San Diego Summit Frequently Asked Questions

 

When and where will the 28th San Diego International Summit be held?

When: August 26th - 30th, 2023

Where: This is a in-person event held at Hyatt Regency at Aventine, San Diego, CA.

When will registration open?

Registration is now open and will take around 30 minutes to complete.

  • In order to register you will need

    • your list of requested sessions

    • email address. Note: we will be sending session links and other information to this email, please make sure you will have access to it in the future.

    • payment information.

  • When registering, please use a working email. If you opt-out of future emails, you will not receive further Summit updates, confirmation information, a receipt and/or certificates.

  • If you are not prepared to submit credit card information, please stop now and return when you have that information available.

What should I know about completing my registration?

  • You are welcome to review our sessions prior to beginning your registration here: (THIS WILL BE COMING SOON)

Why should I attend the 28th San Diego International Summit?

  • Learn New Strategies and Techniques. This year's Summit offers over 130 educational programs, workshops, and self-care sessions. Return to your organization energized and armed with new and innovative techniques and strategies to benefit you and the demographic you serve!

  • Strengthen Your Network. Meet hundreds of colleagues from across the country, and even around the world. Our Event App will give you access to our activity feed, a public way to interact with all attendees, or the option to private message as well. You will be able to rely on your growing network of like-minded service providers when you’re back in the office and struggling with a challenging scenario.

  • Join the Planning Committee! New members, you're not alone. Our Planning Committee is a diverse, international group of people wanting to help coordinate our next Summit, review and score submissions, suggest speakers to invite or topics to focus on, chairing a workshop or other on-site help. Contact Alexandra Waddell at Alexandraw@ivatcenters.org for more information on the Planning Committee.

How much is registration?

You can find the registration fees here.

Are there any discounts available?

  • Yes! An early bird discount is available.

    • In order to qualify for our early bird or advanced discounted rates, both registration and payment must be received and posted in our office by the deadline. Please email Chelsea Hill at Chelseah@ivatcenters.org with any questions regarding discounts.

  • We offer discounts for our Military, presenters, students, and groups of 5 or more. Please be prepared to provide proof upon registering (student ID/ DOD affirmation).

  • Volunteering for 5 hours grants you 1 day of registration waived. Please contact Sonora Eribez to get started with your volunteer application at Sonora@ivatcenters.org. Volunteer roles are filled on a first come, first serve basis. All volunteers must register through our website registration process.

Can I register for an entire group?

  • Yes! One person must register the group in order to take advantage of a group discount. By registering together, only one processing & handling fee will be applied. Please contact Chelsea Hill at Chelseah@ivatcenters.org for assistance.

  • Please remember to choose all the sessions that your attendees want to go to. The registration is not complete until you accept our Terms & Conditions, process your payment, hit finish and have a confirmation number.

  • Enter everyone's individual email address so that they can get updated information, such as a session cancellation, badge or payment information. As the group leader, you will receive the same email. Please double-check how to spell their names and emails with your group.

Note: Please confirm all email addresses with your group, the email used during registration will be required to access all sessions.

What does my registration include?

Full Summit registration includes:

  • Highly Engaging Sessions with Experienced and Cutting-Edge Speakers

  • Access to our event app, networking events, and materials from ALL sessions.

  • Poster Session

  • Opening and Closing Plenary Sessions

Optional items (CEs, affiliated trainings) must be purchased separately.

I'm presenting a poster; what do I need to know?

  • You will receive an acceptance letter once our review committee has had an opportunity to thoroughly review your submission.

  • Poster presenters are required to follow these instructions to confirm their acceptance:

    • Return your signed confirmation letter.

    • All presenters must register and pay any fees due.

    • Submit your affiliation or any missing information for you and any co-presenters. Co-authors not in attendance do not need to register.

  • Poster Session schedule is COMING SOON!

    Poster format: JPEG or PNG

  • You may be as creative as you wish with the design of your poster presentation. Your poster should be self-explanatory, so that you are free to supplement and discuss various points raised by other Summit participants.

  • Any questions, or if you wish to notify an IVAT staff, please email Steve Nakinishi Steve1@ivatcenters.org.

What payment methods do you accept?

  • We accept credit cards (3% processing & handling fee applies).

  • For purchase orders, please emailChelsea Hill at Chelseah@ivatcenters.org for approval. All purchase orders must be approved prior to submission. Please note, all PO's have an additional $40.00 processing fee.

What is the refund policy?

  • Cancellations can be processed via CVENT and or in writing via email to Chelsea Hill at Chelseah@ivatcenters.org

  • Registrations cancelled by July 15th will be eligible for a full refund, less transaction fees. Registrations cancelled between July 16th-August 11th will be issued 50% of the registration fee paid, less transaction fees. Cancellation after August 12th are non-refundable.

