FAQs

Table of Contents

What is included in the registration fees?

Your registration fees cover a comprehensive package, including access to conference sessions, the tradeshow, meals, the banquet, materials, swag, access to the conference app, and various event-specific perks.

Do I have to be a member to attend?

Our conference is open to the public and membership is not a requirement to attend. Nonetheless, our members are eligible for discounted rates when registering for our conference.

How do I become eligible for the member rate?

To qualify, your company’s WFCA membership dues must be paid up and in good standing.

Are early bird discounts available?
Yes, early bird discounts are available. To view the rates and deadlines, please click on this link.
Is there a cut-off date to register before the conference?

The registration cutoff date is Sunday, January 28, 2024, at 11:15 pm PST.

Can I register on-site?

Certainly. If you need to register on-site, please feel free to inquire with our check-in team at the event venue for assistance.

Can I attend the conference for only one day or specific sessions?
We do not offer session-specific tickets, only daily tickets. Please visit this link to view the rates.
Can I split days with a colleague?

Regrettably, sharing tickets is not permitted.

Can I visit the exhibit hall only?

Unfortunately not. You can either register for the full conference or purchase a ticket for Thursday, February 1.

Can I attend the conference in person and virtually?

We do not currently provide hybrid tickets. To attend certain day(s) in person and the remainder virtually, you will need to purchase individual in-person daily ticket(s) along with a separate virtual ticket.

Is there the possibility for a group discount?
Group discounts are offered exclusively to virtual attendees from the same organization. Please refer to this link for the applicable rates.
Can we register for the conference if we do not know the name of the attending delegate(s)?

We do not typically endorse registration without confirmed attendees. However, if you believe you have a special circumstance that warrants an exception, please feel free to reach out to us.

I want to bring my spouse/guest. What are the fees?

If you wish to bring your spouse or guest to the entire conference, they will need to register for the full conference. Alternatively, if they only want to attend the banquet on Thursday, you can purchase additional dinner ticket(s) for them.

How do I know I have been successfully registered?

An email confirmation, including a receipt, will be sent to you after you completed your registration. In the event you do not receive this email, please reach out to us for assistance.

I have special accessibility needs and/or dietary requirements. Can you accommodate me?

Absolutely. When registering, please make sure to specify your dietary restrictions. If you require accessibility accommodations, please reach out to us at admin@wfca.ca for assistance and arrangements.

I registered incorrectly. How do I change my registration?

Once you have submitted your registration, you will have to reach out to us for any edits.

What is the method of payment?

We accept credit card payments (VISA, MASTERCARD, AMERICAN EXPRESS) for all registration types, including sponsorships and tradeshow bookings. If you prefer an alternative payment method, please reach out to inquire about special payment arrangements.

I can no longer make it to the conference. May I give my registration to someone else?
Substitutions are permitted until January 22, 2024, with a $50 administration fee applied to each substitution request.
I need to cancel my registration. Will I get a refund?

We will refund your registration fee minus $75 administration fee if you request to cancel by January 15, 2024. After that, we will still allow cancellation but without a refund.

I need an invoice for reimbursement from my employer. How do I obtain one?

Your invoice will be attached with your registration confirmation email.

Will there be discounted hotel rates?

Yes, we offer discounted room rates, but they are fully booked now.

What are the room options and costs?

Our room rate stands at $164 + GST per night, and we offer rooms with 1 king bed or 2 double beds for your convenience. Please note that our discounted hotel rates are fully booked.

How do I book my room?

Please contact the hotel for regular room rates and availability.

When’s the deadline to book the rooms?

Our discounted hotel rates are fully booked.

Do you have discounted travel rates?

Unfortunately, we do not offer discounted travel rates.

How do I access the conference schedule?
You can access the conference schedule either by visiting this link or by using the conference app on site.
Are there breakout sessions?

Yes, please refer to our most recent agenda for the latest schedule.

Will the conference sessions be recorded and made available afterward?

The complete conference proceedings will be recorded and made accessible to attendees to view at their convenience.

