Hotel Roanoke & Conference Center
110 Shenandoah Avenue
Roanoke, VA 24016-2025
Tel: 1-540-985-5900    Fax:  1-540-853-8290
Reservations: (866) 594-4722

Lodging Rate: $99.00/night single ($109/night double), plus taxes (8% city tax, 5% state tax and $1 bed tax per night) 

Parking:
Overnight Self-Parking: $7
Daily Self-Parking: $1-$6 (depending on length of stay)
Valet: $12/day

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 Friday, July 13. after this date, hotel rooms cannot be guaranteed. For reservations please contact Hotel Roanoke directly at (866) 594-4722. Please refer to the "VA Assoc. of Chiefs of Police room block".

Conference Fees:

Member Delegate: $350*
Non-Member Delegate: $400*
The MEMBER and NON-MEMBER DELEGATE fees cover Monday breakfast, breaks, lunch, and Host Chief's Night (Mon. dinner); Tuesday breakfast, breaks, lunch and dinner; 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.)

Spouse/Family: $125*
The SPOUSE/FAMILY fee coversesday; Monday breakfast, breaks, lunch, and Host Chief's Night (Mon. dinner); Tuesday breakfast, breaks, lunch and dinner; 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 registration fees.

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

Conference Registration:
Registration for the conference can now be done 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?

Non-Member new to our Online Registration System?

Cancellation Policy:
Conference registrations cancelled on or after July 30th 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.

Exhibitor Fees:

EARLY Commercial Exhibitor Booth Registraton Fee: $650 *
EARLY Non-Profit Exhibitor Booth Registration Fee: $450 * (limited non-profit space available)
LATE Exhibitor Booth Registration Fee (After August 1st): $700 * (applies to both commercial and non-profit booths)

Additional Exhibit Booth Personnel: $350 / each **
Registration Bag Inserts (1 per bag): $50 / each ***
Tuesday Night Valor Awards Banquet Tickets: $100 / each

NOTE: ALL EXHIBIT PERSONNEL MUST BE REGISTERED AND RECEIVE A NAME BADGE TO ENTER THE EXHIBIT HALL.

* Fee covers booth space along with Monday’s breakfast, breaks, and lunch for two exhibitors per booth.
** Fee for additional booth personnel covers Monday’s breakfast, breaks, and lunch.
*** Please send 200 copies of your brochure/flyer by August 1, 2012 to VACP, 1606 Santa Rosa Road, Suite 134, Henrico, VA 23229 so that they may be placed in the delegate bags. This offer is available to both on-site exhibitors and to vendors who are unable to exhibit in person.

Preliminary Exhibit Hall Hours:
Monday, August 13 — 7:30 a.m. - 3:30 p.m.

• 7:30 a.m. - 8:30 a.m. — Breakfast in exhibit hall
• 9:30 a.m. - 10:30 a.m. — Booth Visits
• 2:30 p.m. - 3:30 p.m. — Booth Visits

NOTE: These are simply the dedicated Exhibit Hall hours.  Delegates and other conference event attendees will visit the exhibit hall throughout the day.

Events with Delegates:
(NOTE: If you are interested in presenting at a breakout session please email an outline of the presentation to .(JavaScript must be enabled to view this email address))

Monday, August 13

• 7:30 a.m. - 8:30 a.m. — Breakfast in exhibit hall
• 9:30 a.m. - 10:30 a.m. — Booth Visits/Break
• 10:30 a.m. – 12:00 noon — Exhibitor Break-out Sessions
• 12:00 noon – 1:30 p.m. — HEAT Awards Luncheon
• 1:30 p.m. – 2:30 p.m. — Exhibitor Break-out Sessions
• 2:30 p.m. – 3:30 p.m. — Exhibitor Booth Demonstrations/Afternoon Break
• 3:30 p.m. – 4:30 p.m. — Exhibitor Break-out Sessions

Exhibit Setup / Tear-Down:
Exhibitors will be able to set up starting at 12:00 noon on Sunday, August 12, 2011. Set up must be complete by Sunday evening. The exhibit hall must be cleared by 5 p.m. on Monday, August 13, 2012.

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)

Conference attendees will be provided breakfasts and breaks with refreshments throughout the Exhibit Hall to ensure exhibitors high visibility.

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.)

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 wweaver@hollins-expo.com.

Electrical & Telephone Services Order Form:
Electrical and telephone services are provided through the hotel. Please make those arrangements by returning the Electrical Service Request Form (check back for form availability) to the hotel directly.

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 the Virginia Police Chiefs 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 the Virginia Police Chiefs 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 July 30, 2012, 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 July 30.

The VACP has numerous sponsorship opportunities for the 2012 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 & 2012-13 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 (open Sun, Mon & Tues evening)
• 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)

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).