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2012 TOCICO International Conference FAQs

Registration – All Inclusive

1. How do I register and pay for the 2012 TOCICO International conference?

You can register yourself and others for the conference by following the steps below. If you experience technical problems, try clearing your browser cookies and cache.

a. To register as a member of TOCICO, first login to www.tocico.org. Since you are already a member, your conference pricing does not include a one-year membership. If you are not currently a member of TOCICO, register without logging in. The conference price for non-members includes a one-year Standard membership.

b. Whether you are logged in or not (members OR non-members), navigate to Events > 2012 Int’l Conference. On the 2012 Conference page, click on Register Here – All Inclusive link at the top.

c. This will bring you to the registration information page for the conference. Click on the link Register for this Event >>.

d. The system will then ask you how many people you would like to register. Enter in the number of people (including yourself) that you are registering. Once you are done click Next.

e. Now choose the room type for the first person, complete the form and click Continue.

f. THIS STEP FOR TEAMS ONLY: The system will now ask you to register the second person. Choose the appropriate room selection, complete the form, and click Continue. Repeat for each person on until each one is registered.

g. After registering everyone, click Continue to begin the checkout process. You will have an opportunity to review and correct the room type selections for each person. When all the selections are correct, click the Checkout button.

h. On the checkout page, complete the shipping and billing information. 50% of the balance is due immediately. If you choose this option, the payment is due by May 3, 2012. Click the Proceed to Confirmation button, and review for accuracy before confirming your order. Click the Complete Order button.

i. The Thank You page has a link to the Q Center room reservations website. Please click the link to reserve your room(s). While you PAY for your rooms on the TOCICO website, you still need to reserve your rooms through the Q Center. The link for the Q Center website is specifically for 2012 Conference attendees only. At the Q Center room reservations site you will also be able to mention if you are staying any extra nights, bringing a spouse, if you require any airport transportation, specific food needs, etc. All extra costs are paid directly to the Q Center. This does not include the 4 nights of conference which were already paid for through the TOCICO website.

2. What are the different room types available?

a. Economy– This is a single person occupancy room only and is about the size of a room on a cruise ship. There is a twin bed, and a bathroom with shower. You cannot share with another person in this type of room. No extra beds or cots are available. For special needs, you may request a refrigerator.

b. Standard– This room is about the size of a typical hotel room, with one queen size bed, shower, and refrigerator. While you may share this room with one other person, there is only one bed that cannot be split (eg: you must be willing to share a bed).

c. Suite– This room includes a small living room, a refrigerator, and bedroom with a queen bed and a bathroom with combined tub/shower. This room can sleep 2 people, but again you must be willing to share a bed, since the queen bed cannot be split.

3. What if I need to make changes to my reservation later?

a. An email will be sent to you with a user ID and password which will allow you to login to the Q Center reservations website to make changes to your reservation.

4. What if I want to stay extra nights beyond the 4 nights included in my conference registration?

a. All extra nights can be reserved on the Q Center reservations website. You will pay for all extra nights at the time of check-in.

5. How much are extra nights at the Q Center?

a. Pricing by room type can be found on the welcome page of the Q Center reservations website.

6. What if I don’t want to attend all four days of the conference? Is there a day rate available?

a. Yes, there is a day rate available. (TBA)

7. What if I need to cancel my entire conference registration?

a. A full refund will be allowed if written notice is received by TOCICO before May 8th, 2012. A 50% refund will be allowed by May 18th, 2012. There will be no refunds after May 18th, 2012. Registrations are fully transferable. You can assign your registration to someone else or apply the funds toward next year’s conference.

Registration – Commuters

1. How do I register as a commuter?

a. Follow the directions above and select "day rate”. Your registration will include conference, lunch and high speed internet where available in common areas.

2. If I am a commuter, should I still make a Q Center reservation?

a. YES. After you checkout on the TOCICO website, continue to the Q Center reservations website and select the commuter option. This step guarantees your badge and conference bag during conference check in at the Q Center.

3. Is ground transportation included for commuters?

a. NO. Commuters must provide their own transportation.