I am interested in participating as a speaker. How do I obtain more information about speaker opportunities?

Please send your inquiry to admin@wfca.ca.

I have been selected as a speaker. Do I get a special rate?

You will receive complimentary conference access only for the day that you are scheduled to speak.

Can I get access to the presentation after the conference?

Certain speakers may grant permission for us to share their presentations after the conference. If they do, we will make these presentations available on the Speakers page following the conference.

Will I be able to get contact information for the speakers?

The policies regarding speaker contact information may vary. Some speakers may have their LinkedIn profiles listed on our Speakers page. For additional information, please reach out to us.

Where is the conference portion being held?

The conference sessions will take place in the Spirit Room at the Inn at Laurel Point.

Where are the exhibitions being held?

The exhibitions will be hosted in the Terrace Ballroom at the Inn at Laurel Point.

Is there parking at the venue?

Yes, there’s paid parking available at the venue.

If you’re a hotel guest, you can securely park behind the gate with a 6.2″ height limit for a nightly fee of $24.00 plus taxes. High-clearance spots are limited and available on a first-come, first-served basis. These gate spaces are reserved for hotel guests. Please contact the hotel to inquire.

For event attendees not staying overnight, there are parking spots in front of the gate with a meter charging $3.00 per hour, up to a maximum of $12.00 per day. Alternatively, there’s a nearby Robins parking lot with the same hourly rate, and some street parking available for a maximum of 2 hours from 9 am to 5 pm.

What is there to do in Victoria?

Discover the local attractions, dining options, and activities in Victoria by downloading this guide.

What can I get with the VIP Delegate Program?

The VIP Delegate Program provides exclusive access to deals and discounts at various establishments, including restaurants, shops, attractions, tours, transportation services, and more. Simply present your Delegate VIP tag, which is affixed to your delegate name badge, at participating businesses to access these offers. You can find a complete list of participating businesses here.

I would like to be a conference sponsor. How do I do that?
To view our sponsorship packages, rates, and to register as a sponsor, please click here.
What are the sponsors' benefits?
You can explore the various sponsorship benefits by visiting this link.
I would like to sponsor for an amount that’s not listed. How do I do that?

For inquiries about special rate sponsorships, kindly reach out to admin@wfca.ca.

I would like to sign up for a booth at your tradeshow. How do I do that?

To access our tradeshow packages, rates, and registration details, please click on this link.

What are the exhibitor benefits?
You can find details about exhibitor benefits here.
Can I have more than one booth?

Certainly! The price listed is for one booth, and you are welcome to register for multiple booths if needed.

Can I have more than 2 exhibitors?

Certainly! You have the option to purchase additional exhibitor slots when you register.

How do I know what to prepare for my booth?

After completing your exhibitor registration, you will receive an information package along with your email confirmation and receipt.

Do I have to become a member in order to attend the AGM?

Yes. Our AGM is limited to members who have paid their membership fees and are currently in good standing.

How do I register for the AGM?

Registration for the AGM is not required. We will distribute AGM information to all our current members.

Do I have to register for the conference to join the AGM?

You are not required to register for the conference in order to attend the AGM.

Where will the AGM be held in person?

The Annual General Meeting (AGM) is scheduled to take place at the Inn at Laurel Point.

Can I attend the AGM virtually?

Absolutely, you have the option to participate in the AGM virtually. We will provide a passcode for accessing the virtual stream of the AGM.

How do I download the conference app?

You can download the app by clicking this link, or you can scan the barcode found on your name badge, at the conference venue, or during the virtual stream.

Is the conference app available for in-person only?

The conference app is accessible to both in-person and virtual attendees.

What can I do with the app?

You can utilize the conference app to access various features, including the conference agenda, speaker biographies, AGM details, sponsors and exhibitors directory, photo gallery, the VIP Delegate Program, and the option to provide feedback.

How long can I access the app post-conference?

The app will remain accessible for 30 days after the conference concludes.

When does check-in begin?

