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FAQ — Conferences


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Registration

If you created a profile/account, you will automatically come into the system as what is known as a “prospect.” Prospects receive non-member rates and any “guests” that prospects register will also receive that rate. If you are certain you are a member, please contact Alejandra Lozano, Program Associate, at alozano@region9hsa.org

If you opted for the “invoice me” option when registering, the system creates an invoice and leaves it as open until marked paid. Our registration system sends out the reminders automatically. We do not mark invoices as paid unless we have received some sort of payment option (PO, check etc.) Once the payment has been received, the reminders will stop automatically.

If you did not register yourself or if you were registered with a group, one confirmation was created and sent to the person who submitted the registration. If you registered yourself or submitted a registration on someone’s behalf but did not receive a confirmation, please email Alejandra Lozano, Program Associate, at alozano@region9hsa.org

Yes, please email Alejandra Lozano, Program Associate, at alozano@region9hsa.org. Please make sure all participants have been registered before requesting an invoice.

Yes, deadlines for each registration are listed with each event. If you have any questions or have missed a deadline, please contact Alejandra Lozano, Program Associate, at alozano@region9hsa.org

If you need help registering a large group to one of our events, getting the member rates, or accessing your MYR9HSA account, please contact Alejandra Lozano, Program Associate, at alozano@region9hsa.org

The registration form for this event will be housed this year in the R9HSA’s brand new member portal — MyR9HSA. This new system allows attendees to:

  • Register themselves
  • Register their peers individually
  • Register their peers as a group
  • Automatically receive an invoice for their registration(s)
  • Gain access to outstanding invoices and submit online payments
  • Gain access to exclusive learning communities tied to live eventsRegistration Step-by-Step
  • Log into MyR9HSA or create an account
  • Register yourself: Once logged in, all of your personal details (name, email, address, etc.) that are currently saved on your profile will be automatically populated. If you wish to register your peers, simply click on the “register a guest” button at the bottom of the form.
  • Register a guest: If you are trying to register a peer, you will select this option. Please note that if you are registering a guest without logging into MyR9HSA, the system will automatically apply the non-member rates. If you are logged in, however, and your agency is currently not an R9HSA member, you will receive non-member rates.
    For any questions regarding registration, MyR9HSA, membership, or other inquiries, please contact us at headstartr9@region9hsa.org.

No, payments are not required at the time of registration. Invoices will be sent promptly to registrants. Contact Alejandra Lozano, Program Associate, at alozano@region9hsa.org if you have any questions.

Cancellations received in writing three weeks prior to the first day of the event, will be assessed a $50 processing fee per registrant. After that date, substitutions will be allowed but no refunds will be given (see below for substitution policy). Registration fee is due in full for no-shows. To cancel your registration, please email your request to headstartr9@region9hsa.org.

Substitutions are permitted; however, notification must be received in writing with the subject line: “Conference Substitution.” In the body of your email, send the name of the original registrant and the name of the person substituting to R9HSA at headstartr9@region9hsa.org by the registration deadline. If the event is in person, substitutions can also be made on-site at the conference registration desk. All changes, including name updates and editing information, can be done on-site. If someone is coming to replace a pre-registered attendee, they will sign for the items of the pre-registered attendee and receive a new badge on-site. If you have further questions, contact Alejandra Lozano at alozano@region9hsa.org.

Cancellations due to extenuating circumstances (i.e., death, accident, serious illness) must be submitted in writing, include appropriate verification, and must be received by R9HSA prior to the last day of the conference. No refunds will be granted for any reason after the conference has ended.

Purchase orders are accepted within 30 days of registering. To pay with a purchase order, please complete the registration online and submit an email to headstartr9@region9hsa.org indicating that a P.O. has been requested. If you need documentation to submit a P.O. request, print the registration confirmation email, which shows the registration and balance due. A copy of a valid P.O. must be received within 30 days of registering.

Payments must be paid within 30 days of date of invoice.

Yes, contact Alejandra Lozano at alozano@region9hsa.org to request an invoice or 916-259-0971 ext 103 to pay over the phone.

Access to the Conference

While in a virtual space, we are excited to be using an excellent conference tool — Whova — that will enhance your participation on any device — desktop, laptop, tablet, or smart phone. Our conference center allows you to navigate among presentations, exhibitors, networking spaces, and more. You will have more time to hear from experts, personalize the conference agenda, message others, post pictures, and talk with resource partners. Upon registration, attendees will receive more information about gaining access to the Whova portal.

Logistics

Policy Statement on Diversity, Inclusion, and Respect: The Region 9 Head Start Association (R9HSA) is committed to a work and learning culture that embraces diversity, inclusion, and respect as core values. These values are essential for Head Start to be a high-performing organization, where all staff and volunteers have the opportunity to reach their full potential and maximize their contributions to children and families. R9HSA welcomes full inclusion at our events, regardless of race, color, ethnicity, national origin, age, sex (including sexual orientation, gender identity, and pregnancy), family structure, religion, or disability. Full inclusion enables Head Start to benefit from the strengths afforded by the unique ideas and contributions of every person.

Registration and attendance at, or participation in, R9HSA conferences, meetings, events, and other activities constitutes an agreement by the registrant or attendee to give R9HSA the irrevocable right to use and distribute (both now and in the future) the registrant’s or attendee’s image, likeness, or voice in pictures, recordings, videotape, or film, or any part thereof, in all forms and mediums and in all manners, including composite for advertising, marketing, publication, or any other lawful purposes, now known or hereafter created.

Certificates

Yes, at the end of the event an email will go out with the link to the certificate. Please keep in mind that only one certificate will be given for the entire event.

Whova

You will receive an email with all the information about Whova the week before the conference.

No, all registered participants will be uploaded into Whova prior to the event. The only thing you will need to do is set up a password. You will receive instructions from Whova on how to set that up.

As a participant Whova is free to use. The host of the event has taken care of the fees.

No, the app is not required to participate in the event; however, it is strongly suggested to download the app since it offers some features that make interacting more pliable and exciting.

Session materials can be found at the bottom of the session listing, past the session description and speaker bio. You can find the session by clicking on the agenda tab, finding the session, and clicking the session. You can also find the materials under resources and documents. There you will find a list of all documents that have been uploaded to Whova. Please keep in mind that the documents will not be divided into sessions there.

If no materials are listed in the session, it means the presenter either did not use/provide us with any or you might have to reach out to the presenter to ask for the materials personally.

Notes will only be visible to you and will be available for 90 days.

Recorded sessions will have the speaker’s email address where questions can be sent. All speakers have agreed to accept questions; however, we can not give an exact time of when those questions will be answered. This will all depend on the speaker.

The Leaderboard is a feature on the Whova app. Participants will receive points for answering polls, posting pictures and captions, and writing in the community board. At the end of the event, the participant with the most points will win a prize. The Leaderboard will be able to tell you your points and allow you to compare your points against other participants.

Unfortunately, the points, also known as the Leaderboard, are only acquired through the app. Whova does not have an option to participate in the game portion of its service through the web at this time.

Absolutely! You can follow up with the people you met or those you couldn’t connect with during the event through the in-app messages, e-business card requests, and Bulletin Board posts.

The Whova app will allow you to receive updates about future events from your event organizers. And most of all, many events worldwide use Whova, so in the future if you attend any other events, you do not need to download the app again. You can keep and use the Whova app as a central place to manage all your event networking activities.

Yes, the only people who will have access to the on-demand materials will be attendees on the registration list.

Presenters

If you want to become a presenter at one of our events, go to the event page on our website – link to page-

Recordings/On Demand Access

Unless noted otherwise, all recorded materials will be available for 90 days after the conference ends.

All videos will be available one week after the conference has ended.

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Questions? Contact us at headstartr9@region9hsa.org.