Frequently Asked Questions (FAQs)
Click here to download a PDF version of the FAQs document
Answer: Yes, you must have a U.S. Passport to travel to Cancun, Mexico. If you do not have your passport or need to renew, please apply for one as soon as possible – Routine: 8 to 11 weeks or Expedited: Costs an additional $60 and takes 5 to 7 weeks. Visit Renew my U.S. passport (state.gov) for more information.
Please make sure that your airline ticket has your name exactly how it appears on your passport.
Answer: You must attest upon registering that you are fully vaccinated and up to date (booster, when eligible) for COVID and show proof at onsite registration.
Answer: Yes, once you've completed your registration, you will receive a link to request a free PCR Test be sent to you.
Answer: Yes, the hotel will provide a free COVID test 24 hours prior to departure from Cancun.
Answer: You are responsible for all the above. We strongly recommend all participants consider purchasing both travel/health insurance to cover the period of your stay in Cancun, Mexico. Health insurance options are included on the registration website (see below).
Additionally, the hotel offers COVID insurance coverage in case you are affected by COVID during your stay at the rate of $4.00/per day per room. For example, the cost of the hotel COVID insurance for a 4-night stay, would be $16. This add-on hotel COVID coverage allows you to stay at the hotel during the quarantine period for just $10.00 inclusive per day.
Answer: We are asking our GFs to be honest and accurate regarding their COVID exposure. If you’re exposed to someone that has symptoms or a confirmed positive Covid Test, please take a Rapid Test the day before you leave for your trip to Cancun. If you test negative, please bring those results with you. If you are unable to schedule a Rapid Test or your Rapid COVID test is positive, PLEASE STAY HOME!
Answer: All the staff are fully vaccinated and frequently tested. We have dedicated staff assigned to only our group to maintain the highest safety standards, for the duration of our stay.
Answer: No, we do not. However, we do recommend nonstop flights where available. Book as early as possible to receive the best rates especially in our major United States Hubs.
Answer: Yes, the registration website provides complete transportation details
Answer: The host hotel is an all-inclusive resort, i.e., food/alcohol at all hotel restaurants and room service, except for the AAA Five Diamond restaurant, which has an additional fee. However, ALL COSTS associated with the Thursday Welcome, Friday Evening Event, Saturday BF and GF Luncheons, Saturday Night Event and the Farewell Breakfast is paid by the Host Chapter per our National Bylaws.
Answer: No, we are the only booked group in the hotel.
Answer: The Conclave room rate (single/double occupancy) per night is $445 plus $1.60 sanitation tax and $4.64 COVID-19 hotel insurance (May 12-15). The extended room rate per night is $560 plus $1.60 sanitation tax for all other days (three days prior and three days post Conclave). Processing (credit card) fee of 3.95% will apply.
Answer: No. You must stay onsite at the host hotel, to participate in the 87th National Conclave in Cancun, Mexico. The hotel will only allow their registered guest on the property.
Answer: Yes, the spa is 40,000-square-feet and is recognized with a prestigious Forbes Travel Guide Four Star Rating. All registered GFs will receive information to schedule appointments prior to arrival.
Answer: Several incidents took place in the Quintana Roo area. Fortunately, our hotel/resort is private, and there is security presence in and around the area. Safety is their number one priority.
Answer: Check your SPAM first. If you do not see it, please email Eventsibles at firstname.lastname@example.org indicating you haven’t received the registration email. Provide your name and a valid email address. You will receive a response from Eventsibles within 48 hours. Please add email@example.com to your safe senders list.
Answer: No, the Conclave 2022 Business Meeting is currently scheduled as an in-person event and a virtual option is not available at this time.
Answer: Currently, the National Executive Board has not put a “cap” on Conclave 2022 participation. Based on our September 2021 survey, we are expecting 625 attendees. If there is any change to that number, you will receive an email directly from the National President.
Answer: Yes, we are planning for onsite vendors.
Answer: Eventsibles, Inc. is a full service meeting and event planning company . Eventsibles is the selected event planning and online registration partner of The Loudoun County Chapter for the 87th National Conclave. You will see a charge from "Eventsibles" on your credit card statements for your registration and lodging fees. Should you have any questions about these charges, please contact Eventsibles at firstname.lastname@example.org or (678)254-3254.