About

1. What is included in registration?

All registration types allow access to all sessions (excluding specific “Closed” sessions), the Exhibit Hall and viewing access to the session recordings and presentation slides post Conference, if applicable. Additionally, breakfast and lunch on Thursday and Friday, and receptions on Wednesday and Thursday.

2. What is the cost to attend the Conference?

Registration pricing can be found on the Attend page. The fee for attending will depend on the company you work for, which will determine your registration type. If you need clarification regarding any of the registration types, please feel free to send us a note. If you register incorrectly, you will be notified via email.

3. Am I able to purchase a ticket for one day only?

No. Registration includes access to both days of the Conference. We do not offer discounted one day tickets.

4. Am I able to attend one day and then have a colleague attend the second day using my registration?

No. We do not permit two different people to attend off of one registration.

5. When is payment for my registration due?

Payment is due at time of registration and must be made by credit card. We accept Visa, Mastercard, American Express and Discover. We do not accept payment by cash or check.

6. Can I be invoiced for my registration?

No. Payment by credit card is due at the time of registration.

7. May I purchase multiple registrations at a group rate?

No. We do not offer a group rate.

8. Who do I contact if I need to make a change to my registration?

You may email us at events@COAcancer.org with any changes that need to be made to your registration. Once those changes have been made, you will receive an email confirmation.

9. What do I do if I’m having issues registering?

If it is asking for a confirmation number, this means the email address is already registered. Please do not register with a different email as this will cause a duplicate registration.

Please try to clear your cache or using a different browser. Please click here to send us an email if you would like to confirm your registration or if you are having a different issue with registering.

10. Can I transfer a registration to someone else?

Yes. You may email events@COAcancer.org with the name of the person being replaced and the full name, email address, and job title of the person that will replace them.

11. What is the registration cancellation policy?

If you need to change your plans and cannot attend for any reason, we’ll give you a 100% refund with no questions asked, up to a week (Thursday, March 10, 2022) before the first official day of the Conference.

To cancel your registration, please send it in writing to events@COAcancer.org no later than Thursday, March 10, 2022. Phone requests will not be accepted.

The cancellation date will be the date of your original e-mailed cancellation request. Refunds will be credited back to the original credit card used for payment.

12. What happens if the event gets cancelled?

In the unlikely event that the Community Oncology Alliance (COA) cancels or postpones the Conference due to circumstances beyond its control, COA’s liability shall be limited to the refund of paid registration fees only.

13. Can I register on-site the day of the Conference?

Yes. Thursday, March 17 from 6:30 a.m. – 5:00 p.m., and Friday, March 18th from 6:30 a.m. to 12:00 p.m.

14. When can I pick up my name badge?

You will have several opportunities to pick up your name badge. Please note that badges are required to be worn during Conference hours.

If you plan to attend the Wednesday meetings, you may pick up your badge prior to the meetings.

Beginning at 6:30 a.m. on Thursday and Friday mornings at the Registration counters located at the entrance to the Conference area.

15. Are attendees required to be vaccinated?

No, however, vaccination is strongly encouraged. In keeping with Florida state law, we are not allowed to require COVID-19 vaccination for attendance. Attendees, exhibitors, and all guests have the option to voluntarily disclose their vaccination status or alternatively present written results of a negative COVID-19 test (PCR or Rapid Antigen) conducted by a health care provider within 72 hours of check in at the Conference.

Read more about our latest COVID-19 updates and requirements on our Health & Safety Guidelines page.

1. Where is the Conference being held?

The Conference is being held at the Gaylord Palms located at 6000 West Osceola Parkway, Kissimmee, Florida 34746.

2. What is the closest airport to the hotel?

Orlando National Airport (MCO) is the closest airport to the hotel.

