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 (January 28) prior to the start of the conference for a full refund. Cancellations after January 28 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.   

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 Business Forum at the JW Marriott Grande Lakes. 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.

JW Marriott Grande Lakes Status:
Masks are required by hotel employees or guests. This includes restaurant, front desk, shop, housekeeping and bell staff. The Hotel encourages their employees to get vaccinated and temperature scanning is taking place every morning. The hotel’s policies are evolving and we will continue to update this section as new information is received.

Q: Why are you requiring vaccination AND pre-arrival tests?

• Out of an abundance of caution, we will require pre-arrival COVID testing 72 hours in advance of arrival at the JW Marriott Grande Lakes for 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.

Q: What are the pre-arrival testing requirements?

• Attendees will be required to provide proof of a negative antigen or PCR test taken within 72 hours of arrival at the JW Marriott Grande Lakes. Tests will need to be administered by a healthcare facility. Unfortunately, over-the-counter home tests cannot be accepted, but home tests with verifiable results (name, date of sample, date of results available) are accepted.
• Please make an appointment or other arrangements for this test as soon as possible. If extenuating circumstances make it so that you will not be able to submit a pre-arrival test within the 72-hour window before your arrival in Orlando, please contact pcmaconferences@pcmanet.org. Test results will be uploaded by attendees and verified in the VOW Digital Health App in the same way that attendees are verifying their vaccination. Should an attendee test positive in the 72-hour pre-arrival window, PCMA will refund both the registration fee and the hotel deposit.

Q: What is the COVID 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 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 JW Marriott Grande Lakes/Ritz Carlton Orlando Grande Lakes properties. However, this may not apply in many of the common spaces throughout the 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: Hotel Reservation Cancellation policy

• Cancellation requests must be received in writing on or before January 28 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: JW Marriott or Ritz Carlton – $40
• Daily Self-Parking: JW Marriott only – $30
• Overnight Self-Parking: JW Marriott only – $30

Q: Airport

• The Orlando International Airport (MCO) is about 10 miles and 25 minutes from the Grande Lakes hotels. Ubers and taxis pick up at the airport terminals.
• Mears Transportation is the hotel’s preferred car service and can be arranged in advance by calling the concierge to assist you with transportation reservations: The Ritz-Carlton (407) 206-2400, JW Marriott (407) 206-2300.

Q: When will the platform launch?

• The Virtual Platform for the PCMA Business Forum will launch in early February.

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 early February 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 Orlando. All breakout sessions will be posted to the virtual platform 24 hours from the posted session date and time. 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 Grande Lakes hotel 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.

Q: Where are the private meeting rooms located?

• The meeting rooms are located in the JW Marriott Grande Lakes and the Ritz Carlton Orlando Grande Lakes Conference Center. The rooms are all within about a 10-minute walk of each other.

Q: Member Company Webinars

• We will release recorded Member Company Webinars in February on the virtual conference platform. We are hopeful that all attendees will watch the Member Company Webinars before arriving on-site at the conference.