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Registration & Hotel

Register

Registration for Symposium in the Sun 2020 is now open
Register Now

Download the registration form (pdf)

Hotel

Conference registration is required in order to access Symposium in the Sun group hotel rates.

Hotel info

Conference Rates

  Early Bird by October 1 After October 1
Full Conference
IAFC/VCOS Member
$375 $495
Full Conference
IAFC Member
$400 $520
Full Conference
Nonmember
$555 $665
Companion Ticket $30 $30
Hilton Clearwater Beach

Hilton Clearwater Beach (HQ Hotel)

400 Mandalay Avenue
Clearwater Beach, FL 33767
727-461-3222

A one-night non-refundable deposit is processed at the time of booking, with the remaining balance due upon arrival.

Please reference your Symposium confirmation email for the hotel reservation link. The Hilton Clearwater has made changes to their reservation system; there are now a few steps you’ll take before the group rates and room types are revealed. Follow the easy step instructions below to navigate the new hotel site:

  1. On the hotel landing page scroll down to Book a Room
  2. Then click Edit Stay, adjust the dates to match your arrival and departure dates
  3. Select a Room Type – the VCOS group rates will be revealed once you enter your travel dates
Cancellation/Substitution Policy:

All cancellations will be subject to a $75 administrative fee. Cancellations must be sent in writing to the registration Center via e-mail to VCOS@experient-inc.com by October 1, 2020. Telephone cancellations will not be accepted. After October 1, 2020, substitutions will be allowed in the event the registrant is unable to attend, but no refunds will be issued. Telephone substitutions will be permitted.

Hotel Poachers

The IAFC has been alerted that unauthorized housing companies (called hotel poachers) have been contacting registered attendees and exhibitors offering cheaper rates at hotels in the VCOS Symposium in the Sun Conference housing block. This practice, also known as room pirating, is a scam that all attendees should be aware of in order to avoid passing along personal and financial information.

How hotel poachers book rooms and attempt to get your money:
Most poaching agencies do not have a contract with any hotels for room blocks. They will contact a housing wholesaler, such as Expedia, Priceline, etc. to see if rooms are available that they can mark up to resell to unsuspecting guests. Hotel poachers will claim to be calling on behalf of the IAFC or state that they are the official housing company and will sometimes ask that your room be paid in full, up front.

What we do, and what you can do, to avoid hotel poachers:
The IAFC negotiates contracts with hotels to include clauses to protect our attendees should the hotel oversell the rooms or any other issues that may arise with reservations. Rooms reserved outside of the VCOS Symposium in the Sun  Conference housing block do not have official contracts with the IAFC; therefore, we are unable to help you if any issues arise.

Protect yourself:

  • Be aware that the IAFC has housing blocks with the hotels listed on this page only.  To book a hotel room you must call or go online to reserve your room - a company will not call you to book your room for you.
  • Trust your instincts and the old adage: If it sounds too good to be true then it most likely is.
  • If you are ever unsure whether or not something is legitimate, contact us first before providing your personal information, company information, or any financial information.

If you receive an unrequested call or email from any company that is not our official housing provider, contact us immediately.

Discrimination & Harassment Policy

The International Association of Fire Chiefs (IAFC) has zero-tolerance for discrimination and all forms of harassment, including but not limited to sexual harassment. This zero-tolerance policy means that no form of discriminatory or harassing conduct by or toward any IAFC member, exhibitor, presenter, attendee or staff member will be tolerated.

The IAFC is committed to enforcing its policy at all levels within the association and at any IAFC meeting. Any person who engages in discrimination or harassment will be subject to discipline and possible removal from a conference premises. If you feel that you have been harassed by any person(s), immediately contact the IAFC at 703-273-0911 or admin@iafc.org or, if on location at an IAFC conference, go to the registration desk and ask to speak to the onsite conference manager.

Travel

For hotel parking, maps and information on getting around, visit our Travel Page.