What is "Secure Online Registration?"
When you place orders to purchase services or request information, we use secure servers to protect your personal information. Secure Socket Layer (SSL) software encrypts the personal information that is transmitted between you and meetingbydesign.com.
What credit cards do you accept?
You may register online with VISA, MasterCard, American Express or Discover.
I wish to pay by check, how do I register?
You must send your check payment with a conference registration form. Each conference has a "Print Reg Form" link at the top of its homepage. Click "All Conferences" at the top left of this page, then choose your conference.
I do NOT wish to transmit my credit card information online, how do I register?
You may send your credit card information by fax or mail on a conference registration form. Each conference has a "Print Reg Form" link at the top of its homepage. Click "All Conferences" at the top left of this page, then choose your conference.
I cannot find the conference I am looking for.
The All Conferences page lists all conferences that are currently scheduled. If you are not finding a specific conference, it is most likely not being planned by Meetings by Design, or is not offered annually. The Join Mailing List page will allow you to request information about scheduled and tentative future conferences.
What is the deadline to register for a conference?
Most conferences advertise a deadline of 30-days prior to the conference. Some conferences have reduced fees for early registration. It is advisable to register as soon as you are certain you will attend. You may, however, register at any time providing there is still space available in the conference.
Can I register for the meeting onsite?
Unless otherwise noted on the information page for a specific conference, you may register at the hospitality desk onsite. Be aware that some conferences have reduced fees for early registration.
Why is the registration rate higher without a hotel package?
The cost of producing resort conferences is partially subsidized by the hotel for participants purchasing hotel packages. This is not so for participants staying elsewhere.
Are CME hours offered? How many?
The All Conferences page denotes which conferences offer CME. The number of hours offered and CME accreditation can be found on the information page for a specific conference.
How many CME hours for nurses?
What is the BRN provider number for my nursing license renewal?
For California nurses continuing education credit is available by reciprocity. "CME" may be noted on the license renewal application in lieu of a BRN provider number.
Nurses licensed outside of California should contact their Board of Registered Nurses for requirements.
When will I receive my CME certificate?
At most conferences CME certificates are distributed at the end of the conferences. For further information, check with the hospitality desk onsite.
What if I cannot attend all sessions during the meeting?
CME hours are awarded for the actual hours you are in attendance. At most CME conference this is tracked via CME Sign-In sheets. In addition to your registration, you must sign the sheets for the days or sessions you are attending. For more information, check with the hospitality desk onsite.
I lost my CME certificate. How do I obtain a copy?
Send an e-mail requesting a replacement to us at support@meetingsbydesign.com. State your name and the conference. We will forward your request to the appropriate person.
Are meals included with my registration or hotel package?
This varies. The program listing on the Agenda & Faculty page for a specific conference will list included meals (e.g. Continental Breakfast, Lunch, Welcome Reception) where they are offered.
Meals or meal plans are not usually part of a conference hotel package or reservation. Exceptions will be noted on the conference's Location page.
I have forgotten my break-out session choices.
Can I change my break-out session choices?
For conferences offering break-out or small-group sessions, you are asked when you register to choose the sessions you wish to attend. At the conference, you will be asked to review and confirm your choices. You are welcome to change them at that time. It is not necessary to notify us of your changes in advance.
Can I get a copy of a conference syllabus?
Most conferences control costs by producing only the materials needed for the registered participants. It is uncommon for additional syllabus copies to be available. However, after a conference is over, you may contact us by e-mail to see if copies are available for purchase.
The only way to ensure a copy of the syllabus is to register for the conference.
How do I contact the conference coordinators?
Send an e-mail to us at support@meetingsbydesign.com. Address the Subject line and the body of your e-mail to the conference coordinator(s) and we will forward it accordingly.
What’s the difference between a hotel package and a hotel reservation?
Hotel Package:
- Group rates contracted with the hotel help to keep the costs of your hotel stay and producing the conference down.
- Carries additional restrictions such as length of stay and cancellation penalties.
- All package reservations and changes must be made through Meetings by Design. The hotel does not manage package reservations.
- Reservations are made with a deposit and full payment is due in advance of the conference.
Hotel Reservation:
- Depending on the conference can be made directly with the hotel or through Meetings by Design. (See specific conference information for details).
- Carries standard restrictions and penalties.
- Reservations are made with a credit card guarantee and payment is most often processed upon check-out.
What is the deadline for making hotel reservations?
Hotel Package: Most packages show a deadline or full-payment date approximately 30 days prior to the conference; however, reservations can be made as long as rooms are available. Rooms may sell out prior to the deadline. The earlier you make your reservations, the more likely it is you will get the room category you want. Rooms reserved after the posted deadline must be paid-in-full upon registration.
Hotel Reservation: Similarly, reservations can be made as long as the hotel has not sold out of rooms.
The hotel has no record of my reservation.
Why don't I have a confirmation number?
