Hawai`i Summit Frequently Asked Questions

 
 

IMPORTANT PRESENTER INFORMATION
•         Each presenter is responsible for their own expenses, including travel, meals and lodging.

•         Upon acceptance, each presenter is required to register for the Summit; presenters will receive a 50% discount on registration fees.


When and where will this year's Hawai’i Summit be held?
•         The Summit will be held at the Hawai`i Convention Center in Honolulu, Hawai`i, located at 1801 Kalakaua Ave, Honolulu, HI 96815. This year the Summit
takes place April 8th-April 11th, 2024. Affiliated trainings are scheduled for April 7th, 2024.


What is the dress code?
•         The dress code for the Summit is business casual. Please check local weather when planning &  packing for this trip.
•         Rooms in the Convention Center tend to run cold so remember to bring a light jacket.


What will the weather be like in April?
•         The average maximum daytime temperature in Hawai`i in April is a warm 81°F with low heat & humidity. The average night-time temperature is usually
a comfortable 66°F. There are usually 8  hours of bright sunshine each day, which represents 64% of the 13 hours of daylight. Expect 16mm (0.6 inches)
of rainfall throughout April. The average sea temperature in and around Hawai`i in April is 75°F.
 
Who should I contact for:


How much is registration? 
Registration rates are available here: Registration Rates


Are there any discounts available?
We offer discounts for military members (20%), students (10%), presenters (50%), Kama`aina (5%), and groups of 5 or more (10%). Please be prepared to provide proof upon registering (student ID, DOD affirmation).

  • Discounts cannot be stacked. Discounts only apply to the Registration Admission and are not eligible for the Affiliated Trainings and or Optional Items.

You can volunteer during the summit to earn discounted registration fees. Volunteering for 5 hours grants you 1 day of session attendance! Please
contact Krystal Baba to get started with your volunteer application at KrystalB@ivatcenters.org. Volunteer roles are filled on a first-come, first serve basis.

 
What do volunteers do?
•         Monitor sessions
•         Registration check-in
•         Scan attendees in & out of sessions
•         Help in the office
•         Take raffle tickets at Networking & Awards Luncheon
•         Summit set up and take down
 
Can I register for an entire group?
•         Yes! One person can register their group! You must register all group members at once, in order to take advantage of our group rates. By registering
together, only one processing & handling fee will be applied.
•         Please remember to choose all the sessions that your attendees want to go to. This including our Networking & Awards Luncheon.
The Luncheon is included in most registrations  at no additional fee (see below), but MUST be chosen during the registration process. The registration is
not complete until you accept our Terms & Conditions, process your payment, hit finish and have a confirmation number.
•         Enter everyone's individual email address so that they can get updated information, such as a session cancellation, badge or payment information. As
the group leader, you will receive the same  email.


What does my registration include? 

•         Full Summit registration includes: 
•    Coffee, Juice, Fruit & pastries Available Each Morning
•    Highly Engaging Sessions with Experienced and Cutting-Edge Speakers
•    Networking & Awards Luncheon -Registrations that include WEDNESDAY ONLY
•    Optional items (CEs, Printed program, Affiliated Trainings) are listed as add-ons and must be purchased separately.


I'm presenting a poster; what do I need to know?

  • Posters must be submitted through our website: 

  • You will receive an acceptance letter once our review committee has had an opportunity to thoroughly review your submission.

  • Poster presenters are required to follow these instructions to confirm their acceptance: 

    • Return your signed confirmation letter.

    • Register and pay any fees due.

    • Submit your affiliation or any missing information for you and any co-presenters. Co-authors not in attendance do not need to register.

    • Co-presenters who will be on-site need to register and submit payment.

  • Poster dimensions: 3’ H x 4’ W. Tables for tri-fold poster boards will be provided by IVAT. Your assigned place among the tables will be indicated on a list available in the Program as well as on a  sign at the Poster Session. It is recommended that a copy of your abstract (200 words or less) in large typescript be posted in a prominent place on the tri-fold poster board. You may be as creative  as you wish with the design of your poster presentation. Your poster should be self-explanatory, so that you are free to supplement and discuss various points raised by other Summit participants.

  • Posters are to be removed after the Poster Session, from 7:00PM-7:30PM. IVAT/Honolulu  Convention Center are not responsible for removing or storing posters. They will be discarded if left after the session.


What payment methods do we accept?
•         Credit Cards (3% processing & handling fee applies).
•         Visa
•         MasterCard
•         Discover
•         American Express
•         Diner's Club
•         If you need an invoice sent to your Finance Office, a $40 fee will be applied to your registration. To pay via check, please include $30 processing &
handling fee and email  to receive your code. For purchase orders, please include $40 processing & handling fee and email  to receive your code.
• Purchase order requests & check payments need prior approval.


