FAQs

Q: Registration Substitutions

• Registration slots are non-transferable from one company to another; however, substitutions within companies are welcome in advance of conference. Please email Shelly O’Neill if you would like to make a registration substitution.

Q: Registration Cancellation Policy

• Registration cancellations received in writing will be accepted up to 30 days (August 20) prior to the start of the conference for a full refund. Cancellations after August 20 and “no shows” will not be refunded.

Q: Meeting Only and Single Day Registrations

• Only one registration type is offered. All registrations are considered “full access.” We do not offer registrations for private meeting room access or single day.

Q: Virtual Sessions-Only Registration 

• Sessions-only registration allows those who cannot or who don’t feel comfortable traveling to the in-person event to view the PCMA general sessions. This registration type does not allow access to scheduling meetings through the virtual platform, or the ability to view the Member Company Webinars.  

Q: Additional Registration Slots  

• In additional to the allocation of registration slots allocated in conjunction with sponsorship levels, sponsors of the conference may purchase one additional registration at the price of $5,995. 

PCMA has adopted a “Vaccination Required” approach for the Annual Meeting. All attendees must provide proof of their completed COVID-19 vaccination to attend the Annual Meeting at the Broadmoor. PCMA is complying with all state, local, and CDC health and safety guidelines.

Attendees must be fully vaccinated in accordance with the Centers for Disease Control and Prevention (“CDC”) guidelines by falling into one of two categories:

• 2 weeks after their second dose in a 2-dose series, such as the Pfizer-BioNtech and Moderna vaccines, or
• 2 weeks after a single-dose vaccine, such as Johnson & Johnson’s Janssen vaccine.

Broadmoor Status:
Masks are not required by hotel employees or guests, though they may wear them if they choose. This includes restaurant, front desk, shop, housekeeping and bell staff. The Hotel encourages their employees to get vaccinated. Temperature scanning is not taking place. Employees are encouraged to distance. Masks are required for public transportation including shuttle services.

Q: What are your vaccination protocols for event?

• PCMA surveyed our members, sponsors, and past attendees, as well consulted with external health and safety professionals, and has determined that the safest, most productive way to conduct this event is to require vaccinations for all Annual Meeting attendees.

Q: How will PCMA verify that attendees are vaccinated?

• All registrants will be required to upload their vaccination card and government issued ID to the VOW Digital Health app for verification. Shortly after registering for the conference, registrants will receive a text notification on their mobile phone prompting them to submit their documentation.
  The app will notify PCMA of successful completion of the verification. PCMA will not have access to information shared in the App.

Additional information about VOW Digital Health App:

• VOW Digital Health captures the minimum data to facilitate COVID-clearing by capturing proof-of-negative COVID health credentials at scale for comfort, confidence and joy around live experiences.
• VOW Digital Health is not subject to the HIPAA rules and regulations because it does not meet the definition of a “Covered Entity” under the law.
• VOW Digital Health is also not subject to HIPAA as a Business Associate because VOW is not providing services on behalf of a HIPAA Covered Entity.
• VOW Digital Health complies with all applicable data protection laws, including the General Data Protection Regulation and the California Consumer Privacy Act.
• VOW Digital Health also implements reasonable administrative, physical, and technical safeguards to protect any personal information or personal data that it collects.
• VOW Digital Health purges uploads within approximately 2 business days after an event.  Only user accounts remain including first name, last name, cell phone, email and DOB.
• VOW Digital Health does not scan or capture any other data presented on government-issued IDs or health credentials such as a vaccine record or test.
• VOW Digital Health does not assert the legitimacy of a person’s government-issued ID or health credential.  Users affirm that their information is real and consent to uploading it to VOW Digital Health for the purposes outlined in the Terms and Conditions.
• VOW Digital Health does not use any end user data for sales or marketing.

Q: Will unvaccinated individuals be permitted to attend any portion of the event?

• No.

Q: How will masking and distancing be handled?

• Based on CDC guidelines, PCMA will not enforce masking and distancing at any PCMA function. However, we will have masks available to attendees, and all attendees will receive comfort level bracelets.

Q: How will PCMA handle tracking and notifying attendees should it become known that a COVID-19 infected individual was in contact with conference attendees?

• PCMA attendees will be issued RFID badges upon check-in, and should it become necessary for health and safety notification purposes, we will access attendee passage through security checkpoints to determine PCMA conference events and venues attendees visited on the Broadmoor property.

