Frequently Asked Questions
How do I register for the conference?
What is the registration fee for the conference?
The earlybird registration rate is $559 if registered by September 30, 2017. The standard conference registration rate is $589 beginning October 1, 2017.
Is a Day Pass rate available?
Yes, a day pass rate of $389 is available for either Thursday, February 22 OR Friday, February 23.
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 full conference in order to register for a pre-conference session?
Yes, you need to purchase a full 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 Agenda 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 and excursions (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 and/or 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.regonline.com/beyondschoolhoursxxi and selecting “Invoice” in the left column.
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, 2017. New registrations made after December 31, 2017 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, 2017) 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, 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: https://reservations.travelclick.com/5636?groupID=1963581 to receive the special conference rate of $199 plus applicable taxes per night for a standard room.
PO and/or Check Payments: If paying with PO and/or check you must request lodging directly in the Online Registration form in the Lodging section. 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, 2017.
All hotel rooms booked from January 1, 2018 or later must be paid by credit card through the Caribe Royale Orlando’s link: https://reservations.travelclick.com/5636?groupID=1963581
What is the room rate?
The Caribe Royale is the largest all-suite convention hotel in Florida. The special BSH conference room rate for the Caribe Royale is $199 plus applicable taxes per night for a standard room/suite.
Is there an additional required Resort Fee at the Caribe Royale Orlando?
The special BSH rate of $199 per night plus tax per room includes the required hotel resort fee of approximately $20 per room, per night for the use of hotel amenities including:
- In room Wi-Fi standard service, two (2) device package.
- Scheduled shuttle service to Disney’s Ticket and Transportation Center (TTC), Disney Springs and Orlando Vineland Premium Outlets. Reservations required (For individual Hotel Guests only).
- In-suite coffee.
- Access to state of the art fitness center, tennis court, and basketball court.
- Seasonal poolside entertainment and Movies Under the Stars (weather permitting).
- Unlimited local and toll free telephone calls (800# access calls).
- 10% discount on spa services in the Island Spa.
- 5% discount at Enterprise Rent-A-Car®, located in main lobby. Discount applies only to cars rented from and returned to the hotel location.
When is the deadline to make my hotel reservation?
The deadline to make all hotel reservations is January 27, 2018. 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, press 0.
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: https://reservations.travelclick.com/5636?groupID=1963581
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, 2017. Registration can be cancelled in one of two ways: (1) by logging onto your personal account on the registration page at http://www.regonline.com/beyondschoolhoursxxi (click “cancel” under your name) or (2) by emailing notice to email@example.com and indicating your name, organization, and phone number in the body of the email. Cancellations received after December 31, 2017 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 72 hours 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 firstname.lastname@example.org. DO NOT contact the Caribe Royale Orlando.
Hotel Reservations made through Caribe Royale Orlando – CREDIT CARD Payments can be changed or cancelled by logging into your reservation at: https://reservations.travelclick.com/5636?groupID=1963581. All refunds for hotel rooms are subject to the rules and regulations set forth by the Caribe Royale Orlando.
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: https://reservations.travelclick.com/5636?groupID=1963581. 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.regonline.com/beyondschoolhoursxxi by clicking on the Already Registered link. Once you are logged in, click on Make a Substitute link located underneath your name if you are the only attendee or click on Substitute link in the Actions column if you are the primary attendee in a group.
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, off-site excursions, 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, off-site excursions, 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, off-site excursions, 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?
Attendance at the Beyond School Hours Conference provides the potential for up to 14.75 total credit hours, calculated as 11.25 potential hours at workshop sessions + 3.5 potential instructional hours at the Pre-Conference Leadership Institute (extra fee applies for pre-con).
Many states accept Beyond School Hours session attendance for continuing education credit. Use the form provided in our conference guide to obtain signatures from your presenters then submit to your particular state or entity for approval.
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Training and Technical Assistance Specialist, Center for Afterschool and Expanded Learning, Foundations, Inc.