FAQ for Attendees

Frequently Asked Questions about the Travelers Conference

Who runs this conference?

The real work is done by a small, dedicated group incorporated as the non-profit Travelers Education Group (TEG). TEG was formed to plan, organize and present this annual conference. Most of the all-volunteer Board of Directors have been involved in organizing this event since its inception in 2008. TEG has teamed up with CMA Planners to help run the conference as it has grown too large for the small committee. Most of TEG’s Directors are current or former healthcare travelers and all are PanTravelers Life Members. The conference is coordinated in conjunction with PanTravelers – the Travelers Association.

Do I have to stay at Bally’s, Las Vegas?

No, but we really hope you will. Our discounted rates are quite good, and many of the extracurricular activities, both spontaneous and planned, will take place in, or launch from Bally’s. Also, filling the block of hotel rooms we’ve reserved for the conference helps us meet our room commitment.

What should I do if the discounted rooms are sold out?

This happens eventually nearly every year because we can’t reserve more discounted rooms than we are sure we can fill with attendees. We are contractually obligated to fill every room we reserve. This means the conference has to pay for any empty rooms from the limited conference budget.

If you register too late to get the discount, your best strategy is to go ahead and book a room at Bally’s right away for the best rate available now. Consider trying to find a roommate to share the cost. Staying in the conference hotel, even though it is more expensive if you missed the discount, just makes the event more enjoyable for you.

THERE IS A POSSIBILITY, as we near the conference dates, that the hotel will approve some additional rooms we can add to our room block. We always make this request, and we have been successful in the past, but it is not guaranteed. If you book your room through the TravCon website (this website), and IF we are granted a room block increase, your room reservation will be automatically discounted to the conference rate approx 2 weeks before the conference.

What is your cancellation policy?

First off, remember that registrations are fully transferable. If you find that you are unable to attend, you could consider gifting your registration to someone else who can attend. If you choose to do this, please notify us as soon as possible so we can update the guest list.

We understand things happen and you may simply have to cancel your registration. As a non-profit organization, we want to be both fair and fiscally responsible. If you must cancel for any reason, we will refund your registration fee less an administrative fee based on how soon you notify us.

By July 31st, 2018 – no cancellation fee.
August 1st-August 22nd – cancellation fee is 25% of all event fees and additional classes.
After August 22nd – no refunds. We’ve already finalized the layout and paid for the catering – all based on the number of registrants.

If an instructor of a pre-conference session cancels, a full refund will be given to all registrants. If an instructor of a concurrent session during the main conference cancels, no refunds will be given.

Can I transfer my ticket to someone else?

Yes, you can transfer your ticket to someone else for a $10 fee up until Sept 5th. After that, no transfers can be processed until the event. Transfers done at the door (or any requests after Sept 5th) will be done for a $20 fee. In order to transfer a ticket, please send your request to travcon@cmaplanners.com.

Can I pay at the door?

If a vacant seat is still available, walk-in admission may be available but not guaranteed.

Are meals provided?

Yes, a continental breakfast and lunch will be provided for registered attendees on both days.

Are CEUs available and will they qualify for my specialty/licensure board?

Continuing Education Approvals are as follows:

CEU’s will be available for RN’s, OT’s, & PT’s. We are working on expanding our CE offerings to other disciplines as well. Please check back for details as they become available.

Can I bring my non-clinical spouse/partner?

Absolutely! They are very welcome and many attendees do bring their spouse or a friend so they can take multiple sessions. If they plan on attending any of the conference sessions or events, they are required to register. The price is the same as it only covers a portion of the true cost of food.

Can I just write a cheque?

Sorry, we are not accepting cheques at this time.

Instructions for Requesting Accommodations for a Disability

TravCon will make every effort to provide reasonable accommodations for individuals with disabilities. To request special accommodations please email the Conference Coordinator, at least three weeks prior to the event. In circumstances when courses or events are offered at offsite locations, accommodations will be coordinated with that site to the best of our ability.