Frequently Asked Questions
How do I register for the conference?
Register Online at http://www.cvent.com/d/jbqtdm
What is the registration fee for the conference?
The earlybird registration rate is $569 if registered by September 30, 2019. The standard conference registration rate is $599 beginning October 1, 2019.
Is a Day Pass rate available?
Yes, a day pass rate of $399 is available for either Thursday, February 27 OR Friday, February 28.
Does the conference registration fee include the pre-conference session?
No, the pre-conference session is an additional fee.
Do I need to register for the conference in order to register for a pre-conference session?
Yes, you need to purchase a conference registration first in order to register for the pre-conference session.
How do I register for a pre-conference session?
You can register for the pre-conference session in the Item Selection section of the online registration form.
Does Beyond School Hours offer group discounts?
Yes. We offer a discount of 10% for groups of 10 or more attendees. The discount will be applied automatically in the online registration process. Your group must retain 10 or more attendees for this discount to be applicable.
What does the registration fee include?
Each full conference attendee registration includes access to: 9 workshops (chosen from approximately 125 titles, most offered twice), 3 general sessions and keynote speakers, site visits (space limited; pre-registration required), opening reception, exhibit hall of the latest products and services, networking and special programming, as well as the option to register for the special pre-conference leadership institute (additional fee & pre-registration required). The registration fee also includes meals as follows: hors d’oeuvres and beverages at the opening reception (Wednesday), continental breakfasts (Thursday, Friday, and Saturday) and plated lunches (Thursday and Friday).
What are the payment options?
We accept Visa, MasterCard, Discover, American Express, Checks, and Purchase Orders.
If paying by credit card, select the Registrant Type Attendee – Credit Card Payment.
If paying by check or PO, select the Registrant Type Attendee – PO/Check Payment.
What is the Purchase Order payment process?
In order to pay with a Purchase Order, a copy of the PO will need to be faxed to 856-533-1601 or emailed to BSH@foundationsinc.org – attention BSH – Accounts Payable.
You can access your invoice by clicking on the invoice link in your confirmation email or by logging into http://www.cvent.com/d/jbqtdm and selecting “My Registration” at the top of the page. You can access a printer-friendly version of the invoice under “More Options.”
What is the deadline to complete Purchase Order payment?
If paying by Purchase Order (PO) or check, payment is due within 30 days of your registration date. If Foundations does not receive payment after 30 days of your registration date, your conference registration will be cancelled (no exemptions). No purchase orders can be taken after December 31, 2019. New registrations made after December 31, 2019 must be paid in full by credit card.
If you are taking advantage of the early registration rates, please note that while registering with a Purchase Order will hold your place, payment must be made in full by the early registration deadline (September 30, 2019) in order to secure the discounted registration rates. If payment is not received by the respective deadline, then the prevailing registration rate will apply.
Where do I mail my check?
Send payments to Foundations, Inc., 701 East Gate Drive, Suite 300, Mt. Laurel, NJ 08054, Attention: BSH – Accounts Payable.
Do I have to make my own hotel reservation?
It depends on your type of payment:
Credit Card Payments: Yes. If paying by credit card go to: http://bit.ly/hotel2020 to receive the special conference rate of $209 plus applicable taxes per night for a standard room at the Caribe Royale Orlando. Important: You will not be charged the resort fee ($25/night) or for on-site parking ($10/night) ONLY if you book under the Beyond School Hours room block.
PO and/or Check Payments: If paying with PO and/or check you must request lodging directly in the Online Registration form. You can do this during registration, in the Travel Options section, or afterwards by selecting “My Travel” at the top of the page. However, hotel room(s) WILL NOT BE RESERVED UNTIL PAYMENT IS RECEIVED IN FULL by Foundations, Inc. Room availability is limited.
No purchase orders can be accepted after December 31, 2019.
All hotel rooms booked January 1, 2020 or later must be paid by credit card through the Caribe Royale Orlando’s link: http://bit.ly/hotel2020
Beware of Housing Scammers: Scammers from companies called “Travel Era” and others often call conference attendees to book lodging. They say they are representing Foundations or the Beyond School Hours Conference. This is false. The only way for you to book lodging in our conference block at the Caribe Royale Orlando is to go through our online registration system as described above or call us for assistance at 888-977-5437.
What is the room rate?
The special BSH conference room rate for the Caribe Royale Orlando is $209 plus applicable taxes per night for a standard room. Important: You will not be charged the resort fee ($25/night) or for on-site parking ($10/night) ONLY if you book under the Beyond School Hours room block.
When is the deadline to make my hotel reservation?
The deadline to make all hotel reservations is February 1, 2020. However, space at the Caribe Royale Orlando is available on a first-come, first-served basis so registering early is strongly recommended.
Do I need to make my own travel arrangements between the airport and the hotel?
Yes. You may want to make reservations with a taxi or shuttle service to and from the airport. The Caribe Royale Orlando’s recommended provider is Maingate Transportation at 407-390-0000, option 1.
Does the Caribe Royale Orlando accept tax exemption forms?