Hotels process group reservations differently than individual reservations. They do not issue individual confirmation numbers and are typically only available to the front desk staff 7 days before a conference.
Can I make my reservations directly with the hotel?
Most hotels require that group reservations be managed by the conference. If you follow the links within a specific conference, the reservation process is explained for that hotel.
How many people can stay in one hotel room?
In general, fire safety limits occupancy to 3 adults, or 2 adults and 2 children under age 18. The Location page for each conference lists the occupancy for that hotel.
Are there accommodations for disabled participants?
List your requirements in the Special Request or Comment box of the conference's hotel reservation form. We will contact you if there is any issue with accommodation.
How do I indicate special requests for my hotel room?
Enter special requests such as non-smoking room or adjoining rooms in the Special Request or Comment box of the conference's hotel reservation form.
Can I share a hotel reservation with another participant?
Yes. There is a place on the conference's hotel reservation form to indicate who you will be sharing a room with and whether or not you wish to divide the cost of the room. Only one of you should enter room and bedding choices. Detailed directions are on the form.
What does my hotel package include?
All pre-paid hotel packages include room, tax, and porterage. Incidental charges, spa and children's programs are not included. The conference's location page will have any further inclusions and exceptions, such as parking.
While it is not a common occurrence, hotels reserve the right to add additional surcharges (an energy or water-use surcharge for example) without notice.
Are meals included with my hotel package?
Meals or meal plans are not usually part of a conference hotel package or reservation. Exceptions will be noted on the conference's Location page.
The program listing on the conference's Agenda & Faculty page will list any included meals (e.g. Continental Breakfast, Lunch, Welcome Reception) that are included with your conference registration.
Can I earn hotel program points for my reservation?
Hotel Package: Hotel awards programs do not typically award points for package reservations. However, if you include your membership number in the Special Request or Comment box of the hotel reservation form we will forward your information to the hotel.
Hotel Reservation: Include your membership number in the Special Request or Comment box of the hotel reservation form. We will forward your information to the hotel for their awards program. Verify that the hotel has applied this information when you check in.
Can I pay for all or part of my hotel stay when I arrive?
Hotel Package: The hotel does not manage hotel package reservations or charges and requires that they be pre-paid. Hotel packages must be paid-in-full by the deadline shown for that conference (or upon registration if later than the deadline).
Hotel Reservation: With rare exceptions, all charges are processed by the hotel upon check-out.
How do I change or cancel my reservation?
Hotel Package: All changes and cancellations must be sent in writing to Meetings by Design. Contact us by e-mail or fax.
Hotel Reservation: More than 7 days prior to the conference, changes and cancellations must be sent in writing to Meetings by Design. Contact us by e-mail or fax.
Within 7 days of the conference, please contact the hotel directly.
Does Meetings by Design arrange travel for all conferences?
Can I make my own air travel arrangements?
We do not arrange travel for most conferences. The volume of travelers to Hawaii allows us to offer special airfares and car rental rates for some of our conferences held there. You can find more information by following the Travel link on the information page of an eligible conference.
Except for these specific Hawaii conferences, the current climate of the travel industry makes it impossible for us to offer lower fares than you can find yourself.
Can you book me on an airline other than those shown?
For the reasons stated in the previous question, it is not feasible for us to book travel other than that arranged with our carriers to Hawaii. We can, however, coordinate inter-island travel on various carriers as part of your Hawaii travel.
Can you book my flight using my frequent flyer miles?
All awards travel is arranged by the airline's mileage program. We are not able to arrange award travel for you. We can, however, coordinate travel for other passengers to match your awards travel.
Am I eligible to earn frequent flyer miles for your airfares?
Yes. When you submit a request for an air quote, the quote request form has space for you to provide frequent flyer information for all passengers. Quote request forms are available via the Travel page of eligible conferences.
Are seats assigned on airline flights?
The most forward seats available are assigned when your tickets are purchased. If the airline does not make seat assignment available at the time of booking, you can call the airline directly for assignment.
After your tickets have been purchased, we will send you a confirmed itinerary. It will have your seating status.
Can I request specific flights?
Yes. When you submit a request for an air quote, list your preferred flights in the Special Request or Comment box. Quote request forms are available via the Travel page of eligible conferences.
Can I get paper tickets instead of e-tickets?
If you prefer paper tickets, the airlines currently charge $20 per ticket*. In addition, Meetings by Design will charge one $20 handling fee for up to 6 tickets. Request paper tickets in the Special Request or Comment box of the quote request form.
*Airline fees subject to change without notice.
What do I do if I’ve lost my e-ticket itinerary?
Send an e-mail requesting a replacement itinerary to us at support@meetingsbydesign.com. We will e-mail a replacement to you.
Why do I need to reconfirm my flights prior to departure?
With each airline ticket, we provide you an itinerary showing current flight information. The airlines generally initiate schedule changes and flight number changes prior to your actual travel date. The best way for you to be certain your reservation and seat assignments are accurate is to contact the airlines prior to travel.
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