Check-in time will be updated here closer to the conference.

What do I present as my proof of registration?

Simply provide your name and company to our check-in team. If your name is not found on the list, you will be required to present your email confirmation.

Do I get any name badge and any other swag?

Yes. You will be provided with a name badge and lanyard, along with a notebook and a pen.

What is the dress code for the conference?

Please dress comfortably and opt for comfortable footwear. You might also want to bring a jacket or sweater, as the conference rooms could be on the cooler side in terms of temperature.

What should I bring to the conference?

We encourage you to bring your best self, along with your questions, ID, business cards, a water bottle, and your laptop with charger and/or extended batteries.

Are masks required?

Masks are not mandatory but recommended.

How many people will be at the conference?

We anticipate approximately 200 attendees at the conference, including speakers, exhibitors, and organizers.

When will the Virtual Conference platform be accessible to login and how?

We will send out instructions for accessing the Virtual Conference Platform no later than Monday, January 29, 2024.

How many people can use the same login credentials?

Regrettably, we permit only one person to login per registration.

What time zone will the virtual conference be in?

The event will be held in the Pacific Standard Time (PST) zone.

Will there be a virtual exhibit hall at this year’s conference?

Theere will be no virtual exhibit hall but exhibitors directory will be available on the conference app.

Will there be photos taken throughout the conference?

Absolutely! Our team will be capturing moments throughout the conference, and you can access the gallery through the conference app. We also encourage you to share any photos you take by uploading them via the app or share them to social media, use the hashtag #WFCAConference and tag us @thewfca. There will also be a photoboth free for attendees!

Can I become a media partner?

Please send your inquiry to admin@wfca.ca.

Can I volunteer at the Conference?

Unfortunately we are not accepting volunteers for this year’s conference. Please consider checking back next year for future opportunities.

Don’t see the answer you’re looking for?

Registration

What is included in the registration fees?

Your registration fees cover a comprehensive package, including access to conference sessions, the tradeshow, meals, the banquet, materials, swag, access to the conference app, and various event-specific perks.

Do I have to be a member to attend?

Our conference is open to the public and membership is not a requirement to attend. Nonetheless, our members are eligible for discounted rates when registering for our conference.

How do I become eligible for the member rate?

To qualify, your company’s WFCA membership dues must be paid up and in good standing.

Are early bird discounts available?
Yes, early bird discounts are available. To view the rates and deadlines, please click on this link.
Is there a cut-off date to register before the conference?

The registration cutoff date is Sunday, January 28, 2024, at 11:15 pm PST.

Can I register on-site?

Certainly. If you need to register on-site, please feel free to inquire with our check-in team at the event venue for assistance.

Can I attend the conference for only one day or specific sessions?
We do not offer session-specific tickets, only daily tickets. Please visit this link to view the rates.
Can I split days with a colleague?

Regrettably, sharing tickets is not permitted.

Can I visit the exhibit hall only?

Unfortunately not. You can either register for the full conference or purchase a ticket for Thursday, February 1.

Can I attend the conference in person and virtually?

We do not currently provide hybrid tickets. To attend certain day(s) in person and the remainder virtually, you will need to purchase individual in-person daily ticket(s) along with a separate virtual ticket.

Is there the possibility for a group discount?
Group discounts are offered exclusively to virtual attendees from the same organization. Please refer to this link for the applicable rates.
Can we register for the conference if we do not know the name of the attending delegate(s)?

We do not typically endorse registration without confirmed attendees. However, if you believe you have a special circumstance that warrants an exception, please feel free to reach out to us.

I want to bring my spouse/guest. What are the fees?

If you wish to bring your spouse or guest to the entire conference, they will need to register for the full conference. Alternatively, if they only want to attend the banquet on Thursday, you can purchase additional dinner ticket(s) for them.

How do I know I have been successfully registered?

An email confirmation, including a receipt, will be sent to you after you completed your registration. In the event you do not receive this email, please reach out to us for assistance.

I have special accessibility needs and/or dietary requirements. Can you accommodate me?

