FAQs

Education, Events and Exhibit Related

Will I receive credit for the sessions I attend?

Where are the networking events being held?

What are the Exhibit Hall hours?

Does Symposium in the Sun have a conference app?

Where can I find session information?

Will internet be available during the conference?

Registration

What is the deadline to register for the conference?

Do I have to register in advance?

What does my registration fee include?

Will I receive a confirmation of my registration?

Will I be refunded if I have to cancel my registration?

Can I transfer my registration to another member of my department/staff?

When does onsite registration open?

Hotel Related

What hotels have been reserved? What are the rates?

Can I make my hotel reservations now?

I have been contacted by a company trying to get me to book hotel rooms - is this legitimate?

Exhibitor

What are the booth rules for VCOS Symposium in the Sun 2017?

Who are the event contacts for VCOS Symposium in the Sun 2017?

How do I make hotel reservations or a room block?

What is included with my booth space?

VCOS Symposium in the Sun 2017 Event Schedule

How do I register my booth staff?

Is Insurance Required?

When can I move in to set-up my booth?

Can I carry my booth items/products in myself?

Can I sell my products/service at the show?

IAFC Membership

I'd like to join the IAFC and register for the conference. What do I do?

Press/Media

I am a member of the press – do you have press registration?

Where and When

Where will the conference be held?

When does the IAFC VCOS Symposium in the Sun officially begin?

Other

What's the dress code?

Will transportation be provided during the conference?

I am a presenter for Symposium in the Sun, where can I go to find information?

What meals are provided at the conference?

My question is not here! Who should I contact?

 

Education, Events and Exhibit Related

Will I receive credit for the sessions I attend?

The IAFC provides certificates of attendance to all Symposium in the Sun participants. Check back after the conference to download your certificate of attendance.

Where are the networking events being held?

  • Roundtable Networking Event, Friday, November 10. Waters Edge Ballroom.
  • Lunch on the Beach, Saturday, November 11. Flamingo Deck.
  • Networking Reception, Saturday, November 11. Flamingo Deck.

All events on the Flamingo Deck are subject to move indoors based on weather conditions. Participants will be notified during the conference if a networking event is being moved.

What are the Exhibit Hall hours?

  • Thursday, November 9, 7 AM - 5 PM
  • Friday, November 10, 7 AM - 5 PM
  • Saturday, November 11, 7 PM - 2 PM

Does Symposium in the Sun have a conference app?

Navigate Symposium in the Sun like a pro with the mobile app. Go to your device's app store or Google Play and search for IAFC Conferences.

Where can I find session information?

Session information will be posted to the website soon.

Will internet be available during the conference?

The Symposium in the Sun does not have internet in the meeting rooms. Internet is available complimentary in all guest rooms at the Hilton Clearwater.

Registration

What is the deadline to register for the conference?

Registration is open until the conference begins on November 9. This conference sells out every year so make sure to register early. Early bird registration ends on September 29, 2017.

I have to register in advance?

Yes. This conference sells out every year so make sure to register early.

What does my registration fee include?

Registration for the VCOS Symposium in the Sun includes:

  • 3.5 days of conference education
  • Access to the Exhibit Hall
  • Vendor Venue on Friday
  • Lunch and Networking Reception on Saturday

Will I receive a confirmation of my registration?

Confirmations are sent via email for all registrations.

Will I be refunded if I have to cancel my registration?

All cancellations are subject to a $75 administrative fee. No refunds are made on or after October 9 or for no-shows. All cancellations must be made in writing and mailed, faxed (703-273-9363) or emailed (conferences@iafc.org) to the IAFC. No telephone cancellations will be accepted.

Can I transfer my registration to another member of my department/staff?

Yes, registration may be transferred to another person in your organization by written request (mail, fax: 703-273-9363 or email: conferences@iafc.org) to the IAFC prior to October 9. After this date, all changes must be made onsite. Additional charges may apply.

When does onsite registration open?

Onsite registration for attendees opens on Wednesday, November 8 at 3 PM in Salon A-C.

Hotel Related

What hotels have been reserved? What are the rates?

Hilton Clearwater Beach (Headquarter Hotel)
A block of rooms has been secured at the Hilton Clearwater for $188 per night plus tax.  Book your room today at the Hilton Clearwater Beach!

Additional Housing: Hampton Inn & Suites
A block of rooms has been reserved at the Hampton Inn & Suites for $179 per night plus tax.  Please call 727-451-1111 and speak with Eileen Crowley to book your room. 

Can I make my hotel reservations now?

Yes. Check out our hotel reservation page to reserve your room today.

I have been contacted by a company trying to get me to book hotel rooms - is this legitimate?

The Hilton Clearwater Beach and the Hampton Inn & Suites are the only hotels with blocks that Symposium in the Sun has contracted with. We have received reports that companies are posing as the official housing vendor for Symposium in the Sun and may contact you offering housing for your trip. They are not endorsed by or affiliated with the IAFC and entering into financial agreements with such companies can have costly consequences.