3. How do I reserve my hotel room?

Once you register for the Conference, you will be provided a link to reserve your hotel room within the COA room block. The room block is for registered attendees only, so please do not share the hotel link. You will have the option to upgrade your hotel room using the provided hotel link.
*Please note the any names on the hotel room block that are not registered for the Conference, will be removed from the hotel room block. Rooming list is reviewed weekly.

4. What precautions are being taken to protect attendees from COVID-19?

COA is working with the Gaylord to ensure all spaces are clean, sterilized, and encourage social distancing. To learn more, view the Health and Safety Updates.

5. What is the room rate for the COA room block?

The COA room rate for the hotel for a single/double occupancy room is $264.00 a night, inclusive of a mandatory resort fee plus applicable state and local taxes (currently 14.5%). Each additional person is $20.00 per night. Children 12 and under are free when occupying the same room as their parent(s). You may upgrade your room for an additional fee. Pricing will be available through the link for your reservation. These rates are available three (3) days prior and three (3) days after the meeting, pending availability, should you choose to extend your stay.

6. What does the hotel resort fee (included in the room pricing) include?

• Resort Wide Internet Access – includes enhanced in-room wireless internet access for up to six devices and basic wireless internet access in public areas and Convention Center on a shared network.
• Two bottled waters replenished daily in your room.
• 24-hour access to Relache Fitness Center.
• Scheduled shuttle service to Walt Disney World Theme Parks and Disney Springs.
• Local, toll-free and domestic long-distance phone calls.
• $10 credit towards dry cleaning services.
• Private training session (15 min) at Relache Fitness Center (limited sessions available).
• One bucket of range balls at nearby Celebration Golf Club.

7. What is the COA room block cut-off date?

The room block cut-off is at 5:00 p.m. EST on Sunday, February 20, 2022.

8. What do I do if the room block is full?

We suggest making your reservations as soon as possible due to the fact that the room block has sold out prior to the cut-off date every year. Once the block is full, we will not be obtaining a room block at another hotel.

9. What are the check-in and check-out times?

You may check in at 4:00 p.m. local time. Check-out time is at 11:00 a.m. local time. If you check out later than 11:00 a.m., you may incur late charges.

10. Is there a place that I can store my luggage after I check out?

You may request that the hotel hold your luggage, if needed, or you may bring your luggage to the meeting room and store in the back of the room. Please note that COA is not responsible for any lost/missing luggage if you choose to store it at the back of the room.

11. Is there a parking fee for the hotel?

The parking fee is $28.00 for self-parking and $38.00 for valet parking plus applicable tax, which is currently 7.5 percent.

1. How many registrations do I receive as an exhibitor?

The number of free registrations is dependent on your level of exhibiting and whether or not your company is a Corporate Member. Please refer to the exhibitor contract for specific details or you may reach out to events@COAcancer.org

2. What does an exhibitor badge allow access to?

All badges are the same and allow access to all sessions except for those that are “Closed” sessions. We do not have “Exhibitor only” badges.

3. Can I transfer a registration to someone else?

Yes. You may email events@COAcancer.org with the name of the person being replaced and the full name, email address, and job title of the person that will replace them.

4. Where do I pick up my badge?

Badges may be picked up on-site. See question “When can I pick up my name badge?” under Attendee FAQs.

5. Can one person pick up the badges for multiple attendees from the same company?

Yes.

6. How many attendees are expected?

While it’s hard to say due to the COVID-19 pandemic, in 2019, at our last on-site Conference, we had almost 1,600 attendees. For our 2021 virtual event, we had over 3,200.

7. What is provided with my exhibit booth?

Each exhibit booth will receive pipe and drape for 8’ back wall with 3’ siderails, 6’ draped table, two chairs, one wastebasket, and an ID sign. Other booth inclusions and booth size depend on the level of exhibiting. Please refer to the Prospectus with contract for specifics.

8. What Exhibit Hall elements is my company responsible for?

Your company is responsible for submitting the content detailed in the “Welcome” email sent to booth contacts, no later than the designated due date, February 2, 2022. If materials are not received by the due date, they may be excluded.

