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2017 Conference Registration Info

 

 

 



 

 

New Two-Step National Conference Registration

 

Because our 2017 conference location in the Poconos is close to so many members, and marks our 50th Anniversary Celebration, we expect to sell out. To ease the burden on our registration system and to allow members to make earlier travel plans, WE HAVE A NEW CONFERENCE REGISTRATION PROCEDURE. Please read the information below carefully.

 

KEY DATES

See Registration Details & Instructions Below
*See specific times below.

GENERAL REGISTRATION
Wednesday, June 21—Sunday, June 25

 

NOTIFICATION OF REGISTRATION RESULTS
June 26

 

BROCHURE ARRIVES
Early July

 

 

INITIAL REGISTRATION SESSION SELECTION
Sunday, August 6- Monday, August 7

 

SESSION ASSIGNMENTS
Week of August 15

 

REGISTRATION INSTRUCTIONS

As in the past, there are different ways to register: online at www.americanwinesociety.organd manually, via email, fax or regular mail. To be successful with any of the registration methods, please take the time to read this document.

 

ONLINE REGISTRATION

No matter when you register,know your username and password…..we suggest you login ahead of time to make sure they work.

a.Use the “Forgot Your Password” feature to reset your password.

b.Contact Katie Kearney at memberservice@americanwinesociety.org or call (888) 297-9070 if you need help in resetting your password, checking an email address or handling other issues.

 

An active email address is required for each registrant.

a.Registration confirmation will be sent via email.

b.Household memberships can have the same email address for both people.

 

Initial Registration Period

Wednesday, June 21 (8 a.m. Eastern / 5 a.m. Pacific) to Sunday, June 25 (11:59 p.m. Eastern / 8:59 p.m. Pacific)

Register at www.americanwinesociety.org for a possible seat at the conference. As always, each member must log in and register and pay individually.

b.If you want your +1 to attend with you, be sure each of you includes the other person's first and last names in the appropriate spot on your separate forms.

c.You may register for the full conference, or for a single day (Thursday, Friday or Saturday).

d.Pay for registration.

e.Note that even though you are registering in June,you will not choose sessions until August.

f.Make no travel plans until you are notified of your registration status on June 26.


If the conference is not sold out, everyone who is registered receives a guaranteed seat. Please feel free to make your travel plans. Any remaining seats will go into the traditional registration beginning at 7 p.m. Eastern time, August 6.

Alternatively, if the conference is sold out by June 26, a computer program will draw the maximum number of registrants (linked registrants will be selected together). Those randomly selected registrants will be guaranteed a seat. Those not selected will receive a full refund and be placed on a waiting list. We can cancel your hotel room at no charge by October 9.

 


 

Initial Registrant Session Selection

Monday,August 7 (7 p.m. Eastern / 4 p.m. Pacific)-Tuesday August 8 (7 p.m. Eastern/ 4 p.m. Pacific)

Everyone who registered, paid and was guaranteed a seat in June will have 24 hours to select sessions, either online or via email, fax or mail.

a.Each registered individual must log in separately.

b.Click on Manage Profile.

c.Under Invoicing, Payments & History, choose Event Registrations.

d.Under Upcoming Events, click the paper/pencil icon next to your name.

e.Select your 1st, 2nd, and 3rd choices for each session time slot, A through G. Be sure to make all choices, including meals.

f.There is no rush. Select sessions any time during the 24-hour period; sessions will be assigned by computer as described below.

g.Pay for any fee-based sessions.

h.Save your changes!

i.If you fail to sign up for your sessions by the close of this 24-hour period, you can still select sessions at a later time from those with seats remaining.

 

Late Registration (only if seats remain)

Sunday, August 6 (7 p.m. Eastern / 4 p.m. Pacific)

If the conference isn't already sold out, remaining seats will be open for registrationfor 24 hours. This will be a first-come, first-served opportunity until we sell out,so don’t wait until late in the day.Once we reach capacity, registration will close.

a.Each attendee must register separately.

b.Select your 1st, 2nd, and 3rd choices for each session time slot, A through G. Be sure to make all choices, including meals.

c.Pay for your registration and any fee-based sessions.

d.Sessions will NOT be locked in until assigned based on the procedure described below.

 

MANUAL REGISTRATION

Initial Registration

June 21-25

a.Send the attached form by the close of the registration window.

b.If you want your +1 to attend with you, be sure each of you includes the other person's first and last names in the appropriate spot on your separate forms.

 

Initial Registrant Session Selection

August 7

a.Everyone who registered, paid and was guaranteed a seat in June must send all registration documents from the conference brochure prior to August 7.

b.Select your 1st, 2nd, and 3rd choices for each session time slot, A through G. Be sure to make all choices, including meals.

c.Sessions will NOT be locked in until assigned based on the procedure described below.

 

Late Registration (if seats remain)

August 6

a.Send all registration documents from the conference brochure prior to August 6.

b.Select your 1st, 2nd, and 3rd choices for each session time slot, A through G. Be sure to make all choices, including meals.

 

Send manual registrations:

1. By Mail: American Wine Society, P.O. Box 889, Scranton, PA 18501, or

2. By fax: 570.344.4825,or

3. Scan and e-mail: executivedirector@americanwinesociety.org

The national office will key in your registration and session choices.

 

SESSION CONFIRMATION PROCEDURE

In 2016, we found this computer program more fairly distributed sessions, so more attendees received more of their first session choices.

1) Registration will close temporarily at 7 pm Eastern /4 pm Pacific on Aug. 8, after registrants select their sessions.

2) All registered applicants will have their 1st, 2nd, 3rd sessions choices logged into a database

3) Here’s an example of the session choice logic we will use:

a. Let’s say session A1 Room capacity is 75

b. However, 80 registrants chose Session A1 as their first choice

c. Program logic randomly selects 75 people to get that session

d. For the five people who did not get that session

i. Program then assigns the remaining 5 people to their 2nd or 3rd choice

ii. Program then gives those 5 people their 1st choice for the “B” session

e. The program uses random selection logic, so no matter when you registered or selected sessions prior to Aug. 8, there is no possibility for one registrant to get all their 1st choices and another registrant to get no 1st choices.

f. The random selection process will be repeated for all seven session periods

g. All registrants will receive an email confirming their sessions

 

Cancellations

 

1) If the confirmed sessions don’t meet your expectations

a. You may cancel immediately

b. You will receive a full refund on your registration and may cancel your hotel reservation at no charge until Oct. 9.

 

 
     

 


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