Frequently Asked Questions

Conference Frequently Asked Questions

Meeting Space

Q: What are the requirements for using Conference space to conduct meetings?

A: If space is available, those seeking approval to use conference space should send the meeting agenda, contact information and participant attendee list to for review and approval.  It should be noted that all requests cannot be honored and any approved meetings will not be advertised in any manner by the conference support team.


Q: Will there be available Wi-Fi or outlets for computer set up during sessions?

A: Wi-Fi will be made available for guest speakers and presenters.  Those who require Wi-Fi to connect personal equipment should contact the Renaissance Capital View for access codes and fees.


General Conference Information

Q: What are the dates of the conference?

A: Monday, October 24 and Tuesday, October 25


Q:Why is the conference in October this year?

A: This conference will take place less than 2 weeks prior to the next Presidential Election. HBCUs, its students, faculty and administrators will discuss concerns and strategies for continued sustainability through the Administration’s transition.


Q: Where is the official location for the conference?

A: Renaissance Arlington Capital View- 2800 South Potomac Avenue, Arlington, Virginia, 22202


Q: Is there a cost associated with this conference?

A: There are no conference fees to attend this annual convening.


Q: Is on-line conference registration required for attendance?

A: Yes.


Q: Is parking free for conference attendees?

A: No.


Q: Where can I find the conference agenda?

A: Revisit your conference registration confirmation email for the conference agenda.


Q: When will the President’s Board of Advisors on HBCUs have their board meeting?

A: The conduct an open meeting on Wednesday, October 26, 2016 from 9:00am-2:00pm at the Renaissance Arlington Capital View.



Q: How do conference attendees or participants reserve Hotel room?

A: Call Marriott Reservations at 1 (800) 228-9290.


Q: What is the hotel group rate at the Renaissance Arlington Capital View?

A: $222.00 plus applicable hotel and room tax


Q: Is there an overflow hotel in close proximity to the conference venue?

A: Yes, the Residence Inn Arlington Capital View Hotel, located at 2850 South Potomac Avenue, Arlington, VA 22202 is adjacent to the Renaissance Arlington Capital View.


Q: What is the hotel reservation code for the group rate?

A: Yes, 2016 National Historically Black Colleges and Universities Week Conference


Q: Is there a deadline for Hotel Reservations at the group rate?

A: Yes, hotel room reservations should be made by Monday, October 3, 2016


Q: What are the available dates for room reservations under the group rate?

A: Group rate is available three (3) days pre and post conference, based on hotel availability.


Q: Are the hotel reservation deadline and group rate the same at both hotels?

A: Yes.


Q: If I have to cancel my attendance, should I also cancel my hotel reservation?

A: Yes, it is your responsibility to cancel your room reservation.


Q: Are shuttle services available?

A: Shuttle service from Crystal City Metro to the Renaissance Capital View is available daily. Details will be provided in final conference details.



Q: Is there a cost associated with this conference?

A: There are no conference fees to attend this annual convening.


Q: Is on-line conference registration required for attendance?

A: Yes.

Q: I am unable to attend, how do I transfer my registration?

A: If registration is open, there is no need to transfer your registration. If registration is closed, the original registrant should send an email to request the transfer to another individual. Please include in that message the full name, title, email address and organization of the new registrant.


Q: How does the waitlist work?

A: Once, we reach capacity all individuals will be placed on a waitlist. When space becomes available, those waitlisted individuals will be sent an automatic message stating that they are now registered to attend.



Q: How do I become a volunteer?

A: Register online by August 1, 2016 to become a volunteer.


Q: Do volunteers receive meal vouchers?

A: It is likely that all volunteers will receive a meal voucher.


Q: What do volunteers do?

A: Duties include, but are not limited to: monitor room capacity, conduct registration, escort VIPs, take notes during sessions, provide directions to room locations and answer conference related questions.


Q: Will there be a volunteer meeting?

A: Yes, we typically host an on-site volunteer meeting and walk-through one week prior to the conference. For those who cannot attend in-person a conference call with be scheduled.  Only those who register online will receive call information.


Q: If I am a federal employee, do I have to take leave to volunteer?

A: This is a federally sponsored meeting, but you should follow your agency’s guidelines for volunteerism.


Q: Do volunteers have access to sessions?

A: When not assigned to a particular duty station, volunteers are welcome to attend the sessions.



Q: How do I become a conference Exhibitor?

A: Complete the Exhibitor application found on the Conference Registration site.


Q: Who is eligible to exhibit?

A: Exhibitors must represent individuals/organizations that provide products/services to institutions of higher education, their faculty, staff, students and the communities they serve. WHI-HBCU reserves the right to reject any organization applying for exhibit space.


Q: Is there an exhibitor fee?

A: No.


Q: When is the Exhibitor Application due?

A: July 1, 2016


Q: When will I find out if my application to exhibit is approved?

A: On or Before August 1, 2016


Q: What electronic device/set-ups are allowed?

A: Set-up, show time, shipping and breakdown information will be provided to Approved Exhibitors on or before September 1, 2016.


Q: Do exhibitors have access to sessions?

A: Yes.