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Registration Fact Sheet

Submitting Registrations
Registration Fees
ACTFL Membership Dues
Cancellation & Refund Policy
Purchase Order Instructions
Confirmation of Registration
Registration Categories
Group Discounts
Pre-Convention Workshops
Attendees with Special Needs
Children
Continuing Education Credits (CEUs)
Photograph Permission
Email & Mailing List Permission
Questions?


SUBMITTING REGISTRATIONS

Registrations may be submitted online, by phone, fax or mail.

Register Online:
www.actfl.org

Register by Phone:
(508) 743-8561

Register by Fax:
(508) 743-9626

Register by Mail:
ACTFL c/o Convention Data Services (CDS)
107 Waterhouse Road
Bourne, MA 02532

REGISTRATION FEES

Payment must accompany registration forms and is due in full at the time of registration in U.S. Funds. All attendees must be registered for the convention, and only registered attendees may register for a workshop or ticketed event. Returned checks will be subjected to a $35 fee. ACTFL and the registrar, CDS, reserve the right to charge the real amount due if this differs from the amount written on your form. Lack of payment by check will result in the ticketed workshop or event not being reserved under your file; we are not responsible for activities that sell out during the time it takes to obtain full payment.

IMPORTANT NOTICE: Please verify that all workshops/luncheons are correct, as no changes or refunds will be permitted after October 30, 2013. If you decide to select another workshop/luncheon after October 30, 2013, you will be required to pay the full price of the new activity selected. Those registering after October 30, 2013 will not be permitted to make changes to their selections once the registration process is complete.

ACTFL MEMBERSHIP DUES

NOTE: Do not send checks for membership dues and registration fees to the same place. Checks for ACTFL membership dues must be sent to: ACTFL Membership, P.O. Box 34949, Alexandria, VA 22334-0949. Registration fees must be sent to Convention Data Services (CDS), 107 Waterhouse Road, Bourne, MA 02532. Combining these two payments will only result in a delay in the processing and may require that you pay fees onsite, as one of the two parties may not receive payment prior to the convention.

CANCELLATION & REFUND POLICY

All requests for refund must be made in writing to ACTFL c/o, CDS, no later than Wednesday, October 30, 2013. All refund requests will be subject to a $75 processing fee and will be refunded in the same manner payment was made.  Refunds will be processed after the convention, please allow eight (8) weeks for processing.  Workshops and Ticketed Events will not be refunded after the event has occurred.  All substitution requests must be in writing from the original registrant.

PURCHASE ORDER INSTRUCTIONS

The convention registrar, CDS, will send an invoice to the issuer of purchase orders; however, it is the attendee’s responsibility to make sure institution purchase orders have been paid (CHECK OR CREDIT CARD PAYMENT RECEIVED) prior to the convention.  Purchase orders must be paid in full before registration credentials can be issued on-site. Please provide a fax number or email address for invoicing.

Purchase orders will ONLY be accepted from an institution and MUST accompany the registration form. Each purchase order must contain the following information: Attendee name(s) and amount due for each attendee. The original purchase order and registration form for each attendee MUST be mailed to ACTFL c/o Convention Data Services, 107 Waterhouse Road, Bourne, MA 02532.

Check payments for the Purchase Orders for registration payment must be received no later than Wednesday, October 30, 2013.  DO NOT send payment to ACTFL headquarters, as this will only delay the receipt of your payment.  After October 30, 2013, please bring your payment (Check, Credit Card or Cash) with you onsite to Orlando since purchase order payment may not be received and processed in time.

IMPORTANT NOTICE:  Purchase orders will NOT be accepted onsite as a form of payment. If payment is not received before the convention dates, you will be required to pay onsite using a valid credit card, cash or personal check which will be refunded after the convention if the purchase order payment is received within 30 days after the convention. It is each attendee’s responsibility to ensure that CDS has received payment for your registration and activities, the registrar will not verify this, nor provide a fax number once onsite in Orlando. You will be required to pay any outstanding balance before being admitted to the show floor and any workshops/luncheons. Please make sure to follow up with your finance department before departing for Orlando.

CONFIRMATION OF REGISTRATION

Confirmations will be sent via e-mail from the convention registrar, CDS, within 2-3 business days after receipt of the correct and completed (i.e. paid in full) registration information. If no e-mail address is provided along with your registration, then fax or postal mail will be used. Please keep a copy of your confirmation for your records.

