block?

Hotel reservations can be made once VCOS Symposium in the Sun registration is complete. Full information is available on the Registration and Hotel page.
What is included with my booth space?

Your booth comes with 1 draped table and 2 chairs. Electric and internet is not included with your booth space but may be ordered through the VCOS Order Form. Exhibitor Kit Information
VCOS Symposium in the Sun Event Schedule

The VCOS Symposium in the Sun Event Schedule can be viewed here.
How do I register my booth staff?

Register now the exhibitor registration page.

For questions regarding registration please contact the registration department at email: VCOS@experient-inc.com or +1 800-310-7554
Is Insurance Required?

All exhibitors are required to submit a certificate of insurance. Please email your insurance forms to Chelsea Lear Tel: +1 571-417-0121 Email: clear@iafc.org

Note: If you are using an EAC to set up your booth we still need a certificate of insurance from the company exhibiting
When can I move in to set-up my booth?

Please find details on the "For Exhibitors/Sponors" page
Can I carry my booth items/products in myself?

You may carry your items in if you can carry them in by hand.
Can I sell my products/service at the show?

You may sell your products and/or services at the event. You will be responsible for any applicable taxes.

IAFC Membership

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I'd like to join the IAFC and register for the conference. What do I do?
Choose the option that's easiest for you:
- Purchase your membership during the registration process
- Join the IAFC with a credit card and then take advantage of the member rate when you register for Symposium in the Sun

Press/Media

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I'm a member of the press – do you have press registration?

The IAFC conference is a private event and the IAFC reserves the right to request (additional) credentials from any member of the media wishing to attend.

All members of the press should register in advance. Please send all press requests to Jim Philipps at Jphilipps@iafc.org.

When and Where

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Where will the conference be held?

The conference is held at the Hilton Clearwater Beach Hotel. Registration is located in Salon A-C.

Hilton Clearwater Beach
400 Mandalay Avenue
Clearwater, FL 33767
727-298-1486
When does the IAFC annual conference officially begin?

Symposium in the Sun begins on Thursday, November 14, 2019 at 8:00 AM.
Will transportation be provided during the conference?

Visit Clearwater offers a free shuttle between all IAFC contracted hotels and the Hilton Clearwater Beach. Shuttle schedule can be viewed on the Travel page.
I am a presenter for Symposium in the Sun, where can I go to find information?

Symposium in the Sun presenters will use the Conference Harvester to find the latest information. If you have questions regarding your presentation, please email Rhiannon Bogozi.
Where are the networking events being held?

You can find details regarding all networking events on the Networking page.

General

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Where are the networking events being held?

You can find details regarding all networking events on the Networking page.
What are the Exhibit Hall hours?

The exhibit hall hours are posted on the Schedule at-a-Glance page.
Does Symposium in the Sun have a conference app?

Navigate Symposium in the Sun like a pro with the mobile app. Go to your device's app store or Google Play and search for IAFC Events.
Where can I find session information?

Session information can be found on the Education page.
Will internet be available during the conference?

The Symposium in the Sun does not have internet in the meeting rooms. Internet is available complimentary in all guest rooms at the Hilton Clearwater.
Will I receive credit for the sessions I attend?

The IAFC provides certificates of attendance to all Symposium in the Sun participants. Certificates of attendance will be available post conference.
What's the dress code?

Symposium in the Sun is a casual/business casual event.

November 14 – 17, 2019
Hilton Clearwater Beach
Clearwater, FL

November 14 – 17, 2019
Hilton Clearwater Beach | Clearwater, FL

FAQs

Registration

Hotel

Exhibitor

IAFC Membership

Press/Media

When and Where

General