2017 HBCU Week Conference Frequently Asked Questions

Questions & Answers

Question: What are the requirements for using Conference space to conduct meetings?
Answer: If space is available, those seeking approval to use conference space should send the meeting agenda, contact information and participant attendee list to oswhi-hbcu@ed.gov for review and approval. It should be noted that due to space limitations, all requests cannot be honored and any approved meetings will not be advertised in any manner by the conference support team.
Question: Will there be available Wi-Fi or outlets for computer set up during sessions?
Answer: Wi-Fi will be made available for guest speakers and presenters. Those who require Wi-Fi to connect personal equipment should contact the Crystal Gateway Marriott for access codes and fees.
Question: What are dates of the conference?
Answer: September 17-19, 2017
Question: Where is the official location for the conference?
Answer: Crystal Gateway Marriott, 1700 Jefferson Davis Highway, Arlington, VA
Question: Is there a cost associated with this conference?
Answer: There are no conference fees to attend this annual convening, however participants are responsible for their own hotel and ground transportation.
Question: Is on-line conference registration required for attendance?
Answer: Yes
Question: I am unable to attend, how do I transfer my registration?
Answer: If registration is open, please cancel your registration and inform your replacement to make their own registration through the registration link. If registration is closed, the original registrant should send an email to special.events@ed.gov to request the transfer to another individual.  Please include in that message the full name, title, email address and organization of the new registrant.
Question: Is parking free for conference attendees?
Answer: No
Question: Where can I find the program agenda?
Answer: Revisit your conference registration confirmation email for the program agenda.
Question: Will there be a welcome reception this year?
Answer: Subject to funds available, a welcome reception will be held on Sunday, October 23, 2016.
Question: When will the President’s Board of Advisors on HBCUs have their board meeting?
Answer: If the President’s Board of Advisors on HBCUs have been nominated by the President then a board meeting will take place on Wednesday, September 20, 2017. It will be open to the public.
Question: Why is the Presidents/Chancellors track invitation only?
Answer: Sessions are designed to allow presidents/chancellors and other executives an opportunity to speak candidly about strengths, challenges, opportunities and threats.
Question: I am an HBCU President, but I am unable to attend. I’d like to send an alternate to attend on my behalf and have full privileges to attend the executive track sessions. May I transfer my privileges?
Answer: In order to transfer privileges the individual must be registered to attend the conference.  They will need to submit a letter on official letterhead signed by the President/Chancellor.  Upon arrival, the individual will pick up their conference badge from the general registration, proceed to the Executive registration desk and provide the letter to the staff, who will provide the appropriate credentials.
Question: How do conference attendees or participants reserve a Hotel room?
Answer: Reserve on-line: https://aws.passkey.com/e/49154436  or by contacting Marriott Reservations at 800.228.9290 or revisit your online conference registration confirmation email for the link.


Phone:  1-800-228-9290 – please mention Group Code: National Historically Black Colleges and Universities Week Conference

Question: What is the hotel group rate?
Answer: $231.00 plus applicable hotel and room tax
Question: What is the hotel reservation code for the group rate?
Answer: 2017 National Historically Black Colleges and Universities Week Conference
Question: Is there a deadline for Hotel Reservations at the group rate?
Answer: Yes, hotel room reservations should be made by August 15, 2017.
Question: If I have to cancel my attendance, should I also cancel my hotel reservation?
Answer: Yes, it is your responsibility to cancel your room reservation.  Your credit card will be charged the room rate as well as applicable taxes.  These charges will be your sole responsibility.
Question: Is there an overflow hotel in close proximity to the conference venue?
Answer: No
Question: Are shuttle services available?
Answer: Yes, there is a Crystal Gateway Marriott Shuttle from Reagan National Airport. The Hotel is also conveniently located at the Crystal City Metro station.
Question: What are the available dates for room reservations under the group rate?
Answer: Group rates are available three (3) day pre and post conference, based on hotel availability.
Question: How does the waitlist work?
Answer: 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.
Question: How do I become a volunteer?
Answer: Register online by August 1, 2017 to become a volunteer.
Question: Do volunteers receive meal vouchers?
Answer: It is likely that all volunteers will receive a meal voucher.
Question: What are the duties of the volunteers?
Answer: Duties include, but are not limited to: monitor room capacity, conduct registration, escort VIPs, take notes during sessions, and provide directions to room locations and answer conference related questions. Visit the volunteer homepage for additional details.
Question: Will there be a volunteer meeting?
Answer: Yes, we typically host an on-site volunteer meeting and walk-through one week prior to the conference.
Question: If I am a federal employee, do I have to take leave to volunteer?
Answer: This is a federally sponsored meeting, but you should follow your agency’s guidelines for volunteerism.
Question: Do volunteers have access to sessions?
Answer: When not assigned to a particular duty station, volunteers are welcome to attend the sessions.
Question: Who may attend the HBCU All-Star sessions at the conference?
Answer: Only HBCU All-Star Alumni and newly appointed 2016 HBCU All-Stars may attend the sessions designated for the group.
Question: Why are the HBCU All-Star Sessions invitation only?
Answer: These sessions are designed to assist HBCU All-Stars with carrying out their duties as ambassadors of the White House Initiative on HBCUs.
Question: How do I become a conference Exhibitor?
Answer: Complete the Exhibitor application found on the Conference Registration site.
Question: Who is eligible to exhibit?
Answer: 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.
Question: Is there an exhibitor fee?
Answer: No, however exhibitors that require WiFi access, electricity or other AV support will need to coordinate those services with the hotel directly
Question: When is the Exhibitor Application due?
Answer: June 15, 2017
Question: When will I find out if my application to exhibit is approved?
Answer: On or before August 1, 2017
Question: What electronic device/set-ups are allowed?
Answer: Set-up, show time, shipping and breakdown information will be provided to Approved Exhibitors on or before September 1, 2017.
Question: Do exhibitors have access to sessions?
Answer: Yes.