Absolutely. When registering, please make sure to specify your dietary restrictions. If you require accessibility accommodations, please reach out to us at admin@wfca.ca for assistance and arrangements.

I registered incorrectly. How do I change my registration?

Once you have submitted your registration, you will have to reach out to us for any edits.

Payment, Cancellation & Refund

What is the method of payment?

We accept credit card payments (VISA, MASTERCARD, AMERICAN EXPRESS) for all registration types, including sponsorships and tradeshow bookings. If you prefer an alternative payment method, please reach out to inquire about special payment arrangements.

I can no longer make it to the conference. May I give my registration to someone else?
Substitutions are permitted until January 22, 2024, with a $50 administration fee applied to each substitution request.
I need to cancel my registration. Will I get a refund?

We will refund your registration fee minus $75 administration fee if you request to cancel by January 15, 2024. After that, we will still allow cancellation but without a refund.

I need an invoice for reimbursement from my employer. How do I obtain one?

Your invoice will be attached with your registration confirmation email.

Hotel

Will there be discounted hotel rates?
Yes, we offer discounted room rates, but they are available in limited quantities. For further details, please refer to this link.
What are the room options and costs?

Our room rate stands at $164 + GST per night, and we offer rooms with 1 king bed or 2 double beds for your convenience.

How do I book my room?
You can make your reservation online by visiting this link, or you may contact the hotel directly at 250-386-8721 and mention the code “WFCA” when booking.
When’s the deadline to book the rooms?

Our booking window opens until January 3, 2024, or until our room block is fully occupied, whichever occurs first.

Do you have discounted travel rates?

Unfortunately, we do not offer discounted travel rates.

Agenda

How do I access the conference schedule?
You can access the conference schedule either by visiting this link or by using the conference app on site.
Are there breakout sessions?

Yes, please refer to our most recent agenda for the latest schedule.

Will the conference sessions be recorded and made available afterward?

The complete conference proceedings will be recorded and made accessible to attendees to view at their convenience.

Speakers

I am interested in participating as a speaker. How do I obtain more information about speaker opportunities?

Please send your inquiry to admin@wfca.ca.

I have been selected as a speaker. Do I get a special rate?

You will receive complimentary conference access only for the day that you are scheduled to speak.

Can I get access to the presentation after the conference?

Certain speakers may grant permission for us to share their presentations after the conference. If they do, we will make these presentations available on the Speakers page following the conference.

Will I be able to get contact information for the speakers?

The policies regarding speaker contact information may vary. Some speakers may have their LinkedIn profiles listed on our Speakers page. For additional information, please reach out to us.

Venue

Where is the conference portion being held?

The conference sessions will take place in the Spirit Room at the Inn at Laurel Point.

Where are the exhibitions being held?

The exhibitions will be hosted in the Terrace Ballroom at the Inn at Laurel Point.

Is there parking at the venue?

Yes, there’s paid parking available at the venue.

If you’re a hotel guest, you can securely park behind the gate with a 6.2″ height limit for a nightly fee of $24.00 plus taxes. High-clearance spots are limited and available on a first-come, first-served basis. These gate spaces are reserved for hotel guests. Please contact the hotel to inquire.

For event attendees not staying overnight, there are parking spots in front of the gate with a meter charging $3.00 per hour, up to a maximum of $12.00 per day. Alternatively, there’s a nearby Robins parking lot with the same hourly rate, and some street parking available for a maximum of 2 hours from 9 am to 5 pm.

Destination Victoria

What is there to do in Victoria?

Discover the local attractions, dining options, and activities in Victoria by downloading this guide.

What can I get with the VIP Delegate Program?

The VIP Delegate Program provides exclusive access to deals and discounts at various establishments, including restaurants, shops, attractions, tours, transportation services, and more. Simply present your Delegate VIP tag, which is affixed to your delegate name badge, at participating businesses to access these offers. You can find a complete list of participating businesses here.