REGISTRATION CATEGORIES

Member vs. Non-Member: An individual is eligible to pay the member rate if he/she is a current member of ACTFL or any of these convention co-sponsoring organizations: American Association of Teachers of German (AATG), American Association of Teachers of Italian (AATI), American Association of Japanese Teachers (AATJ), Chinese Language Association of Secondary-Elementary Schools (CLASS), Chinese Language Teachers Association (CLTA), and Florida Foreign Language Association (FFLA).  Your membership must not expire prior to November 30, 2013.

Please make sure you have valid documentation of your membership status (if applicable) since the membership information provided by these co-sponsors is not always the most current. In case we do not have your name on a list provided by the co-sponsor, you would be obliged to pay the non-member rate and follow up with the co-sponsor yourself in order to provide this proof to the registrar for a refund post convention. Please get in touch with your organization before departing for Orlando to obtain any documents necessary.

Full Convention: A registrant is eligible to attend all convention activities other than pre- convention workshops and ticketed events which require an additional fee.

One Day Only:  A registrant in this category is eligible to attend all convention activities during the one-day for which he/she is registered (Friday, Saturday or Sunday). Pre-convention workshops and ticketed events require an additional fee. Please note: Pre-Convention Only (i.e. Thursday Only) is not an option.

ACTFL Student Member: A registrant in this ACTFL membership category who is a full or part-time student is eligible to attend all convention activities. Pre-convention workshops and ticketed events require an additional fee. Student Membership in ACTFL must be valid through November 30, 2013 to qualify for this rate. Student members of a co-sponsoring organization are not eligible for the ACTFL Student member rate. 

ACTFL Retired Member:  A registrant in this ACTFL membership category is eligible to attend all convention activities. Pre-convention workshops and ticketed events require an additional fee. This special rate is for an individual who is fully retired from employment in foreign language education.  Retired Membership in ACTFL must be valid through November 30, 2013 to qualify for this rate. Retired members of a co-sponsoring organization are not eligible for the ACTFL Retired member rate.

NOTE:  All other categories of membership must register at the Full Convention rate.

GROUP DISCOUNTS

A 10% group discount on the full convention registration is only applicable when 10 or more individuals are registered from the same institution accompanied by payment with one check, credit card or purchase order. Each individual registrant must complete a registration form and all forms must be submitted at the same time as a group with full payment by mail or fax only to be received by October 30, 2013. This discount cannot be applied to onsite registration, pre- and post-convention workshops, or ticketed events.

PRE-CONVENTION WORKSHOPS

In order to attend a pre-convention workshop, all attendees must be registered for at least one day of the Convention (Friday, Saturday or Sunday) and pay the workshop fees.

ATTENDEES WITH SPECIAL NEEDS

The convention facilities are all handicap-accessible. ACTFL will work with convention participants to assist in the accommodation of any special needs request. In order for ACTFL to be of assistance, persons with disabilities who require special assistance, or who need specially-equipped hotel rooms, must advise both ACTFL and their hotel in writing no later than Wednesday, October 9, 2013. A request for special needs should include complete contact information including a daytime phone number and e-mail address. ACTFL will attempt to respond to requests received after the October 9, 2013 deadline, but any accommodation will be at the requester's sole expense.

CHILDREN

Due to the size and nature of the 2013 ACTFL Annual Convention and World Languages Expo, children under age 16 will not be permitted in the Exhibit Hall or in any of the educational sessions or workshops. Your hotel concierge will be able to recommend activities for children while you are attending the Convention. We appreciate your understanding and cooperation. Children 16 years and over will need to register as an attendee.

CONTINUING EDUCATION CREDITS (CEUs)

Continuing education credit (CEU) forms will be available onsite. All workshops and educational sessions are authorized for CEU credit. Attendees must complete a form for each separate day spent in workshops or sessions during the convention. Individuals should check with their state or district prior to the convention for local requirements. It is the individual's responsibility to file the paperwork correctly. ACTFL will not file with the state or district for an attendee. ACTFL takes no responsibility for the paperwork being correct and completed according to local requirements.

PHOTOGRAPH PERMISSION

By registering for this convention, individuals are giving ACTFL permission to use any photographs taken.

EMAIL AND MAILING LIST PERMISSION

By registering for this convention, individuals are giving ACTFL permission to make their contact information available to exhibiting companies. Individuals not wishing this information to be released must indicate as such when registering.

QUESTIONS?

If you have questions, please call CDS customer service at (508) 743-8561.