4. Can commuters have breakfast or dinner at the conference center?

a. Only lunch is included in the commuter registration. There is an extra fee for lunch and dinner, which you should pay directly to the Q Center at check-in. Pricing TBA soon.

5. What if I need to cancel my entire conference registration?

a. A full refund will be allowed if written notice is received by TOCICO before May 8th, 2012. A 50% refund will be allowed by May 18th, 2012. There will be no refunds after May 18th, 2012. Registrations are fully transferable. You can assign your registration to someone else or apply the funds toward next year’s conference.

Spouse Information

1. I want to bring my spouse with me he/she will not attend conference sessions.

a. Indicate spouse information on the Q Center reservations website when you reserve your room. There will be a section that asks whether or not you will be sharing a room. You will click yes, and then it will ask whether or not your spouse will be attending the conference sessions. If not, click no. If so, click yes.

i. If your spouse IS attending the conference sessions with you, he/she will need to be paid for through the TOCICO website as a conference attendee. We will be checking reservations to make sure both attendees are paid for.

2. How much is the non-attending spouse fee?

a. The non-attending spouse fee is $66 per day. This fee will be paid directly to the Q Center. The fee includes sharing your room plus all meals. This fee will not grant access to any conference sessions.

Ground Transportation (All Inclusive registrations only)

1. How do I get to the Q Center and back to the airport?

a. Those who register during early bird will receive ground transportation to/from either Chicago O’Hare OR Chicago Midway at no additional cost. Those who register AFTER early bird must arrange and pay for transportation.

2. What places can we be picked up from or driven to?

a. The TOCICO is covering costs to/from either Chicago O’Hare or Midway airports only. Other locations will not be covered by TOCICO.

3. Where do I register for ground transportation?

a. Indicate ground transportation preferences on the Q Center reservations website when you make your room reservation.

4. What if I want transportation to somewhere other than the airport?

a. TOCICO will only cover ground transportation to and from ORD and MDW for early bird registrants only. All others must arrange and pay for their own transportation.

5. If I am paying for my own transportation, how do I pay?

a. You will pay your driver once you reach your desired destination. You can pay with either cash or a credit card.

6. What if I register as an early bird but don’t want to go to the airport after conference? Or what if I am not being picked up at the airport before conference?

a. The TOCICO is only covering costs to/from either Chicago O’Hare or Midway airports. We will not arrange or cover costs for any other location.

7. How much does ground transportation typically cost?

a. Both airports are about the same distance from the Q Center. A ride from Midway airport costs about $80. The charge is by distance, not by how many filled seats in a car. You can pay with cash or a credit card. The transportation company will consolidate groups for shared vehicles. Payment is based on per occupied seat in a car.

i. Gratuity will be included in the cost if TOCICO is covering your transportation. If the TOCICO is not covering your transportation, then gratuity is not included.

8. Can we share a car or have a private vehicle?

a. All reservations are confirmed as a SEAT in a car (shared ride) unless a private car is requested. Drivers will wait for up to 15 minutes for all passengers in a shared ride. The transportation company will consolidate groups for shared vehicles. Payment is based on per occupied seat in a car.

9. What if I want to do some sightseeing during the conference?

a. Reservations for ground transportation during the conference can be made at the Business Center located in Conference Area D, room 141. All excursions and related transportation are arranged and paid for by conference attendees. Conference staff does not have bandwidth to coordinate excursions or transportation.

10. What if I need to change or cancel my ground transportation BEFORE the conference?

a. Login to the Q Center reservations website using the ID and password that was provided to you in an email after submitting your reservation. All changes and cancellations should be made through that site.

11. What if I need to change or cancel my ground transportation DURING the conference?

a. A minimum of 2 hours prior to departure is required for all changes or cancellations otherwise you will be charged the full cost of your reservation, even if you do not use it. Changes and cancellations can be made at the Business Center located in Conference Area D, room 141.

12. Is ground transportation included if I am a Commuter registrant?

a. NO. Ground transportation is not included if you are a commuter. Ground transportation is only for early bird all inclusive registrants.

