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VACLEA Winter Conference 2018

Henrico County, VA | January 4 – 5, 2018 | Conferences

The 2018 VACLEA Winter Conference is set for January 4-5, 2018 at the Hilton Richmond Hotel & Conference Center in Short Pump (western Henrico County).

Hotel Information

Hilton Richmond Hotel & Spa/Short Pump
12042 West Broad Street
Richmond, VA 23233
(800) 445-8667

Lodging Rate: $93/night (single/double), plus taxes.

Reservations: Contact the hotel directly for reservations by calling (800) 445-8667.  Ask for the "VACLEA Conference" rate.

Please note the deadline to reserve rooms at the conference rate is December 20th. After this date, all rooms are based on availability and the conference rate is not guaranteed. We encourage you to book rooms as soon as possible — it is easier to cancel a room later if you cannot attend than it is to get a conference rate room after the block has closed.

 
 

Delegate Information

Agenda

DRAFT AGENDA (PDF) – Updated November 30

Registration

Members/Non-Members: $125
(Fees cover Thursday's breakfast, breaks and lunch and Friday's breakfast.)

Cancellation Policy:
Due to commitments to the hotel there will be no refunds of conference registration fees relating to cancellations made on or after December 28th. Fees will be reimbursed at 100% prior to December 28th if written notification is provided to the meeting planner, Audrey Altovilla at .(JavaScript must be enabled to view this email address).

VACLEA Silent Auction

This year, the VACLEA Board has decided to hold the Silent Auction at the Winter Conference. The auction will be held during the day on Friday (the second day of the conference) instead of at night so that even if you are not staying overnight, you will be able to participate in bidding on any of the items during the day. This auction is our main generator of funds for the VACLEA Scholarship Program, which awards money to rising and current college students who are dependants of Virginia campus safety personnel. As the members of this organization work in higher education, you know how much it means for a student and their family to have the additional financial support.

In order to make this a success, VACLEA needs the support of the membership to provide items for the auction.  In past years, most members try to get items from their Bookstores, Athletic departments or other entities that have their own school logo or autographed sports items. You can also reach out to any business in your area where they might want to donate an item for the association. If you have an individual item that you would like to donate, that would also be appreciated.

We would also like to get a challenge coin from all agencies that currently have one. The goal will be to have all coins put together in one item for bid.

If you have items that you will be bringing, please send Scott Austin an email (.(JavaScript must be enabled to view this email address)) on or before Friday, December 22nd indicating what the item is AND if you will be bringing a challenge coin. He will need to know in advance so as to be able to set up the auction list. Once he gets the final list, he will send out a reminder email with details on how to get the item to him at the conference.

The VACLEA Board and staff thank you in advance for your support of the association we'll see everyone in January!

VACLEA SILENT AUCTION DONATION FORM (PDF)

 

Exhibitor Information

Exhibitor Registration

VACLEA invites you to exhibit at the Winter Conference – January 4-5, 2018 – at the Hilton Richmond Hotel & Spa/Short Pump.  Space is limited so, if interested, please complete registration as soon as possible to reserve your booth.  Please do not mail registration forms.

Hotel Info: See above.

Booth Fee: $500/each
(Cost covers table, chairs and electrical; Thursday breakfast, breaks and lunch; and Friday breakfast and break for two representatives as well as a quick introduction of your company to our attendees.)

Additional Exhibit Personnel: $100/each

Delegate Folder/Bag Inserts of Company Info: $50/each

Please return the registration form, signed and dated, to Audrey Altovilla at .(JavaScript must be enabled to view this email address).  Or you may fax it to (804) 285-3363.

Payment:
We accept credit cards and checks. Credit card info may be included on the registration form. If paying by check, please mail to:

VACLEA Winter Conference
880 Technology Park Drive, Suite 100
Glen Allen, VA 23059

Cancellation Policy:
Cancellation deadline is December 20th.  Cancellation prior to this date must be done in writing and sent to .(JavaScript must be enabled to view this email address).  After December 20th, refunds will not be provided.

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2018 VACLEA Winter Conference Exhibitor Conditions

Set Up:
Exhibitors will be able to set up starting at 3:00 p.m. on Wednesday, January 3, 2018 or on Thursday morning at any time.  Conference start time is 8am on Thursday, January 4th.

Booth Provisions:
There are a total of 20 tabletop booths.  Booth includes 6 foot skirted table, two chairs and electrical.

Hold Harmless Clause:
“The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities on the Resort premises and will indemnify, defend, and hold harmless the resort, its owner, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims.”

The Hilton Short Pump will not be responsible or liable for any loss, damage or claims arising out of exhibitor’s activities on the premises except for any claims, loss, or damages arising directly from its negligence. 

General Conditions:
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.

Cancellation of the exhibit booth must be made by December 20, 2017, at which time all registration fees will be refunded to the exhibitor.  No refund will be made if the exhibitor fails to notify VACLEA of the cancellation or if cancellation is made after December 20, 2017.

Paying exhibitors will be issued conference badges that must be worn at all times.

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, VACLEA and the hotel from all liability and damages from whatever cause.  Exhibitors are responsible for securing their display materials.

 

Sponsorship Information

VACLEA is always looking for great companies to partner with to support our conferences. Please contact Audrey Altovilla (audrey@vachiefs.org or 804-285-8227) for additional information on sponsorship opportunities.

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

 

Questions

Contact Audrey Altovilla at .(JavaScript must be enabled to view this email address) or 804-285-8227.