A hotel poacher/pirate is any unaffiliated hotel or third-party housing company that acts as an official housing company and solicits business from Symposium in the Sun participants. When individuals book hotel accommodations through poachers or pirates the consequences can be costly; event participants may be left without hotel rooms when they arrive at the event and incur fraudulent charges on their credit cards. Please report any questions or concerns to conferences@iafc.org

Exhibitors

What are the booth rules for VCOS Symposium in the Sun 2017?

Please view the Booth Rules and Regulations for information on booth height regulations, what is considered a booth violation, booth backwall height allowance, banners, balloons, smoke/fog machines and information on many other items and what is and is not allowed.

If you have any questions about the design of your booth please contact:
Shannon Gilliland Tel: +1 703-537-4838 Email: sgilliland@iafc.org

Who are the event contacts for VCOS Symposium in the Sun 2017?

The VCOS Symposium in the Sun 2017 event contacts are listed below:

VCOS Registration and Housing Customer Service:
800-310-7554
240-439-2554 (International)
VCOS@experient-inc.com

Exhibit and Sponsorship Sales:

Tracy Blankenship Tel: +1 571-221-5268 Email: tblankenship@iafc.org 
Shannon Gilliland Tel: +1 703-537-4838 Email: sgilliland@iafc.org

Event Operations:
Shannon Gilliland Tel: +1 703-537-4838 Email: sgilliland@iafc.org

Conference:

Sara Stehle Tel: +1 703-537-4801 Email: sstehle@iafc.org

How do I make hotel reservations or a room block?

Hilton Clearwater Beach
Conference Headquarters Hotel
400 Mandalay Avenue
Clearwater, FL 33767
(727) 298-1486
Room Rate: $188 per night plus tax 

Reserve your room today!

A block of rooms have been reserved at the Hilton Clearwater Beach for $188 per night plus tax.  Participants are also offered an optional resort charge of $20.00 per night.  A full list of amenities included in the resort charge is listed on the Hilton booking website.  Rooms are available from November 1 - 20, 2017.  This special room rate is available until October 14th or until the group block is sold out, whichever comes first.  When calling the Hilton Clearwater Beach, please reference the group code "IAFC17" to book your stay.

What is included with my booth space?

Your booth comes with 1 draped table and 2 chairs.  Electric and internet is not included with your booth space but may be ordered through the VCOS Order Form. 

VCOS Symposium in the Sun 2017 Event Schedule 

The 2017 VCOS Event Schedule can be viewed here.

How do I register my booth staff?

ACCESS the exhibitor registration page.

For questions regarding registration please contact the registration department at email: VCOS@experient-inc.com or +1 800-310-7554

Is Insurance Required?

All exhibitors are required to submit a certificate of insurance. Please email your insurance forms to Shannon Gilliland Tel: +1 703-537-4838 Email: sgilliland@iafc.org
Note: If you are using an EAC to set up your booth we still need a certificate of insurance from the company exhibiting

When can I move in to set-up my booth?

  • Wednesday, November 8, 12 PM - 5 PM (Move-In)
  • Thursday, November 9, 7 AM - 5 PM
  • Friday, November 10, 7 AM - 5 PM
  • Saturday, November 11, 7 PM - 2 PM

Can I carry my booth items/products in myself?

You may carry your items in if you can carry them in by hand.

Can I sell my products/service at the show?

You may sell your products and/or services at the event. You will be responsible for any applicable taxes.

IAFC Membership

I'd like to join the IAFC and register for the conference. What do I do?

Choose the option that's easiest for you:

Press/Media

I'm a member of the press – do you have press registration?

The IAFC conference is a private event and the IAFC reserves the right to request (additional) credentials from any member of the media wishing to attend.

All members of the press should register in advance.  Register online today.

Where and When

Where will the conference be held?

The conference is held at the Hilton Clearwater Beach hotel.  Registration is located in Salon A-C.

Hilton Clearwater Beach
400 Mandalay Avenue
Clearwater, FL 33767
727-298-1486 

When does the IAFC annual conference officially begin?

Symposium in the Sun begins on Thursday, November 9 at 8:00 am.

Other

What's the dress code?

Business casual is appropriate for conference events. 

Will transportation be provided during the conference?

Visit Clearwater offers a free shuttle between all IAFC contracted hotels and the Hilton Clearwater Beach.  A shuttle schedule will be posted closer to the conference start date.

I am a presenter for Symposium in the Sun, where can I go to find information?

Symposium in the Sun Presenters will use the presenters' corner to find the latest information for the sessions.  

What meals are provided at the conference?

The following food functions will take place during Symposium in the Sun:

  • Thursday, November 9: light breakfast
  • Friday, November 10: light breakfast
  • Saturday, November 11: light breakfast, lunch on the beach, networking reception
  • Sunday, November 12: light breakfast

My question is not here! Who should I contact?

We're sorry we couldn't anticipate your needs. Please email us at conferences@iafc.org so we can assist.



The VCOS Symposium is the ONLY conference that allows participants to interact face-to-face with leaders of rural and suburban combination departments. This is the best conference available for combination organizations.

– Ken Preston, Commissioner, North Greece (NY) Fire District