9. Where can I find a full list of specifications for image and media deliverables?

You may find this information in the Prospectus with contract and in the “Welcome” email sent to all booth contacts that were provided on the completed contract. If you would like to request an exhibitor contract, please contact us.

10. How should we deliver final files/artwork?

Email final files/artwork to events@COAcancer.org or reply to the “Welcome” email that is sent to the booth contact. Files do not need to be sent all at once. You may send materials as they are available.

11. What is the final due date for all deliverables?

Wednesday, February 2, 2022.

12. Is there any flexibility in the deliverables (length, format, etc.)?

No. We need to be consistent and fair to each exhibitor; therefore, we cannot offer any exceptions.

13. If we are unable to participate in or deliver materials for specific deliverables, can we replace with other opportunities or make adjustments?

No, we need to be fair and consistent to each exhibitor; therefore, we cannot make exceptions.

14. Is there an opportunity to mail print materials to Conference attendees? Opportunity to send pre- or post-Conference emails?

We do not provide the mailing or email addresses for any of our attendees and do not permit mailings of any type.

15. Where can I obtain an attendee list?

The attendee list will be available on the virtual platform. We do not provide a printed or emailed attendee list.

16. What is the cancellation policy for exhibiting?

In the event that you need to cancel your exhibitor contract, cancellation request must be sent via email to events@COAcancer.org. Phone cancellation requests will not be accepted. The cancellation date will be the date of your original e-mailed cancellation request. No exceptions will be made.

Cancellation requests submitted 11:59 p.m. EDT or after on Wednesday, March 2, 2022, will not receive a refund.
Refunds will be credited back to the original form of payment. If you have any questions, you may reach us at events@COAcancer.org.

17. Where is the Exhibit Hall located?

 Ballroom level in Osceola CD.

18. What are the exhibitor hours?

Wednesday, March 16, 2022 – Exhibitor move-in is TBD.
Thursday, March 17, 2022 – 6:30 a.m. – 6:30 p.m.
Friday, March 18, 2022 – 6:30 a.m. – 1:00 p.m. (breakdown begins)

19. Is my exhibit booth required to be manned at all times?

Your exhibit booth should be manned during Conference hours on Thursday and Friday. We do not permit booths to be empty.

20. Are badges required for setting up and breaking down booths?

No. Badges are only required during Conference hours and receptions.

21. Who is the exhibitor contractor?

We have contracted with AGS for the 2022 Conference. The on-site and off-site contacts listed on the completed exhibitor contract will receive log-in information for your exhibitor kit. If you have an additional person or team that should receive the exhibitor kit, please be sure to email their names and email addresses to events@COAcancer.org so that they may be added.

24. What if I have questions on-site regarding my booth?

Our chosen exhibitor contractor, AGS, will have a desk in the Exhibit Hall for any questions or issues you may have.

25. Can I hand out food and/or drinks at my booth?

The hotel does not permit food or drinks to be distributed to fellow attendees unless they are ordered through the hotel. If you would like to order some food or drinks, you may email events@COAcancer.org for the contact information.

26. Is the Exhibit Hall carpeted?

Yes. You will not need to purchase carpet for your booth.

27. Where do I find the shipping information for booth materials?

Shipping information can be found in the exhibitor kit.

28. Can I choose my booth location in the Exhibit Hall?

Gold level exhibitors are the only ones permitted to choose their booth location, as it is a deliverable for that level. All others will be assigned by the COA Event Planners. If you noted specific companies that you do not wish to be near on your completed contract, we will do our best to accommodate.

29. When will I receive our booth number, location, and Exhibit Hall floor plan?

Booth numbers will be assigned after the contract deadline date; Wednesday, February 2, 2022, (except Gold) and will be emailed once assigned. The floor plan will be sent with your booth location.

30. Can I co-sponsor a booth with another company?

No. We do not permit co-sponsoring.