I just want to attend one session. Is that possible to do without registering for the Summit? 
•         Individuals wanting to participate in one session must register & pay for a one-day pass for that  day; IVAT does not allow unregistered attendees to
come to sessions or other Summit events.
•         Session presenters, poster presenters, volunteers, planning committee members and staff are required to register. This allows us an accurate count for
room setup and helps to ensure only those registered are in attendance at any given session.
 
Is there a Summit hotel?
•         IVAT is holding a room block at the DoubleTree by Hilton Alana Waikiki. Located at 1956 Ala Moana Blvd, Honolulu, Hawai`i 96815, our Summit hotel is
located approximately ½ mile from the  Convention Center.
•         With rates starting at $185++, they are sure to sell out! Make your reservation now in order to take advantage of these rates!
 
I would like to share a hotel room with someone, but I do not have a roommate. Could the summit organizers assist me?
•         Summit organizers do not match roommates.
 
Are travel grants made available to participants from developing countries?
•         Unfortunately, we are not in a position to offer such grants.
 
I am an overseas participant and need a letter of invitation before I can receive my visa. What is the procedure?
•         Please contact Chelsea Hill at ChelseaH@ivatcenters.org to request an invitation letter. IVAT reserves the right to refuse to provide invitation letters for
attendees. Please note that IVAT does not give any further support to the visa application process. Obtaining a visa remains the sole responsibility of
the participant. Regular deadlines apply, regardless of whether your visa was granted or not.
 
Is there funding available to help with scholarships or travel costs?
•         IVAT is unable to assist with travel costs at this time. The Office for Victims of Crime Training and Technical Assistance Center offers Professional
Development Scholarships. Please visit their website to review their requirements.
 
What services are available for ADA needs and requests?
•         IVAT encourages persons with disabilities to participate in our programs and activities. Please contact Chelsea Hill at ChelseaH@ivatcenters.org no later
than March 1, 2024 to request ASL interpreter services or other accommodations for special needs. We will do our best to  accommodate your needs.


Will I receive a certificate to document my attendance?
•         You will receive an overall evaluation, sent to you upon completion of the Summit,  at  the email address you provide upon registration. If you do not
receive the overall evaluation within 7 days following the Summit, please contact Arianna Yunker at AriannaY@ivatcenters.org. Your certificate of
continuing Education will be sent to you from Registration@ivatcenters.org within three weeks following the summit. There is a fee for a continuing
education certificate of $90-$100 pre-registration or $110 onsite.
•         A certificate of attendance will only document the dates of the event, the continuing education certificate will document your actual hours that you
attended the event.


How can I submit a proposal to present a workshop at the Summit? 
•         We are no longer accepting proposals and cannot honor requests for late submissions. At the completion of one event, we begin planning the next
annual event. Please check the IVAT website at  regularly for information on submission information.

How do I confirm my participation in the Summit?
•         To secure your place in the Summit program, presenters must register by the early bird deadline.
•         Proposal submitters: Upon receipt of your proposal submission acceptance, you are required to confirm by: 
•       Returning your signed confirmation letter.
•       Registering and paying any fees due.
•       Submitting your bio/abstract/AV needs or any other missing information for you and any co-presenters. 


Do presenters have to pay Summit registration fees?
•         Yes. All summit presenters are required to register for a minimum of the day their session is scheduled. IVAT offers a 50% discount on Summit
attendance to all presenters. You will receive your discount code with your confirmation letter.
•         All presenters and co-presenters are required to register by the early bird registration deadline in order to access discounted rates. 


How do I add a presenter to my session?
•         Any co-presenters should be listed on the submission at the time of application. Co-authors are also to be listed, but either can be added via email, to
Chelsea Hill ChelseaH@ivatcenters.org. Co-presenters in attendance must register, however, coauthors not in attendance do not. Your co-presenter is
not considered registered until his/her registration fee is paid and you have proof of payment!
•         Names and affiliations will appear in the Summit program exactly as they appear in the confirmation letter you are required to sign  and return.


What audio-visual equipment is provided?
•         Rooms for all sessions except poster sessions are equipped with a head table or a podium. Laptops, screens, projectors are not automatically included,
please let us know your needs and we will do our best to accommodate.
•         We strongly recommend that presenters bring their presentations on a portable drive or bring their own laptop. If you are using a Mac, please bring your
adapter. We cannot guarantee proper connections on any equipment.
•         Wireless Internet access is NOT available.


Where can I sign up to purchase an exhibit booth or print ad?
•         Contact Sonora Eribez at Sonora@ivatcenters.org
 

How can my organization become a summit sponsor?
•         Sponsorship opportunities are limited, so act today. To become a sponsor and for more information, please contact Chelsea Hill at
ChelseaH@ivatcenters.org.


Can I advertise in the summit program?
•         Yes. Copy and payment must be received by April 1, 2023.  Please contact Carla Valenzuela at CarlaV@ivatcenters.org. Rates vary, please email Carla
today!
 


