Symposium FAQs
1. Why did I not receive the member rate when I tried to register?
- It’s possible we haven’t yet received your membership dues. If you sent your dues but your registration rate isn’t reflecting this, check with the WVSPS office at wvsps@wvsps.org. If you have not yet sent your dues, you can renew your membership here.
- You may also be registering with a different email address than what we have on file. The system will not recognize you as an active member. Be sure to use the *same* email address for your registration that you have registered with your WVSPS membership.
2. I'm a member of an out of state society. How do I receive the WVSPS member rate?
- If you are a member of another state society, you can receive the WVSPS member rate by providing some proof of your current membership to our Admin office. Examples include a copy of your membership card or a receipt of payment for dues. Contact our offices to provide this information at wvsps@wvsps.org.
3. What is the hotel room rate?
- The room rate is $100 per night. This rate is available until September 5th, 2021. To make reservations, please call the DoubleTree by Hilton Huntington at (304) 525-1001 and be sure to mention you are with the WVSPS Symposium.
What is the cancellation policy?
- For Exhibitors: Cancellation requests must be received no later than September 15, 2021 and are subject to cancellation fees per booth as follows. For exhibitors, if space is cancelled or reduced prior to September 1, 2021, 20% of the total cost of space will be retained. If space is cancelled or reduced between September 1 and September 15, 2021, 50% of the total cost of the space will be retained. There are no refunds for reduction or cancellation for exhibitors or attendees after September 15, 2021
- For Attendees: Cancellation requests must be received no later than September 15, 2021. There are no refunds for reduction or cancellation for exhibitors or attendees after September 15, 2021
Where can I get the handouts?
- All of the handouts will be made available to you for free as PDFs and will be emailed to you one week before the symposium. They will also be posted to the symposium website.
Are meals included with my registration?
- No, meals will be "On Your Own." Registration does include snacks and refreshments that will be included with coffee breaks.
Can I switch seminars after I’ve registered?
- Yes, once you have registered, you are able to switch sessions unless the session has reached full capacity. Check with the registration desk for the availability of seminars. Please be courteous to those that pre-registered and wait until the seminar has begun before taking a vacant seat.
What seminars did I sign up for?
- Your schedule is listed in the confirmation email you received after registering online. It will also be printed and provided to you when you check in on-site.
I can only attend half of [Wednesday/Thursday] – Do I still need to pay the entire fee?
- Yes, you must pay the full price even if you only intend to stay part of the day. We do not currently offer half-day rates.
Do you share my email address with exhibitors?
- No, we do not give out contact information to exhibitors without your express permission.
How can I request an invoice/receipt/refund?
- You can request an invoice completing your registration and clicking the "invoice" button on the final page. You can also request one directly from the WVSPS Admin office by emailing wvsps@wvsps.org.
What will be the format of the symposium?
- The symposium is a fully face-to-face event with no virtual components.
West Virginia is currently experiencing a significant increase in SARS-CoV-2 infections, including the Delta variant. The CDC currently recommends that fully vaccinated people can further reduce their risk of becoming infected with the Delta variant and transmitting it to others by wearing a mask in public indoor settings in areas of substantial or high community transmission. In an abundance of caution, the WVSPS has decided to follow the CDC recommendations at this event. Therefore, wearing a mask over your nose and mouth will be mandatory for all visitors and staff.
Need help finding a vaccine clinic? Visit www.vaccines.gov to search for vaccine locations near you.