  • Please note, Continuing Education Units (CE's) are non-refundable, but are transferable.

  • IVAT is not responsible for problems beyond our control such as internet connectivity, technical support, health issues, etc.

  • Please continue to check our website for updated information regarding COVID-19.

I just want to attend one session. Is that possible to do without registering for the Summit?

  • Individuals wanting to participate in one session must register & pay for a one-day pass for that day; IVAT does not allow unregistered attendees to come to sessions or other Summit events.

  • All session presenters, poster presenters, volunteers, planning committee members and staff are required to register.

What services are available for ADA needs and requests?

IVAT encourages persons with disabilities to participate in our programs and activities. Please contact Mark Yunker at marky@ivatcenters.org no later than TBD to request ASL interpreter services or other accommodations for special needs.

We will do our best to accommodate your needs.

Will I receive a certificate to document my attendance?

  • Once you complete the overall evaluation, a certificate of attendance will be sent to you via email. It is your responsibility to print your certificate when it appears on your computer screen. Once it is accessed, you will not be able to access it a second time – you cannot save it.

  • A certificate of attendance will only document the dates of the event; the continuing education certificate will document your actual hours that you attended the event. There is no charge for a certificate of attendance. There is a fee for a continuing education certificate of $80.00.

Will I need to complete an evaluation to receive my continuing education certificate?

We encourage you to complete the session evaluations because we value your feedback.  If you have registered to earn CE's, you will receive your Continuing Education Certificate separately via email, approximately three weeks after the Summit, regardless if you completed the evaluations.

How can I submit a proposal to present a workshop at the Summit?

We are no longer accepting proposals and cannot honor requests for late submissions. At the completion of one event, we begin planning the next annual event. Please check the IVAT website at www.ivatcenters.org regularly for information on submission information.

When will I be notified if my presentation is accepted?

All presentations have been accepted at this time for our general program workshops.

If you have submitted more than one presentation, you will receive one letter for each presentation accepted. 

POSTER acceptances will be sent out.

Any questions, or if you wish to notify an IVAT staff, please email Steve Nakinishi Steve1@ivatcenters.org.

How do I confirm my participation in the Summit?

  • To secure your place in the Summit program, presenters must register by TBD.

  • Speakers: Upon receipt of your proposal submission acceptance, you are required to confirm by:

    • Registering and paying any fees due.

    • Submit your bio/abstract/AV needs or any other missing information for you and any co-presenters, through the Speaker Resource Center of CVENT.

    • Any changes or cancellations please contact Alexandra Waddell at Alexandraw@ivatcenters.org

Do presenters have to pay Summit registration fees?

  • All summit presenters are required to register for a minimum of the day their session is scheduled. When registering please register as a "Summit Presenter".

  • Presenters get the day of their presentation for FREE, and can attend additional Summit days with a 50% discount.

  • All presenters and co-presenters are required to register.

  • Any questions or need help with Speaker codes, please contact Chelsea Hill at Chelseah@ivatcenters.org

How do I add a presenter to my session?

  • Any co-presenters should be listed on the submission at the time of application. Co-authors are also to be listed. Your co-presenter is not considered registered until his/her registration fee is paid and you have proof of payment.

  • Names and affiliations will appear in the Summit program exactly as they appear in original submission.

  • IVAT staff must be notified of any co-presenter changes or cancellations to be reflected on the program.

  • Any questions, or if you wish to notify an IVAT staff, please email Steve Nakinishi Steve1@ivatcenters.org. 

How can my organization become a summit sponsor?

Sponsorship opportunities are limited, so act today. To become a sponsor and for more information, please contact Carla Valenzuela at Carlav@ivatcenters.org

Can I change sessions once I register?

Your confirmation email will provide a link to modify your selections. Attendees can modify their sessions as long as registration is opened.

Please note: If you are requesting Continuing Education credits, attendees can not switch sessions unless they are updated on their original registration agenda, or else they will not be awarded credits for that session.

If you have any questions please reach out to Chelsea Hill at Chelseah@ivatcenters.org .

Where can I find the Exhibit Hall?

Our event app will provide access to a map of the venue where you can locate the Exhibit Hall, where you can learn more about partnering organizations who also support our cause. 

Additional information

  • If you need prior authorization before registering, visit our fee page and FAQ sheet. This will answer some questions you may have. We accept purchase orders & checks, but you must have prior approval first. Please email regitration@ivatcenters.org for more information.

  • Continuing Education credits are offered at the Summit. Hours are recorded with the link you receive to access the session. You will only receive credit for the time you attend a session. You will not receive partial credit for sessions attended.

  • If you received a registration code, you will enter that on the last page of registration. There you will see any registration reductions once you hit apply. CEs are not eligible for discounts. If you purchase a printed program, you will receive that when you check-in at registration.

Who should I contact for: