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2017 VACP Annual Training Conference

Virginia Beach, VA | September 17 – 20, 2017 | Conferences

The 92nd Annual Conference of the Virginia Association of Chiefs of Police and Foundation will be held September 17-20, 2017 in Virginia Beach, VA!

Hotel InformationDelegate InformationExhibitor Information | Golf TournamentSponsorship InformationQuestions?

Hotel Information

Wyndham Virginia Beach Oceanfront
5700 Atlantic Avenue
Virginia Beach, VA 23451
Tel: (757) 428-7025
Reservations: (800) 365-3032

Lodging Rate: $99.00/night, plus taxes (6% state tax, 8% city tax, $1 room tax per night, and $2.12 other tax) 

Parking: FREE

We encourage you to make your hotel reservations as soon as possible — it is easier to cancel a reservation later than it is to get a conference rate room after the cutoff date. The cutoff date for reservations at the conference rate is Tuesday, September 5, 2017. After this date, we cannot guarantee availability on rooms or room rates. For reservations, please contact the Wyndham Oceanfront directly at (800) 365-3032 and refer to the "VACP Annual Conference" to receive the conference rate.


Delegate Information

Tentative Agenda:

Sunday, September 17

  • Registration
  • VACP Executive Board Meeting
  • Committee Meetings (as needed)
  • Exhibitor Setup

Monday, September 18

  • Opening Ceremonies
  • Training Program
  • Exhibitor Presentations
  • VACP Business Meeting
  • Exhibit Breakdown

Tuesday, September 19

  • HEAT Awards Breakfast
  • Training Program
  • Law Enforcement Challenge Awards
  • Valor Awards & Executive Board Installation

Wednesday, September 20

  • Training Program
  • Conference Ends at Noon

We do hope you'll make plans to attend the Valor Awards Banquet on Tuesday night, which is included in your registration fee.  This is the event where we set aside some time to honor our Virginia law enforcement officers who, in the line of duty, perform some act of extraordinary heroism while engaged with an adversary at imminent personal risk.  The Award for Valor is the highest honor that the VACP bestows and the young officers that we recognize each year all have incredible, moving stories.  The banquet is always a nice event and a great way to let our Virginia officers know how much we appreciate them and their sacrifices. 

(BANQUET ATTIRE: Uniform dress or business attire – suit and tie – recommended for honorees and their agency heads as well as VACP Board Members.  Business attire appreciated for conference attendees.)

Conference Fees:

Member Delegate: $350*
Non-Member Delegate: $400*
The MEMBER and NON-MEMBER DELEGATE fees cover Monday breakfast, breaks, and lunch; Tuesday breakfast, breaks, lunch and dinner (Valor Banquet); and Wednesday breakfast. Due to the costs charged by the hotel, the VACP will not à la carte the conference rate. (See Cancellation Policy below.)

Exhibits Only: $25*
The EXHIBITS ONLY fee is a pass for any personnel not attending the conference to come and visit the exhibit hall and meet with vendors.  EXHIBITS ONLY pass holders may partake in the breaks served in the exhibit hall.

Spouse/Family: $125*
The SPOUSE/FAMILY fee covers Monday breakfast, breaks, and lunch; Tuesday breakfast, breaks, lunch and dinner (Valor Banquet); and Wednesday breakfast. Attendees with SPOUSE/FAMILY badges are not permitted to attend training and will not be approved to receive training credits. (See Cancellation Policy below.)

Extra Valor Awards Banquet Ticket: $75
This meal is already included in the Member, Non-Member and Spouse/Guest full conference registration fees.

* – Late/On-site registrations will incur an additional charge of $50.00.

Conference Registration:

Registration for the conference must be completed online.

If you are a VACP Member OR a non-member who has ever registered for a meeting via the VACP's online registration system before, you first need to log in to the system to call up your profile.  If you do not know your login information, click here to retrieve it (or use the password retrieval link on the login page).

Non-members who are registering through the VACP system for the first time, please choose "Create New Profile".

VACP Member or
Previous Non-Member Meeting Registrant?

Log In to Profile
  Non-Member new to our
Online Registration System?

Non-Member Registration

Cancellation Policy:
Conference registrations cancelled on or after September 1st are non-refundable. Unfortuantely, this also applies to any unforseen emergency. The VACP must provide a headcount for attendees and it cannot be reduced after this date, therefore the VACP will still incur charges regardless of the registrant's attendance. If a registrant is unable to attend and the deadline has passed for a refundable cancellation, we will accept an alternate attendee from the same agency in their place.

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Exhibitor Information

The 2017 VACP Annual Conference Exhibit Show will be held September 18th during the VACP Annual Conference. Each year our conference consists of approximately 150 attendees representing various police departments from around the state.  We hope to see you in Roanoke!

Exhibitor Partnership Fees:

Commercial Exhibitor Partnership: $1000 per booth (with 2 personnel) ; $250 per additional booth personnel

Non-Profit Exhibitors: Contact .(JavaScript must be enabled to view this email address) (804-285-8227) for availability of space and fee. (Non-profit exhibitors are ineligible to participate in the "QUICK PITCH" session.)

About the Partnership Fees —
Fees include the following:

  • Booth space (10x10 space with table & chairs in carpeted area. Details below.)
  • "QUICK PITCH" session, for commercial exhibitors only (See below.)
  • Delegate bag insert.*
  • Monday’s breakfast, breaks, and lunch for two exhibitors per booth. (Additional personnel may be registered for $250/each.)
    NOTE: ALL EXHIBIT PERSONNEL MUST BE REGISTERED AND RECEIVE A NAME BADGE TO ENTER THE EXHIBIT HALL.

What is “QUICK PITCH”?
The exhibitor portion of the conference will run similar to how it has in past years with the addition of the “Quick Pitch” session.  The “Quick Pitch” will not be held in the exhibit hall; instead, it will be held in the training room.  There will be 30 tables with 5-6 attendees seated at each.  You will have 2-3 minutes to speak about your product/services.  When you hear the bell ring you will move to the next table.  It’s very important that you move as quickly as possible to ensure you have enough time to get around to each table.  This session isn’t a time to answer questions or discuss topics with the chiefs — it’s a time to “pitch” your services and ask them to visit you at your booth.  Our hope is that this session draws interest to the attendees so they will visit you during breaks and assigned times in the exhibit hall to discuss your products/services in detail.

Tuesday Night Valor Awards Banquet Tickets: $100 / each

Non-Exhibiting Company Registration Bag Inserts (1 per bag): $50 / each *
If you are unable to exhibit in person, we will insert your company information into each delegate bag for $50 per insert.

* Please send 200 copies of your brochure/flyer by September 1, 2017 to VACP, 880 Technology Park Drive, Suite 100, Glen Allen, VA 23059 so that they may be placed in the delegate bags. This offer is available to BOTH on-site exhibitors (included) and to vendors who are unable to exhibit in person (for a fee).


Exhibitor Registration:

Registration for the conference must be completed online.

If your company has previously exhibited with the VACP or VACLEA, please click "Previous Exhibitor" and log in to your existing exhibitor profile before registering.  If you don't know your company's log in information, contact Audrey Altovilla at .(JavaScript must be enabled to view this email address).

New to exhibiting with the VACP? Click "New Exhibitor" and then select a booth to start creating your company profile and Exhibitor Contract.

Previous Exhibitor   New Exhibitor

Cancellation Policy:
Cancellation of exhibit participation must be made by September 1, 2017, at which time all registration fees less a $50 processing fee will be refunded to the exhibitor. No refund will be made if the exhibitor fails to notify the VACP of the cancellation or if cancellation is made after September 1st.


Exhibit Hall Hours & Activities with Delegates (Preliminary):

Monday, September 18

  • 7:30 a.m. – 8:30 a.m. — Continental Breakfast in Exhibit Hall
  • 10:00 a.m. – 12:00 p.m. — Exhibitor Quick Pitch Sessions
  • 12:00 p.m. – 1:30 p.m. – Lunch on your own
  • 3:00 p.m. – 4:00 p.m. — Booth Demos

Exhibit Setup / Tear-Down:

Exhibitors will be able to set up starting at 12:00 noon on Sunday, September 17, 2017. Set up must be complete by Sunday evening. The exhibit hall must be cleared by 5 p.m. on Monday, September 18, 2017.

Booth Specifications & Setup Needs:

Hollins Expositions Services will be providing professional pipe and drape booth setups as follows —

  • 8 ft. high pipe and flame resistant fabric back wall drape
  • 3 ft. high pipe and flame resistant fabric side divider drape
  • Interior booth dimensions: 10’ wide by 8’ deep
  • one 7 inch by 44 inch identification sign per booth
  • one 6 foot table topped with flame resistant vinyl and draped with a pleated flame resistant fabric skirt
  • Two chairs
  • Carpeted ballroom (No additional carpet is necessary)

Prior to the show, Hollins Expositions will be mailing you an Exhibitor Service Planner to help you in preparing for the show, and will maintain a service desk in the Exhibit Area to ensure optimum assistance to the exhibitors.

Exhibitors may ship crated or packaged materials to Hollins’ warehouse facility up to 30 days in advance for pre-show storage. At setup time, Hollins will transport all materials to the show site and deliver to designated booths. (Due to problems with hotels in the past, we encourage you to use Hollins instead of having your materials/exhibits shipped to the hotel. The VACP is not responsible for any items shipped to the hotel. Please ship to Hollins.)

Woody Weaver, Hollins Exposition Services, may be contacted regarding booth configuration and for special assistance.  Mr. Weaver can be reached by phone at 540-362-3940, by fax at 540-362-8698, or by e-mail at .(JavaScript must be enabled to view this email address).

General Booth Contract Provisions:

  • Exhibitors may not sublet or assign their space to others. The exhibit fee allows only one company per booth. Multiple exhibits require a separate exhibit fee for each booth.
  • Combustible materials or explosives are prohibited; fire extinguishers and exits must not be obstructed. Sounds from audio machines must be subdued and not disturbing to other exhibitors.
  • Exhibitors agree that they shall hold harmless the Virginia Association of Chiefs of Police and Foundation and the hotel from all liability and damages from whatever cause. Exhibitors are responsible for securing their display materials.
  • The VACP Annual Conference Committee has the right to refuse advertising or informational brochures for products or services that are inconsistent with the goals and ideals of the Virginia Association of Chiefs of Police and Foundation.

By completing and submitting this contract you agree to all terms and conditions.

Booth Cancellation Policy:
Cancellation of the exhibit booth must be made by September 1, 2017, at which time all registration fees less a $50 processing fee will be refunded to the exhibitor. No refund will be made if the exhibitor fails to notify the VACP of the cancellation or if cancellation is made after September 1st.

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Sponsorship Information

The VACP has numerous sponsorship opportunities for the 2017 VACP Annual Conference including, but not limited to:

  • Meal functions & breaks (Mon, Tues & Wed breakfasts; Sun & Mon dinners/evening activities; coffee breaks, etc.)
  • Valor Awards Banquet & 2017-18 Executive Board Installation (Tuesday evening)
  • Law Enforcement Challenge Traffic Safety Awards (Tuesday luncheon; plaques; shirts; prizes & giveaways)
  • Conference bags
  • Giveaway items inside the conference bags
  • Door prizes and other giveaways
  • Hospitality room
  • Past Presidents Reception (Tuesday evening)

Please contact Audrey Altovilla (.(JavaScript must be enabled to view this email address) or 804-285-8227) for additional information on sponsorship opportunities.

Click here to download the Corporate Sponsorship Application Form (PDF)

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Golf Information

No golf outing is being organized by the VACP, but there are a number of courses in the area for those interested.

Virginia Beach National Golf Club

Bayville Golf Club

Red Wing Lake Golf Course
Ocean View Golf Course

Kempsville Greens
Bow Creek Family Golf

 

 


Questions

If you have any questions related to the conference, please contact Audrey Altovilla at (804) 285-8227 or by email, .(JavaScript must be enabled to view this email address).

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