Conference Frequently Asked Questions


FAQs_Conference_2017

We have tried to answer many frequently asked questions about our registration and conference process. Please feel free to contact the SWE offices at 202-408-8777 if you have a specific question that you do not see answered below.

Question:
What is a Meals and Evening Events ticket, and what does it include?
Answer:
The Meals and Evening Events ticket is designed for the guests/spouses of conference attendees or individuals who simply wish to join us for networking opportunities. This ticket grants admission to meals and evening events but not conference sessions. The Meals and Evening Events ticket includes admission to breakfast on Thursday and Friday, lunch all three days of conference, and evening events on Wednesday, Thursday, and Friday.

Question: I want to become a member of SWE and take advantage of the discounted price. How do I become a member of SWE?
Answer:
In order to join SWE, please visit the SWE Website and log-in to your account or create a new account (located at the top right of the home page). Then proceed to the catalog+store tab, add your membership to the cart, and proceed to check out. Purchasing or renewing SWE membership allows individuals to register for the conference as members and take advantage of member pricing for the conference.

Question: The session I want to attend is full - what should I do?
Answer: Registration for the 42nd Annual Conference, and the individual sessions therein, is on a first-come, first-served basis. We recommend you register as soon as possible to receive your first choice in sessions. Seating in all sessions is limited and finite. If your first choice is unavailable, you will need to select a different session. With over 50 sessions in 2018, there are plenty of options even if your first choice in not available. Once a session is full it is closed to registrants. SWE will not add individuals to sessions that are at capacity.

Question: What is the difference in admission items in registration?
Answer: SWE offers two main registration options for members and non-members alike: the full three day conference pass, and single day passes. The full, three-day conference pass includes choices in over 50 sessions, networking opportunities, and evening events. Single-day passes are available for each individual day of the conference and include registration for sessions and admittance to meals and evening events on the day of purchase only.

Question: I don't see a place to register for previews and exams or purchase study materials?
Answer: If you are interested in attending the CWE preview aka The CWE Bootcamp, or exams in Finger Lakes, NY, you will need to register for these pre-conference events via the SWE Website. After logging into, or creating, your account on the SWE website (located in the top right corner), proceed to the catalog+store tab. From this point, you may add the appropriate educational materials to your cart and proceed to check out. Kindly note, SWE educational materials, previews, and exams are not offered through the annual conference registration website and must be purchased via the SWE website. If you have additional questions, please contact SWE Education and Certification Programs Manager, Emily Barwinczak (202) 408-8777 x115.

Question: How will I know which sessions I am registered for?
Answer: At the end of the conference registration process, you will receive a confirmation with your session selection. This information will also be available via the conference app, which will be available to download on your smartphone, android, or tablet in the weeks prior to the conference. Your conference badge will also display your session selections.

Question: What if I change my mind about my session selections?
Answer: Please review your session selections carefully before and during the conference registration process. SWE cannot switch session selections once the registration process is complete.

Question: What is your cancellation/refund policy for the annual conference?
Answer: We sincerely hope that everyone will be able to join us for the 42nd Annual Conference in the Finger Lakes. If registration is cancelled over 30 days prior to the event, a $50 administration fee will be deducted from the refund amount, which will be 50% of the registration fee. 

No refund will be issued if cancelled within 30 days of the event. 

Question: What are the pre-conference and the conference dates?

Answer: SWE pre-conference events will take place on Monday, August 13th and Tuesday, August 14th. Pre-conference events are optional and are not included in the price of conference registration.

The 42nd Annual Conference will run from Wednesday, August 15th through Friday, August 17th.


Question: How do I reserve a hotel room at the conference hotel - The Woodcliff Hotel and Spa?
Answer: The Woodcliff Hotel and Spa will offer a discounted room rate of $135 per night for conference attendees. To take advantage of this rate and book a guest room, please call the hotel reservation department at 585-248-4810 and request the Society of Wine Educators Annual Conference 2018 room block. Reservations must be made by July 8, 2018.

Question: Can I park my car at The Woodcliff Hotel and Spa?
Answer:
The Woodcliff Hotel has complimentary parking for all hotel guests. 

Question: Does The Woddcliff Hotel and Spa provide airport shuttle service?
Answer:
Yes. Greater Rochester International Airport is the closest airport to the Woodcliff. The hotel offers complimentary airport shuttle service from 7:00am to 11:00pm. Shuttle service must be arranged prior to arrival and departure by calling the hotel main line at 585-381-4000.


Question: Are meals included in my registration?
Answer:
Your registration includes a light breakfast on Thursday and Friday mornings, lunch all three days of conference, and an evening meal on Wednesday and Friday. Conference participants will have Thursday night off to enjoy the many outstanding restaurants Rochester, NY has to offer!

Question: Do I need to register for a session in each time block?
Answer:
Yes - you are required to register for a session in each time block, but you are not required to attend every session on the schedule that you registered for.  However, you MAY NOT attend a session you did not register for.

Question: May my wife/boyfriend/husband/friend/sister/uncle/etc. join me for meals and evening events?
Answer: 
If you are traveling with a companion who will not be attending conference sessions, but would still like to partake in meals and evening events, you are welcome to purchase a ticket for Meals and Evening Events.

This ticket may be purchased in conjunction with your conference registration. As you go through the registration process, simply confirm you would like to register a guest, then select the Meals and Evening Events ticket option. You will be prompted to enter the guest's name and information, and the cost will be included in your total.

This ticket may also be purchased separately at any time.


Question: What is the conference dress code?
Answer:
The conference dress code is business casual. The average high temperature in Rochester, NY is 79 degrees Fahrenheit . The average low temperature is 58 degrees Fahrenheit.

Question: May I take my glass out of the seminar or tasting?
Answer:
Glassware is NOT to be removed from session rooms, meals, or evening events at any time. Please help SWE keep our costs down by leaving your glass in the room where it was received.

Question: Will I be photographed at the conference?
Answer:
Please note that by attending any 42nd Annual Conference seminar or event you are granting permission to be photographed by SWE’s photographer with the understanding that these photographs may be used in future promotional campaigns and materials.