Conference and Q Center

1. Where do I check in for the conference?

a. Check in at the Q Center Welcome Center to receive your badge and conference materials.

2. What is the schedule for the conference?

a. The complete schedule will be posted on the TOCICO website about 3 weeks before the conference begins. You will also receive the complete schedule in your conference bag when you arrive at the Q Center.

3. Will there be high-speed internet?

a. The Q Center features internet hotspots in common areas as well as several cyber kiosks with computer access and printers. The general session gallery and breakout rooms do not have wireless internet access.

4. What are the different room types available at the Q Center?

a. Economy– This is a single person occupancy room only and is about the size of a room on a cruise ship. There is a twin bed, and a bathroom with shower. You cannot share with another person in this type of room. No extra beds or cots are available. For special needs, you may request a refrigerator.

b. Standard– This room is about the size of a typical hotel room, with one queen size bed, shower, and refrigerator. While you may share this room with one other person, there is only one bed that cannot be split (eg: you must be willing to share a bed).

c. Suite– This room includes a small living room, a refrigerator, bedroom with a queen bed and a bathroom with combined tub/shower. This room can sleep 2 people, but again you must be willing to share a bed, since the queen bed cannot be split.

5. The Q Center is a large facility. How do I find my way around?

a. A map will be provided at check-in along with your conference materials. For step-by-step directions to any location in the Q Center, try the online navigation tool called Q Navigation. It’s available at qnav.info from any computer connected to the internet or any smart phone.

6. Will there be breaks during the conference sessions?

a. Small networking breaks are included during the conference after breakout and plenary sessions. Breaks will typically be about a half hour in length.

7. What is the dress code?

a. Business casual is recommended for attendees. Speakers may wish to wear a sport coat or similar attire. Suits and ties are not required or recommended.

8. I have special dietary needs or concerns. Who can help me with that?

a. The Q Center welcomes visitors with many types of needs from around the globe. At all meals, they offer a wide variety of typical, health-conscious, and vegetarian options. However, if you have special needs, indicate your requirements on the Q Center registration pages.

9. Can the Q Center accommodate those with special physical needs?

a. Yes. The Q Center can accommodate any guests with any special physical needs. Simply request what you need in the General Comments area of the online reservations form.

10. Can we smoke at the Q Center?

a. The Q Center complies with the Smoke-Free Illinois Act which requires public places and places of employment to be completely smoke free indoors as well as within 15 feet (5 meters) of all entrances and exits. Smoking shelters are located outside at Entrances 1, 2, 4, 7 and 11. Q Center guests are expected to comply with the law at all times. All guest rooms at Q Center are 100% smoke free. Your credit card will be charged if this policy is violated.

11. Will TOCICO host social events during the week?

a. The TOCICO strives to make the conferences as exciting as possible, with social events, networking luncheons, and many extracurricular activities during the evenings. Please check the conference schedule which is located in your conference bag materials to see what we have planned for you this year!

12. I like to explore – are there any tourism options available in the area?

a. All tourism options can be found at the front desk area of the Q Center or in your booklet provided in your guest room. The Q Center will also be able to help you with any transportation you may require.

13. Is there a planned itinerary for spouses during the conference?

a. Spouses will be provided with a spouse bag this year. This bag will include any special activities that we have planned, and material about what conference center facilities are available to you, as well as information about the city of St. Charles, which is about five minutes away by car.

14. Which airport should I fly in to?

a. Chicago Midway and Chicago O’Hare are your best options. Transportation is provided from these two airports only.

15. I’d rather pay less and stay at another hotel. Are there any others in the area?

a. Considering the expense of providing your own additional transportation, staying at the Q Center is your best value. However, if you want to stay elsewhere, you can find hotel options for St. Charles, IL at http://www.visitstcharles.com/.

16. Why can’t my spouse attend conference sessions with me?

a. Your spouse can attend the conference if he/she registers as a conference attendee. If your spouse arrives with you, but is not registered as a conference attendee, then they will not be able to attend the conference sessions with you. A non-attending spouse fee is still required to be paid to the Q Center. This fee is $66 per day and includes sharing a room with you, as well as all meals.

