Frequently Asked
Questions
When is the Forum?
Pre-Forum Seminar:
Sunday November 16.
Buyer Conference:
Monday – Wednesday, November 17 - 19
Expo:
Tuesday, November 18
Where is the Forum?
The Hampton Roads Convention Center
1610 Coliseum Drive
Hampton, VA 23666
http://www.thehrcc.com
What breaks/meals are included with the
registration fee?
* Continuous beverage service each day
* Morning and afternoon breaks Monday and
Tuesday
* Buffet lunch on Monday (Governor’s SWaM Awards
Program)
* Box lunch on Tuesday at the Expo
* Ice cream social on Tuesday at the Expo
* Buffet dinner on Tuesday with entertainment
* Mid-morning break on Wednesday
Are tickets required for meals?
Tickets are required for the Expo box lunch and
ice cream social and will be issued with your
name badge at registration.
Registration & Payment
Register and pay for the Forum online using the
appropriate link:
Pre-Forum Seminar
Buyer Conference
Exhibit Booths
Registration is not confirmed until payment is
received.
Credit Cards: American Express, VISA and
MasterCard payments are accepted online.
E-mail confirmation is sent as card is
processed. Print and save e-mail as your
receipt.
Checks: Complete and print the appropriate
registration form.
Make check payable to:
Treasurer Virginia Tech – CE
Mail registration form and check to:
Conference Registrar
Outreach Program Services
810 University City Blvd., Suite D
Virginia Tech, Mail Code 0272
Blacksburg, VA 24061
E-mail confirmation is sent when check is
received and processed. Print and save e-mail as
your receipt.
Exception for P-Card Payment
The Division of Purchases and Supply has been
granted an exception by the Department of
Accounts to accept the Small Purchase Charge
Card to pay for training. With this exception,
P-Cards can be used to pay for class
registration, including the Forum.
"The purpose of the P-Card is to reduce
administrative efforts and provide cost savings
for the Commonwealth in general; therefore,
given the description of the process and the
effort (and money) that would be required for
DPS/DGS to accept IATs given the volume of
attendees, an exception is granted to the
current SPCC Topic 20355, item IAT for State
Classes & Services dated December 2004." Source:
Department of Accounts
Refund and
Cancellation Policy
Requests for refunds will be
honored when received by 5:00 pm on November
3. Although refunds will not be possible
after 5:00 pm on November 3, another person
may be substituted at any time for this
program. A $50 administrative fee will be
deducted for cancellations.
In the
unlikely event that this program is
cancelled or postponed due to insufficient
enrollments or unforeseen circumstances,
Virginia Tech, on behalf of the Department
of General Services, will fully refund
registration fees but cannot be held
responsible for any other expenses,
including cancellation or change charges
assessed by airlines, hotels, travel
agencies, or other organizations.
Forum Hotel
Embassy Suites Hampton Roads Hotel
SOLD OUT
1700 Coliseum Drive
Hampton, VA 23666
(757) 827-8200 or 1-800-Embassy
Reserve online at:
www.embassysuites.com
Group Code: PRO
Group Name: Procurement Forum 2008
Block room rate: Buyers - $75 (or prevailing
state rate)
Suppliers - $109
A state identification card is required at
check-in to secure the state rate.
Hotel check-in/out times, parking and directions
are all available on the hotel website.
Overflow Hotels
Courtyard by Marriott SOLD OUT
1917 Coliseum Drive
Hampton, VA 23666
(757) 838-3300 or 1-800-321-2211
http://marriott.com/hotels/travel/phfch-courtyard-hampton/
Group Name: Procurement Forum
A state identification card is required at
check-in to secure the state rate.
Hotel check-in/out times, parking and directions
are all available on the hotel website.
Hilton Garden Inn – Hampton Coliseum (New
hotel this year)
1999 Power Plant Parkway
Hampton, VA 23666
(757) 310-6323
http://hiltongardeninn.hilton.com
Group Name: Procurement Forum
Group Code:
VPI
A state identification card is required at
check-in to secure the state rate.
Hotel check-in/out times, parking and directions
are all available on the hotel website.
Springhill Suites by Marriott - Hampton
(New Hotel this year)
1997 Power Plant Parkway
Hampton, VA 23666
(757) 310-6333
http://www.marriott.com/hotels/travel/phfhc-springhill-suites-hampton/
Group Name: Procurement Forum
Group Code:
VPI
A state identification card is required at
check-in to secure the state rate.
Hotel check-in/out times, parking and directions
are all available on the hotel website.
Is the hotel rate subject to change?
The current state hotel per diem for Hampton is
$75. This rate will change if the state adopts
revised per diems in October. You can check the
Department of Accounts website for updates to
travel regulations at:
http://www.doa.virginia.gov/Admin_
Services/CAPP/CAPP_Topics/20335.pdf
Do the Forum hotels allow direct bill?
No, in the conference industry, it is general
practice for hotels to allow direct bill only to
the organization that has a lodging contract, in
this case DGS. Although your agency may use
direct bill for lodging on other agency
business, conference lodging is treated
differently and you should not anticipate being
able to secure individual direct bill
arrangements with any of the Forum hotels.
Why do the Forum hotels put a hold on funds?
Hotels require proof of ability to pay for
incidentals that may be charged to your room.
This can take the form of a credit or debit card
or cash. Each is handled differently as follows:
Credit Card – The hotel authorizes
$50 per day of your stay but does not actually
process the charges or place a hold on funds
provided there is a sufficient credit limit on
the card.
Debit Card – The hotel places a
hold of $50 per day of your stay against your
card. These funds are not available to you until
72 hours following your departure or later if
your bank requires further hold.
Cash – If you choose to pay for your room
in cash, you will be required to leave $150 on
deposit with the hotel against any potential
incidental charges to your room. These funds, if
unspent on incidentals, are returned to you two
weeks following your departure.
Note: As a general practice, it is best
to guarantee your room with a credit card during
your stay. You have the option of changing the
payment method at checkout, which avoids the
requirement for held funds against a debit card
or cash deposit.
VCA/VCO Recertification
Pre-Forum Seminar - Buyers can earn ½ VCA
or VCO recertification point for attending the
Pre-Forum Seminar on Sunday, November 16.
Buyer Conference - Buyers can earn a
maximum of 2 ½ VCA or VCO recertification points
for attending the Buyer Conference. To receive
full credit, register before the sessions on
Monday, November 17 and attend all Forum events
through their close on Wednesday, November 19,
including the Expo.
Recertification Document – (New this year!)
Track all of your attendance hours on the
tear-out recertification document included in
the back of your Forum Guide. Pro-rated hours
are awarded for partial Forum attendance. Attach
the Recertification Document to your
Recertification Application when submitting it
to DPS/VIP for VCA or VCO recertification.
Recertification
Documents for the Forum will not be available
after the Forum.
Certificates will NOT be issued at the Forum.
This step is being taken to conserve paper and
because it follows the practice used by other
certifying entities.
VCA/VCO Pin
If you are VCA or VCO certified and do not have
your lapel pin, be sure to visit the Virginia
Institute of Procurement table on Tuesday at the
Expo. Pins will be issued to certified buyers at
this time only during the Forum.
Forum Attire
Forum attire is business casual; comfortable
shoes and clothes are suggested. Sweater or
jacket is useful as meeting rooms tend to be
cool.
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