FAQ

GENERAL INFORMATION

When does the MegaConference begin?
Thursday, May 21, 2020.  Check out the Schedule at a Glance to see what is happening and when!

Where is the event?
Nashville Airport Marriott, 600 Marriott Drive, Nashville, TN 37214
Learn more HERE.

When can I register?
February 1, 2020
For more information scroll down to the REGISTRATION AND PRICING section
REGISTER

What if I have Sponsor questions or need help registering as a Sponsor?
Call Frank Meeuwis at 615-248-5878 x 23.

What if I have Exhibitor questions or need help registering as an Exhibitor?
Call Breanna Atwell at 615-248-5878 x 24.

What is the attire?
Business casual. Be sure to bring a jacket or sweater, as sometimes the rooms can be on the cool side.

What kind of weather should I anticipate?
The average temperature in Nashville in May is around 80°F (high) and 57°F (low). Though the days can get warm, meeting rooms are noticeably cooler, so bring a jacket or sweater in case you begin to feel cold.

Where can I find more information about visiting Nashville?
Visit this site: https://www.visitmusiccity.com/   

Photographs and videos will be taken throughout the conference. Attendance constitutes permission to use images and videos of those at the event on this website, by sponsoring disability agencies and in promotional materials.

This conference is FRAGRANCE FREE!  Please refrain from using perfumes, colognes, or scented personal products in consideration of people with chemical sensitivities!

REGISTRATION & PRICING

What is the registration fee for MegaConference?

Full two-days (includes breakfast and lunch) - $330
Thursday or Friday one-day (includes breakfast and lunch) - $175
Respite - two days (includes breakfast and lunch) - $170
Respite - Thursday or Friday one-day (includes breakfast and lunch) - $85
Awards Banquet (Wednesday, 5/22/19, 6pm) - $60
Stipend processing fee - $25
Cancellation fee - $25
No refunds after 5/1/20

What’s included in my registration fee?
Registration fees include breakfast and lunch, admission to all keynote and breakout sessions and either the dance or movie on Thursday night. The pre-conference Awards Banquet on Wednesday, 5/22/19 is $60.

Does the registration fee include transportation and hotel lodging?
No. All costs for transportation are the responsibility of the attendee.  Hotel lodging is the responsibility of the attendee, unless you apply for and are approved for a stipend.

Can I apply for a stipend?
Yes, if you are a person with a disability, a family member or a direct support professional attending the conference with a person with a disability. You will receive notification if approved.

What if I need assistance registering?
Call Ingrid Moody at 615-248-5878 x 22.

What types of payments are accepted?
We accept Visa, MasterCard, Discover and American Express. In addition, you can select “pay by check”; however, your registration will not be confirmed until payment has been received by The Arc TN.

Will I receive confirmation of my registration?
Yes. After you register online, you will receive an automated email confirming your registration.

REGISTER

What is the cancellation policy?
Cancellations may be made for a full refund, less a $25.00 processing fee, if received by May 1, 2020. No refunds after May 1, 2020.  No refunds for no-shows.

If I cannot attend, can I transfer my paid registration to someone else?
If you cannot attend but know someone who wants to be there, you can transfer your registration for free until May 1, 2020. After May 1, 2020, there is a $25 transfer fee.  To transfer your paid registration, please call Ingrid Moody at 615-248-5878 x 22 or email imoody@thearctn.org with the full name, email address, title, and company name of the new attendee as well as the full name and email address of the person they will be replacing.

HOTEL/LODGING

Are discounted rates available at the hotel?
The Arc TN has negotiated a discounted rate at the Nashville Airport Marriott. Ask for The Arc's MegaConference room block rate of $174 per night plus taxes when you make your hotel reservation. Please note that discounted rates are subject to availability.

When will my credit card be charged a deposit?
The hotel will charge one-night room and tax as a guarantee for your reservation at the time the reservation is made. Final payment for the remainder of your stay will be collected upon departure and billed to the credit card given at check-in on your arrival day.

When do I get a confirmation number? 
You will receive a confirmation number from the hotel upon completion of booking your room.

What is the hotel cancellation policy? 
If you fail to cancel your sleeping room at least 72 hours prior to your arrival or if you fail to check into the hotel on your scheduled arrival date, the hotel will charge your credit card on file one-night room and tax as a late cancellation fee.

What are the hotel check-in and check-out times?
Check-in time is 4:00 p.m. and check-out time is 12:00 p.m. Early check-in and late-check out times can be requested but will be granted by the hotel based on availability.

Can I park at the hotel?
Yes, parking is free. There will be extra accessible parking spaces for people with disabilities.

HOTEL INFORMATION

ACCESSIBILITY/ACCOMMODATIONS
The Tennessee Disability MegaConference is committed to providing an accessible convention experience for all attendees.

Program
Accommodations may be requested during the registration process.

Lodging
Accessible rooms are available on a first come, first serve basis, so make your reservation early and let the hotel know of any other needs.  If you are approved for a stipend, your hotel reservation and any accommodation requests will be made for you based on information entered when you registered.  If you would like to request additional accommodations that were not included in your registration, contact Ingrid Moody at 615-248-5878 x 22 or or email imoody@thearctn.org.

The temperature of meeting rooms throughout the conference center will be set at 72 degrees. Please dress accordingly and if you are cold-natured, dress in layers and bring a sweater or jacket.

Photographs and videos will be taken throughout the conference. Attendance constitutes permission to use images of those at the event on this website and in promotional materials.

This conference is FRAGRANCE FREE!  Please refrain from using perfumes, colognes, or scented personal products in consideration of people with chemical sensitivities.