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Congress FAQs

Registration and Payment

What methods of payment do you accept for registration fees?
You can pay online with a credit or debit card. You may also pay by check or purchase order. Checks can be made out to Association for Fire Ecology and mailed to us at: PO Box 50412, Eugene, OR 97405.

What if my employer requires you to be a vendor?
If your employer needs to set us up as a vendor, have them email office@fireecology.netand we can complete the required paperwork.

Can my employer or someone else within my agency pay for my registration?
We recommend that each attendee register themselves and select the option to be invoiced. You will receive the invoice by email, which can be forwarded to the person making the payment.

What if I can’t pay at the time of registration?
Select the option to be invoiced at the end of the registration form. The invoice will be emailed to you and can be paid at your convenience. Please pay within the registration time block in which you registered. For example, if you sign up during early bird registration, please pay your fees by August 1. If you are an AFE member, you can access your invoice at any time by logging in to your AFE account.

How do I add a field trip or workshop, or make other changes to my registration?
We can make changes for you; email office@fireecology.net.

Can I get a refund for canceling my registration?
You can request a refund for registration fees (minus a $50 cancellation fee) if requested in writing by October 15, 2019. After October 15 refunds are not issued for registration, field trips, workshops, or any other fees.

What breaks and meals are included in registration?
Morning breaks will include beverages, fresh fruit, pastries, and granola bars. Afternoon breaks will contain beverages only. The Welcome Reception and Poster Session on Tuesday evening will include heavy appetizers. The Awards Dinner on Wednesday evening will include a buffet dinner.

Program

When will the schedule be posted?
A draft schedule with an overview of each day is available now; we will post a full schedule of all presentations by September 16, 2019.

Can I edit the information I provided on my abstract?
You cannot access your proposal once it is submitted. If you have edits, please email them to office@fireecology.net.

Travel and Hotel

Who do I contact for a letter describing the event for my visa application?
Please email office@fireecology.net, and provide your name, address, and visa number.

How do I get from the airport to Loews?
We suggest using Stagecoach Express, as we have a discounted rate for our group: $22 one way or $42 round trip. Please make your reservation here: https://www.stagecoachexpressshuttle.com/fire-ecology.php.

Why is the hotel charging $96 per night rather than the $91 rate first advertised?
The hotel will charge congress attendees the prevailing federal per diem rate, which is now $96 per night for this area.

Are there parking fees?
No, parking at Loews Ventana Canyon Resort is free.

Family

Will you offer childcare at the Fire Congress?
We are working with Choice Options, a professional nanny service in Tucson, to help parents plan for childcare needs while at the Fire Congress. Our goal is to make it easy for parents to hire trusted, local caregivers as an individual or within a small group. The professional nannies with Choice Options will come to Loews Ventana and can provide care for individual children or you can link up with other parents to “share” a nanny if you have similar childcare needs. Click here to learn about the standard fees and information for Choice Options.

The congress registration form has a section where you can indicate your childcare needs and if you are willing to connect with other parents to lower the cost. Please complete this information on your registration form by September 15, and we will be in touch with next steps (you can also email us this info at office@fireecology.net).

Can I bring a guest to the Awards Dinner?
Yes, you can purchase additional guest passes for $25. Children 12 and younger are free.

Is there a room for nursing or pumping room in the conference meeting space?
Yes, we will have a room for breastfeeding mothers to use. All hotel rooms have a refrigerator; if you need access to a refrigerator in the meeting area, please let us know.

Food Options

What are the options for lunch?
Pre-purchased Boxed Lunch:
To keep lunch affordable and quick, we are offering $13 boxed lunches on Tuesday, Wednesday, and Thursday. The lunches will include a sandwich or wrap of your choice, chips, cookie, apple, and lemonade, tea, or water. Boxed lunches must be purchased online by November 10. We will not sell boxed lunches onsite, so make sure to order in advance! Click this link to order your lunch: https://fireecology.org/event-3415809

Each attendee will be given tickets for their purchased lunches at registration. There are no refunds for purchased lunches, but you are welcome to give your lunch ticket to someone else attending the event.

On Your Own:
Onsite: For those not interested in a boxed lunch, the options within the hotel include
- Vista Barista: Grab and go salads, sandwiches, and snacks
- Canyon Café: Restaurant serving modern American cuisine with Southwestern soul
- Bill’s Grill: Poolside oasis serving sandwiches, burgers, salads, and wraps

Offsite: There are also restaurants in Ventana Village Shopping Center, about 2 miles away. Keep in mind that the lunches breaks will be 1 hour and 20 minutes long.

Is there a grocery store nearby? How do I get there?
Bashas’ grocery store is located about 2 miles away in Ventana Village Shopping Center. Students from the NAU SAFE chapter will be organizing rides to the grocery, and you may also request a ride from the complimentary hotel shuttle.

Is there a refrigerator and microwave in the room?
Each room is equipped with a mini-fridge; the rooms do not have microwaves.

Is there a coffeemaker in the room?
Each room has a Keurig coffeemaker and gourmet coffee.

What meals are included with registration?
Morning Break: We will have a morning break at 10am on Tuesday, Wednesday, and Thursday which will include coffee, tea, juice, fruit, breakfast breads and bagels, granola bars, and yogurt.

Afternoon Break: The afternoon breaks will be just after 3pm on Tuesday, Wednesday, and Thursday and will include coffee, iced tea, and lemonade.

Poster and Exhibitor Reception: Tuesday evening from 5:30pm to 7:00pm, we will serve appetizers at the poster and exhibitor reception and have a no-host bar where you can purchase an assortment of drinks.

Awards Dinner: Wednesday evening from 6pm to 8pm, a buffet dinner will be served, along with dessert, coffee, and tea, followed by our awards program. If you would like to bring a guest, please purchase guest tickets for $30; children 12 and under are free.