Guidelines for Selection of Attendees
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In deciding which individuals from your coalition will attend, we ask that you carefully consider sending diverse representation, as it is our hope to welcome attendees from many backgrounds, including peer counselors, community volunteers, parents, lactation professionals, and health care providers. We realize that coalitions may choose to send certain individuals in the sponsored vs. non-sponsored categories in order to take greatest advantage of all available funding sources. So please consider these guidelines in light of your state's entire delegation of attendees:
- It is strongly preferred that at least one individual from each state/territory represent consumer (parents)/community groups and at least one represent health professional associations.
- It is strongly preferred that each coalition send a mix of veteran/experienced leaders (who may have attended prior conferences) and new or emerging leaders (who have not attended before).
- It is also strongly encouraged that coalitions consider racial/ethnic diversity in selection of attendees.
WIC State/Territorial/Tribal Breastfeeding Coordinators have a dedicated registration category with a reduced registration rate. In weighing CSA decisions, coalitions are strongly encouraged to make use of that registration category for that specific individual in your state, and to send other individuals in the CSA slots. If the WIC Breastfeeding Coordinator position is vacant in your state, or if he/she is unable to attend, coalitions are encouraged to ensure that their state WIC office designate a substitute WIC employee to receive this discounted rate.
Coalition Sponsored Attendee Policy & Procedure
As with the previous conferences, each of the breastfeeding coalitions from the 50 states, DC, and U.S. territories (e.g., Puerto Rico), is asked to select two individuals who will receive travel and lodging support (and a reduced registration rate) as a Coalition Sponsored Attendee (CSA). CSAs are required to participate in all conference sessions, and have a responsibility to 1) participate actively in the programs, and 2) share the resources and knowledge gained from this participation with their coalition and others throughout their state/territory.
Only the TWO (2) individuals approved by each state/territorial breastfeeding coalition shown in the USBC Coalitions Directory are eligible to register in this category. The CSA registration code will be distributed to the coalition's CEO/Chief Staff and Primary/Poll Contacts to distribute to their state's/territory's two approved CSAs.
All Coalition Sponsored Attendees must stay in the conference hotel and follow this policy and procedure in order to receive travel and lodging support.
The deadline for Coalition Sponsored Attendees to register is Friday, June 30.
- Within 3 business days of completing online registration, Sponsored Attendees will be sent instructions to contact the USBC travel agent to book a flight (or an Amtrak train, based on travel method selected). All Sponsored Attendee travel reservations must be made through the USBC's travel agent, and the travel agent will automatically charge the fare and booking fee to the USBC. Reservations booked by anyone other than the USBC's travel agent will not be subsidized or reimbursed. The deadline to book travel reservations is Wednesday, July 12.
- For those traveling within Virginia or from neighboring states by car or local mass transit, a reimbursement form will be provided after the conference to submit parking/mileage or mass transit expenses. Mileage will be reimbursed at the 2017 IRS rate of 53.5 cents per mile. There is no need to save gasoline receipts, but parking receipts must be submitted with the reimbursement form.
- Attendees should book their own hotel reservations as soon as possible after registering (hotel room block deadline is Monday, July 10). The hotel will require a credit card on file to guarantee the reservation, and attendees will pay the hotel directly for the full cost of their stay.
- Each Sponsored Attendee receives lodging support equal to two nights in a shared room in the conference hotel ($157 total), provided at the time of online registration as a deduction from the registration payment owed to the USBC. Thus Sponsored Attendees will pay $118 total when registering ($275 registration fee owed minus $157 lodging stipend = $118 to be paid to USBC at registration).
- There is an online message board to help attendees find roommates, if desired.
- Local Sponsored Attendees who will stay in their homes rather than in the conference hotel will not have the lodging stipend deducted from their registration payment, and so will pay the full Sponsored Attendee registration fee of $275.
What’s Not Included in Sponsored Attendee Support:
- Main conference registration fee
- Optional event registration fees
- Airline baggage fees
- Any changes in ticketing (airline or Amtrak)
- Ground transportation to/from home and destination airports (the conference hotel provides a complimentary airport shuttle to/from Reagan National Airport)
- Meals in transit to/from the conference
- Meals not provided by the main conference, i.e., dinners
- Any additional hotel nights beyond the two covered by lodging stipend, unless pre-approved by the USBC, due to the impossibility of travel home on Sunday evening
- The other one-half of the room cost, if attendee opts for a single room