In order to receive tax-exempt status, your organization must be tax-exempt in the state of Florida. At check-in, guests must present the tax exempt letter and pay by a company check or credit card. It is not valid if they pay by personal check, credit card or cash. The letter must be presented at time of check-in so the applicable taxes will be removed from your folio before your departure. Please note: if your company is eligible for tax exemptions, you must reserve your room directly with the hotel: http://bit.ly/hotel2020
Does the Caribe Royale Orlando place an authorization hold on the credit card I use for my reservation?
The Caribe Royale does not place a hold on the credit card, it is used to guarantee the reservation. Guests have until 3:00 pm (EST) 72 hours prior to their arrival to cancel their reservation. Should they “no-show,” then a one night room and tax fee will be charged to the card they used to book the room.
Cancellations and Substitutions
What is the refund policy?
Conference Registration – PO/CHECK and CREDIT CARD
Payments are refundable (less a processing charge of $75 per registration) when written notice of cancellation is received by December 31, 2019. Registration can be cancelled in one of two ways: (1) by logging onto your personal account on the registration page at http://www.cvent.com/d/jbqtdm and clicking the button that says “Unregister” and then “Finish” on the next page or (2) by emailing notice to firstname.lastname@example.org and indicating your name, organization, and phone number in the body of the email. Cancellations received after December 31, 2019 are non-refundable; however, substitutions are welcome in lieu of cancellation anytime.
Hotel Reservations – PO and/or CHECK
Payments are refundable (less a processing charge of $75 per reservation) when written notice of cancellation is received at least 1 week prior to check-in time and date. For any additions, deletions, cancellations, and/or substitutions, please contact Foundations, Inc. at 888-977-5437 or email email@example.com. DO NOT contact the Caribe Royale.
Hotel Reservations made through the Caribe Royale Orlando
CREDIT CARD Payments can be changed or cancelled by logging into your reservation at: http://bit.ly/hotel2020. All refunds for hotel rooms are subject to the rules and regulations set forth by the Caribe Royale.
If I cancel my Beyond School Hours registration, does that automatically cancel my hotel reservation?
Credit Card Payments: No, you will need to cancel your hotel reservation at: http://bit.ly/hotel2020. All refunds for hotel rooms are subject to the rules and regulations set forth by the Caribe Royale Orlando.
PO and/or Check Payments: Yes, if you cancel your BSH registration, your hotel reservation will be cancelled as well. All refunds are subject to Beyond School Hours Conference Refund Policy and the rules and regulations set forth by the Caribe Royale Orlando.
How do I register a substitute if I or someone from my group can no longer attend the conference?
You must log into your account on http://www.cvent.com/d/jbqtdm and select “My Registration” at the top of the page. Underneath “More Options” select “Substitute Registration” and enter the information for the new attendee.
Can I bring my spouse and/or guest?
No. A spouse/guest must register and pay the full BSH conference fee in order to participate in any aspect(s) of the conference, including pre-conference sessions, site visits, workshops, panel discussions, keynote addresses, the exhibit hall, receptions, breakfasts, lunches, or any other conference-related event.
Can I bring my children/minors?
No. Due to insurance liability issues, children/minors are not permitted to attend any Beyond School Hours conference activities, including pre-conference sessions, site visits, workshops, panel discussions, keynote addresses, the exhibit hall, receptions, breakfasts, lunches, or any other conference-related event.
How will I get my badge?
To obtain your conference badge you must check in at the Beyond School Hours registration desk on site at the Caribe Royale Orlando.
Do I have to wear my badge throughout the conference?
Yes. Your badge must be worn and visible throughout the entire BSH conference in order to attend any/all conference activities, including pre-conference sessions, site visits, workshops, panel discussions, keynote addresses, the exhibit hall, receptions, breakfasts, lunches, or any other conference-related event.
May I pick up badge(s) for my colleagues?
No, our policies require that all attendees check in and pick up their own badges personally.
What is the conference attire?
We encourage our attendees to feel as comfortable as possible. Most guests wear business casual attire.
Can I get Continuing Professional Education Credit for sessions attended at BSH?
Foundations is a certified provider of professional development and training. Attendance at the Beyond School Hours Conference provides the potential for up to 19 total credit hours, calculated as 14.5 potential hours at the main conference + 4.5 potential instructional hours at the Pre-Conference Leadership Institute (extra fee applies for pre-con).
All attendees at Beyond School Hours will receive a Certificate of Attendance which many states will accept for continuing education credit. Use the form provided in your bag at registration to obtain signatures from your presenters then submit to your particular state or entity for approval.
Certain states have additional training requirements, such as Pennsylvania’s Act 48 or Georgia’s Bright from the Start. If you are submitting in one of these states, you will need a Certificate of Completion (rather than a Certificate of Attendance). To earn a Certificate of Completion, you will need to complete the entire Continuing Education form and submit it at the registration desk. Your Certificate of Completion will be e-mailed to you after the conclusion of the conference, once your course mastery has been verified.
Contact firstname.lastname@example.org for more information about continuing education credits.
Question still not answered?
Contact the helpful BSH team at email@example.com!
Sharpen your team’s focus on what’s most important – today, tomorrow, and beyond!
Education Specialist, Center for Afterschool and Expanded Learning, Foundations, Inc.