17. Why don’t we have wireless internet access in general session and breakout rooms?

a. The Q Center does not allow internet access into any of the general sessions and breakout rooms since many speakers and presenters find it rude when an attendee is on the internet rather than listening to their presentation. There are wireless hotspots located throughout the entire conference center, and also internet kiosks, with printers, for those who do not have a laptop available.

18. How can I find out who else is attending, so I can make plans ahead of time to visit with them at the conference?

a. We typically do not release a list of attendees ahead of time. You will be able to have plenty of opportunities to see and talk to many of the attendees during the networking breaks, as well as lunch and dinner and after conference hours.

19. If I attend one breakout, I’ll miss others that are also important to me. How can I get that information too?

a. We will have all recorded breakouts available online at Vimeo and on DVD in about one month after the conference has ended. People can order their DVD’s or Vimeo access online at TOCICO.org. A payment site will be available after conference.

20. I keep asking for more training and insight on specific topics, but I never see those covered at conference. Who decides which topics will be covered, and who will speak?

a. This depends largely on the topics that are submitted during the Call for Papers. The TOCICO Board of Directors makes the final decision on who becomes a presenter and which topics will fit into the conference schedule.

21. St. Charles seems so "remote” from Chicago. Why don’t we hold conferences in hotels in the heart of major cities?

a. We find that an all-inclusive conference center, which includes both guest rooms and the conference facility in one location, is much more suitable that a hotel. A conference center facility is also suited specifically for conferences. However, we have no control over where a conference center may be located.

22. Why is there such a difference in pricing for members and non-members?

a. Member pricing includes a discount for all current TOCICO members in good standing. The non-member price may be higher, but also includes one year of Standard membership.

23. Why is there such a big difference in all-inclusive and commuter rates?

a. The all–inclusive rates includes your sleeping room, all meals, conference facilities and of course, the conference sessions. Commuter rates are much less since they only include the conference sessions, and lunch during the day. Other expenses for commuters must be paid out of pocket.

24. Conference was in the U.S. last year. Why don’t we hold the conference in other parts of the world?

a. We are planning to hold the 2013 TOCICO International Conference in Frankfurt, Germany. More information can be found on the TOCICO website.

25. Why aren’t breaks longer and more frequent?

a. The networking breaks will be a half hour in length. You will be able to have plenty of opportunities to see and talk to many of the attendees during these networking breaks, as well as lunch and dinner and after conference hours.

26. Attending conference takes away from my family time. Why does it start over the weekend and end in the middle of the week?

a. The TOCICO cannot possibly choose dates that accommodate all of the schedules of those who wish to attend the conference. We typically choose dates that do not coincide with a major holiday.

27. When will I receive my conference DVDs?

a. Conference DVD’s will be available about one month after the conference ends.

28. I registered and paid for the conference on the TOCICO site, but didn’t see a link to continue on to the Q Center site. What now?

a. If you did not see the link, or missed the link on the Thank You page of the TOCICO website, please contact Jessica at jessica@tocico.org.

29. I didn’t receive a login or password for the Q Center site, and need to make changes. What now?

a. Just call the Q Center at 1-630-444-4953 or by emailing them at reservations@qcenter.com.

30. I’m not a TOCICO member, but want to receive the member discount pricing. Is it cheaper to become a member first, then register for conference?

a. The payment for each is typically the same, whether you are a member and registering, or a non-member and registering. With the non-member option, you get the one year of Standard membership. The member price discount reflects the same amount as one year of Standard membership.

31. Are there any exercise options at the Q Center?

a. The Q Center offers a 4,500 square foot Fitness Center which is open 24/7. Access is complimentary for over-night guests. Fitness center features include:

i. Circuit strength training equipment

ii. Free weights

iii. Treadmills

iv. Stair climbers

v. Stationary bikes

vi. Elliptical trainers

vii. Rowing machines

viii. Exercise balls

ix. Private stretching area

32. Can I bring my kids, and make this trip part of my family vacation?

a. The conference center typically does not allow guests under the age of 18, even with adult supervision. A conference center is for business professionals and is not an ideal place for children.

