Frequently Asked Questions

What's the deadline to register for the conference?
Registration rates do increase, so make sure to register early and save. Full registration information can be found on the Registration page.

Do I have to register in advance?
No, however, registration rates do increase. Registration rate information can be found on the Registration page.

What does my registration fee include?
Registration for the VCOS Symposium in the Sun includes:
- 3.5 days of conference education
- Access to the Exhibit Hall
- Networking Reception on Thursday
- Sunset Happy Hour Event on Friday
- Lunch on Saturday

Will I receive a confirmation of my registration?
Once registration opens, confirmations will be sent via email for all registrations. If you did not receive yours, please check your spam folders. If you cannot locate your confirmation, please email conferences@iafc.org.

Will I be refunded if I have to cancel my registration?
All cancellations are subject to a $75 administrative fee. Find full cancellation and refund details on the Registration page.

Can I transfer my registration to another member of my department/staff?
Yes, registration may be transferred to another person in your organization by written request to the IAFC prior to October 31. After this date, all changes must be made onsite. Additional charges may apply. Please contact conferences@iafc.org.

When does onsite registration open?
Onsite registration for attendees opens on November 13.

What hotels have been reserved? What are the rates?
Full housing information can be found on the Hotel page.

When can I make my hotel reservations?
VCOS Symposium in the Sun registration is required prior to making hotel reservations.  Housing registration access will be provided in your Symposium registration confirmation email. Do not call the hotel directly to make reservations as you will not receive the group rate. Housing information can be found on the Hotel page.

How do I make hotel reservations or a room block?
Hotel reservations can be made once VCOS Symposium in the Sun registration is complete. Full information is available on the Hotel page.

I've been contacted by a company trying to get me to book hotel rooms - is this legitimate?
We have received reports that companies are posing as the official housing vendor for Symposium in the Sun and may contact you offering housing for your trip. They are not endorsed by or affiliated with the IAFC and entering into financial agreements with such companies can have costly consequences.

A hotel poacher/pirate is any unaffiliated hotel or third-party housing company that acts as an official housing company and solicits business from Symposium in the Sun participants. When individuals book hotel accommodations through poachers or pirates the consequences can be costly; event participants may be left without hotel rooms when they arrive at the event and incur fraudulent charges on their credit cards. Please report any questions or concerns to conferences@iafc.org. 

I am a presenter for the conference - where can I go to find information?
Presenters will use the Symposium in the Sun Presenter Portal to find the latest information and details surrounding their sessions. Any questions can be directed to Chelsea Lear.

Will I receive credit for the sessions I attended?
The IAFC provides a certificate of attendance at the conclusion of the conference. 

Where can I find session information?
Session information will be published on the Education page as it becomes available.

What are the booth rules for Symposium in the Sun?
Please view the Booth Rules and Regulations (coming soon) for information on booth height regulations, what is considered a booth violation, booth backwall height allowance, banners, balloons, smoke/fog machines and information on many other items and what is and is not allowed.
If you have any questions about the design of your booth please contact exhibits@iafc.org.

What is included with my booth space?
Your booth comes with 1 draped table and 2 chairs. Electric and internet is not included with your booth space but may be ordered through the VCOS Order Form. Exhibitor Kit Information coming soon.

How do I register my booth staff?
Exhibitor Registration information coming soon.

Is insurance required?
The facility and IAFC required General liability coverage is provided by Rainprotection for all exhibitors that are paid in full. Exhibitors do not need to submit a Certificate of Insurance unless they will be utilizing an Exhibitor Appointed Contractor (EAC) to install or dismantle their booth. If the Exhibitor uses a non-official contractor, they must comply supply their own compliant certificate of insurance and coverage details will be noted in the EAC portion of the SUN Plan Your Exhibit section of the website.

When can I move in to set-up my booth?
Please find details on the Plan Your Exhibit page (coming soon).

Can I carry my booth items/products in myself?
You may carry your items in if you can carry them in by hand.

Can I sell my products/service at the show?
You may sell your products and/or services at the event. You will be responsible for any applicable taxes.

I'd like to join the IAFC and VCOS to take advantage of the discounted registration rates. What do I do?
Click here to join the IAFC to take advantage of the member rate prior to completing your Symposium in the Sun Conference registration. Have a membership question? Contact membership@iafc.org.

I'm a member of the press, do you have press registration?
Please send all press requests to Jenny Price at jprice.contractor@iafc.org.

When and where is Symposium in the Sun 2023?
Symposium in the Sun 2024 will take place November 14 - 17 at the Hilton Clearwater Beach in Clearwater, Florida.

Where is the conference next year in 2024?
Symposium in the Sun 2025 will be back in Clearwater, Florida at the Hilton Clearwater November 13 - 16, 2025.

Will transportation be provided during the conference?
Visit Clearwater offers a free shuttle between all IAFC contracted hotels and the Hilton Clearwater Beach. Shuttle schedule is coming soon. 

Where are the networking events being held?
You can find details regarding all networking events on the Schedule-at-a-Glance page, coming soon.

What are the Exhibit Hall hours?
The exhibit hall hours are posted on the Schedule at-a-Glance page.

Does Symposium in the Sun have a conference app?
Navigate Symposium in the Sun like a pro with the conference mobile app. Go to your device's App Store or Google Play and search for IAFC Events. The Sun 2024 app will launch in late October.

Will internet be available during the conference?
The Symposium in the Sun does not have internet in the meeting rooms. Internet is available complimentary in all guest rooms at the Hilton Clearwater.

Who are the event contacts for Symposium in the Sun?
Please find the event contacts here.

My question is not here! Who should I contact?
We're sorry we couldn't anticipate your needs. Please email us at conferences@iafc.org for assistance.