Sponsors

I would like to be a conference sponsor. How do I do that?
To view our sponsorship packages, rates, and to register as a sponsor, please click here.
What are the sponsors' benefits?
You can explore the various sponsorship benefits by visiting this link.
I would like to sponsor for an amount that’s not listed. How do I do that?

For inquiries about special rate sponsorships, kindly reach out to admin@wfca.ca.

Tradeshow

I would like to sign up for a booth at your tradeshow. How do I do that?
To access our tradeshow packages, rates, and registration details, please click on this link.
What are the exhibitor benefits?
You can find details about exhibitor benefits here.
Can I have more than one booth?

Certainly! The price listed is for one booth, and you are welcome to register for multiple booths if needed.

Can I have more than 2 exhibitors?

Certainly! You have the option to purchase additional exhibitor slots when you register.

How do I know what to prepare for my booth?

After completing your exhibitor registration, you will receive an information package along with your email confirmation and receipt.

AGM

Do I have to become a member in order to attend the AGM?

Yes, our AGM is exclusive to members, and members must possess a valid 2023 WFCA membership to participate.

How do I register for the AGM?

Registration for the AGM is not required. We will distribute AGM information to all our current members.

Do I have to register for the conference to join the AGM?

You are not required to register for the conference in order to attend the AGM.

Where will the AGM be held in person?

The Annual General Meeting (AGM) is scheduled to take place at the Inn at Laurel Point.

Can I attend the AGM virtually?

Absolutely, you have the option to participate in the AGM virtually. We will provide a passcode for accessing the virtual stream of the AGM.

Conference App

How do I download the conference app?

You can download the app by clicking this link, or you can scan the barcode found on your name badge, at the conference venue, or during the virtual stream.

Is the conference app available for in-person only?

The conference app is accessible to both in-person and virtual attendees.

What can I do with the app?

You can utilize the conference app to access various features, including the conference agenda, speaker biographies, AGM details, sponsors and exhibitors directory, photo gallery, the VIP Delegate Program, and the option to provide feedback.

How long can I access the app post-conference?

The app will remain accessible for 30 days after the conference concludes.

In-Person Proceeding

When does check-in begin?
Check-in time will be updated here closer to the conference.
What do I present as my proof of registration?

Simply provide your name and company to our check-in team. If your name is not found on the list, you will be required to present your email confirmation.

Do I get any name badge and any other swag?

Yes. You will be provided with a name badge and lanyard, along with a notebook and a pen.

What is the dress code for the conference?

Please dress comfortably and opt for comfortable footwear. You might also want to bring a jacket or sweater, as the conference rooms could be on the cooler side in terms of temperature.

What should I bring to the conference?

We encourage you to bring your best self, along with your questions, ID, business cards, a water bottle, and your laptop with charger and/or extended batteries.

Are masks required?

Masks are not mandatory but recommended.

How many people will be at the conference?

We anticipate approximately 200 attendees at the conference, including speakers, exhibitors, and organizers.

Virtual Proceeding

When will the Virtual Conference platform be accessible to login and how?

We will send out instructions for accessing the Virtual Conference Platform no later than Monday, January 29, 2024.

How many people can use the same login credentials?

Regrettably, we permit only one person to login per registration.

What time zone will the virtual conference be in?

The event will be held in the Pacific Standard Time (PST) zone.

Will there be a virtual exhibit hall at this year’s conference?

Theere will be no virtual exhibit hall but exhibitors directory will be available on the conference app.

Media & Volunteer

Will there be photos taken throughout the conference?

Absolutely! Our team will be capturing moments throughout the conference, and you can access the gallery through the conference app. We also encourage you to share any photos you take by uploading them via the app or share them to social media, use the hashtag #WFCAConference and tag us @thewfca. There will also be a photoboth free for attendees!

Can I become a media partner?

Please send your inquiry to admin@wfca.ca.

Can I volunteer at the Conference?

Unfortunately we are not accepting volunteers for this year’s conference. Please consider checking back next year for future opportunities.

Don’t see the answer you’re looking for?