What are the Exhibit Hall hours?
•         Monday, 1:00 PM–4:00 PM
•         Tuesday, 7:30 AM–5:00 PM
•         Wednesday, 7:30 AM-5:00 PM (closed during Awards Luncheon, 12:00 PM - 2:00 PM)
•         Thursday, 7:30 AM–12:00 PM

 

Why should I attend the 21st International Hawai`i Summit?
•         Learn New Strategies and Techniques. This year's Summit offers more than 90 educational programs and workshops. Return to your organization
energized and armed with new and innovative techniques and strategies to benefit you and the demographic you serve!
•         Strengthen Your Network. Learn from the thousands of your colleagues attending the conference as you meet and discuss in between sessions, on the
exhibit hall floor, or while exploring Honolulu. You will be able to rely on your growing network of like-minded service providers when you’re back in the
office and struggling with a challenging scenario.
•         Connect with Vendors. Get a leg up as you talk with vendors and preview new products and services in the exhibit hall. Nearly 100 vendors will display
their services in Honolulu, including local jewelry makers, self-care providers, and much more.
•         Join the Planning Committee! Newer members, you're not alone. Our Planning Committee is a diverse group of people wanting to help coordinate our
next Summit, review and score submissions, suggest speakers to invite or topics to focus on, chairing a workshop or other on-site help. Contact
Alexandra Waddell at AlexandraW@ivatcenters.org for more information on the Planning Committee.


Additional information:
•         Our Summit is 4 days, with 13 breakout sessions in each time slot, with over 100 sessions.
•         Registration will take approximately 20 minutes to complete.
•         You are welcome to review our sessions prior to beginning your registration.
•         In order to register you will need: your list of requested sessions, email address and payment information.
•         If you are not prepared to submit credit card information, please stop now and return when you  have that information available.
•         If you need information on our rates, please visit the fee page.
•         If you need prior authorization before registering, visit our fee page and FAQ sheet. This will  answer some questions you may have. We accept purchase
orders & checks, but you must have prior approval first.
•         Please email  for more information.
•         When registering, please use a working email. If you opt out when registering, you will not receive a receipt, nor will you receive the evaluation needed
in order to access your certificate (of attendance or continuing education credits) after the Summit.
•         Affiliated Trainings: The Journey of Forgiveness; Destination Peace, MEGA♪ Risk Assessment: Specialized Training for sexually aggressive youth, Ages
4-19, and Spousal Abuse Risk Assessment (SARA) v3 are not included in Summit registration and require a separate fee. 
•         All Affiliated Trainings are one-day workshops that must be attended in their entirety.
•         MEGA♪ Risk Assessment is the only virtual training that is being offered with the Summit. 
•      Continuing Education credits are offered at the Summit. Hours are tracked using our scanning system. You will only be awarded hours based on the
times you are scanned in and out of our system. In short, if you did not scan in AND out, you will not receive credit.
•         If you received a registration code, you will enter that on the last page of registration. There you will see any registration reductions once you hit apply.
CEs and Affiliated Trainings are not eligible for discounts. If you purchase a printed program, you will receive that when you check-in at registration.
•         We offer discounts to presenters, students, military members, Kama`aina, and groups of 5 or more. You will need to present proof you qualify for said
discount.  This should be emailed to  Military members will need to sign an affirmation and be prepared to show military id onsite.
•         In order to qualify for our early bird or advanced discounted rates, both registration and payment  must be received and posted in our office by the
above-mentioned deadlines.

​COVID-19 Policy

The Centers for Disease Control and Prevention (CDC) now recommends that individuals wear a mask indoors in public areas when community levels are high.

When work/training locations are not in areas identified as high community transmission, attendees and summit staff/volunteers are not required to wear a mask. IVAT will monitor updates on community transmission rates for each location and update these guidelines as necessary.

As a reminder, while IVAT strongly encourages attendees and summit staff/volunteers to get vaccinated against the coronavirus, we do not require anyone to be vaccinated.

Attendees and summit staff/volunteers may also continue to follow masking and physical distancing protocols if they so choose, and all are expected to be supportive of their choices.

Please see the NIH and CDC websites for more information on COVID-19 guidelines.

Thank you for continuing to respect each other as we continue to move through the pandemic.

IVAT is not responsible and cannot guarantee a refund for problems beyond our control such as COVID-19 related cancellations, health issues, weather conditions, travel difficulties or bans, etc.

Translation/Interpreters & Special Accommodations

In compliance with the Americans with Disabilities Act, we will make every reasonable effort to accommodate your request. Spanish-speaking and hearing-impaired Summit attendees (Plenary and selected Breakout Sessions) and anyone else needing special accommodations, please contact our Meeting & Event Manager, Mark Yunker at 858-527-1860 ext. 4550 no less than 30 days prior to the Summit to allow ample time to meet your requests.

Grievance Procedure

Please review IVAT's grievance procedure here.