Q: Early Departure Fee

• If a hotel guest checks out prior to the reserved checkout date, the hotel will add an early departure checkout fee to the individuals account (equal to one night’s room plus tax). Guests wishing to avoid an early checkout fee should advise PCMA and the hotel at or before check-in of any change in planned length of stay

Q: Extending hotel stay

• PCMA cannot guarantee we can accommodate an extended hotel stay. Please email Shelly O’Neill as soon as possible with your preferred arrival and departure dates.

Q: Overflow hotel property

• A block of rooms will be available on a first-come, first-served basis for registered attendees only. Contact pcmaconferences@pcmanet.org for more information.

Q: Hotel Reservation Cancellation policy

• Cancellation requests must be received in writing on or before August 20 in order to avoid forfeiting the hotel deposit. Failure to arrive on your scheduled arrival date will result in the cancellation of remaining reserved room nights.

Q: Hotel Deposits

• All reservations that are two nights or more require a two-night room deposit. This deposit will be applied to the first two nights of stay and charged 30 days prior to arrival to the card provided when making the reservation. If the reservation is only for one night, deposit will be for one night. Hotel deposits are non-refundable.

Q: Parking

• Valet Parking: Main or West buildings – $35 (24-hour in/out service)
• Self-Parking: Parking Garage – $25 overnight

Q: Airports

• The Colorado Springs Airport is about a 15 minute drive to The Broadmoor. To book a shuttle to The Broadmoor, visit https://flycos.com. The cost is $24 one-way. Uber, Lyft, taxis, and black cars pick up outside of baggage claim.
• The Denver International Airport is about a 90 minute drive to the Broadmoor. To book a shuttle to The Broadmoor, visit www.flydenver.com. The cost is $95 for a one-way . Private sedans and SUVs also available by reservation.

Q: When will the platform launch?

• The Virtual Platform for the PCMA Annual Meeting will launch in mid-August.

Q: How do I login to the platform?

• All registered attendees will receive an email invitation to access the platform once we launch. Your username will be the email you used to register for the meeting, and you will create your own password the first time you login. You will use that created password for each consecutive time you login to the platform.

Q: If I’m attending the meeting in person, do I need to login to the platform?

• We are providing the Virtual Platform to supplement the onsite experience. We will launch in mid-August and attendees will be able to see a real-time attendee list, schedule meetings, and view the agenda and session descriptions.

Q: What will my sessions-only experience be using the platform?

• Sessions-only registrants will be able to view the General sessions in the platform. The General sessions will be livestreamed directly from The Broadmoor in Colorado Springs. The sessions-only registration does not include access to Member Company Webinars, attendees lists, or meeting scheduling in the platform.

Q: How do I schedule meetings using the platform?

• Use of this scheduling function is optional. Users will click on the “Private Meetings” icon on the Welcome Lobby. Select the “Attendee to Attendee” meeting. If you know what time you’d like to meet with the person, fill out the information on the “Appointment” page. If you need to find a mutually available time, please click on the “Scheduling” button to view the person’s calendar. You will need to provide a location at the Broadmoor for your meeting.

Q: Security Policy

• In order to provide a secure environment, conference participants MUST wear name badges when attending all conference functions, including sessions, meals, evening receptions, and private meetings in member and sponsor meeting room facilities. Security will monitor entrances to all conference functions. Please do not misplace or forget badges, as duplicates will not be provided.

Q: Attire

• Attire is generally business casual although we encourage attendees to monitor weather forecasts and dress appropriately for our evening receptions which will have outdoor spaces in use.

Q: Where are the private meeting rooms located?

• They are spread out on across the Broadmoor property, but the majority of the meeting rooms can be found in Bartolin Hall and Broadmoor West. Please leave 10-15 minutes in between your meetings to allow time to walk to meeting locations that may be across the resort property.

Q: Broadmoor property

• The Broadmoor is a campus-style property. The buildings and meeting rooms are a bit more spread out than other properties PCMA has used for our Annual Meeting. Therefore attendees should plan on a 10-15 minute walk to get to all meetings, general sessions and receptions. To help you navigate the property and plan in advance, please download the hotel maps. These can also be found on the “Hotel & Travel” tab of our website.
• Please click the below links to view the hotel maps:
  • Approximate Walking Times Map

Q: Reception Locations

• Where and when possible, outdoor spaces will be utilized for meal functions, receptions and networking events.
  Monday evening Cocktail and Dinner Reception will be held at Cheyenne Mountain Lodge, which is an indoor and outdoor venue. Transportation will be provided to the lodge from Broadmoor West and Broadmoor Main. More transportation details to follow.

Q: Member Company Webinars

• We will release recorded Member Company Webinars the week of September 13th on the virtual conference platform. We are hopeful that all attendees will watch the Member Company Webinars before arriving on-site at the conference.