33. Are there restaurants and shopping nearby?

a. All shopping and restaurant guides can be found in your guest rooms, or by visiting the front desk for information.

34. I’m traveling to the U.S. for the conference. Can TOCICO help me with my visa?

a. Yes. We can create a Visa letter for you which you can give to consulate for a temporary visa into the United States. Email jessica@tocico.org to request this letter.

35. Will I need extra cash for activities or meals?

a. It is generally advised to always have some extra cash for any last minute changes in a reservation, or if you need to pay for any transportation, meals outside the conference center, etc.

36. I won’t know my schedule for that week until the last minute. What is the absolute deadline for registering for the conference?

a. People can register for the conference up to the first day of the conference, which is June 1st, 2012. However, please be aware that we have limited guest rooms available. Last minute registrants may not be guaranteed a room at the conference center.

37. Can I register onsite for the conference and still get a room and meals?

a. We prefer to have all registrations come through the TOCICO website and the Q Center reservations website. Since we have a limited number of rooms this year, you might not be guaranteed a room for last minute registrations.

38. I want to hold meetings with my customers during the week. Can TOCICO arrange a private meeting room?

a. We will be more than happy to provide you with a meeting room if you need it. However, you will need to ask us before using a room.

39. Why doesn’t TOCICO allocate time for customer meetings during the week?

a. There is plenty of time before and after conference hours for meetings during the week. Simply ask us before using a room.

40. Board voting closes during the same week – how can I submit my vote on time?

a. Board of directors voting will be available both online and on paper during the days of the conference. Voting will begin on June 4th, and end on June 6th.

41. Does the Q Center have room service or early-morning / late-night dining options?

a. No. Room service is not available at the Q Center. However, you can bring your own meals up to your room. There are boxes provided in the cafeteria areas to take your meals anywhere in the conference center. Dining room times can be found in your Q Center guide.

42. When should I fly in and fly out?

a. Guests typically arrive a day before the conference begins, which is June 3rd, and leave at the end of the last day of the conference, which is on June 6th.

43. I have a very late flight arrival time. Will I still be covered by the transportation provided?

a. Transportation will be provided at any time, day or night. You will need to call the transportation company once your flight has landed so they can pick you up. Please remember that the TOCICO is only covering transportation costs for All Inclusive Early Bird registrants. We will only be providing transportation from either Chicago O’Hare or Midway airports. Any other pick-up or drop off location must be paid for by you.

44. What is the check-out time from Q Center?

a. Check-out time is 1:00 pm (13:00).

45. Does Q Center have bag-check since I’m not departing until late on the last day?

a. Yes. A bag check area is provided near the front desk area.

46. Does TOCICO offer registration scholarships for educators or others who can’t afford the cost?

a. Academic registrations are much more discounted than the other types of registrations.

47. Does any part of the registration fee go to the Goldratt Foundation?

a. No. None of the registration fees from the TOCICO conference go to the Goldratt Foundation. Only the proceeds from the 5k run/walk go directly to the Goldratt Foundation.

Speakers

1. When will I find out if I am presenting?

a. You will find out when you are presenting around April 1st, 2012.

2. I can’t fit all my content in the allocated time. What now?

a. You can always discuss the content of your presentation outside of the breakout session with anyone you wish during the networking breaks, lunch, dinner or any other time you wish that does not interfere with the rest of conference.

3. Should I bring a laptop to use during the presentation?

a. Bringing a laptop is optional. Many speakers bring one, but if you do not one will be provided for you.

4. I want to speak at the conference, but I don’t speak English. Can TOCICO provide an interpreter?

a. We cannot provide an interpreter. You will need to bring an interpreter with you for your presentation. That person must also be registered for the conference as an attendee.

5. I have special AV requirements for my presentation. Who can help with that?

a. AV and TOCICO staff will be on-site to help you with any requirements you need before your presentation begins.