Conference FAQ

Frequently Asked Questions

What are the official dates of the 12th Moravian Women’s Conference?
Conference attendees may check in beginning at 2:00pm on Thursday, June 25, 2015. The last event scheduled for the conference is Closing Worship beginning at 10:00am on Sunday, June 28, 2015.

Where is the 12th Moravian Women’s Conference located?
Sandy Cove Ministries’ year round conference center rises majestically above the headwaters of the Chesapeake Bay in North East, Maryland. The physical address is 60 Sandy Cove Road, North East, Maryland 21901.

Can I come early or stay late? 
Your conference registration fee includes lodging for Thursday, Friday, and Saturday nights (June 25-27).  Sandy Cove is NOT available for additional nights’ lodging, which is the responsibility of the attendee.  There are several hotels in the North East area should you choose to stay there.

How do I join the conference Facebook page? 
Stay updated about all of the Women’s Conference news and announcements at http://www.facebook.com/MoravianWC. Another way to stay updated is to subscribe to our blog. Simply click the “Follow” box that appears in the right column of this page.

Attendance & Registration

When does registration open? When do early bird discounts end?
Registration opened on Epiphany – January 6, 2014. Early bird discounts end on Epiphany – January 6, 2015. (NOTE: Early bird discounts have been extended through Sunday, January 11, 2015.)  Advance conference registration ends on May 22, 2015. If you want to register after this date, please email moravianwomen@gmail.com to find out if space is still available.

How can I register to attend?
Registration is now closed. If you are still interested in attending, please email moravianwomen@gmail.com to find out if space is still available.

Can I fill out the registration form and pay later?
No, we ask that all attendees register and pay at the same time. You may register online and pay using a credit card, or you may mail your payment with your paper registration form to our conference registrar. The address for mailing appears on the printable form.

Can I change my workshops after I’ve already registered?
Please email us at moravianwomen@gmail.com to make any changes to your registration information.

I’ve had problems registering online. What do I do? 
If you have any problems during your online registration process, please call our registrar, Janice Wilson, at 336-945-3641. She will return your call as soon as she can.

Is there any financial assistance available?
A limited number of partial scholarships are available for U.S. and Canadian attendees on a first-come, first-serve basis.  Scholarships help defray the cost of the conference for those who might not otherwise be able to attend.  No more than two scholarships are given per congregation. Scholarship funds apply to the conference registration fee only. Attendees are responsible for their own transportation and miscellaneous expenses. You may view, download, and print scholarship applications here.  A fill-in application is also available that can be emailed to us.  Please apply soon, as scholarships will be awarded on a rolling, first-come, first-serve basis. The deadline for submitting scholarship applications has been extended indefinitely as funds are still available. We encourage you to apply for a scholarship prior to registering for conference.

Can I get a refund if I’m unable to attend?
Full payment must be received with your registration. No refunds are given. Registrations may be transferred to another attendee, using the following guidelines: The substituting attendee must provide a letter or email from the person whose place they are taking authorizing the substitution. The substituting attendee should pay the original attendee directly, since payment will have already been made to the Moravian Women’s Conference.

I’ve already registered but would like to now sign up for the charter bus (or the airport shuttle or buy a t-shirt). Can I do that?
We do have a special order form ONLY for those who have already registered and would like to add additional items such as the charter bus, airport shuttle, or t-shirts. You can access that online form here.

May I bring my family with me to the conference?
Sandy Cove is not a public facility and therefore, lodging, meals, and activities are only available to adult attendees with a paid registration. There are a few hotels located in North East, MD and there is plenty to see and do in the Chesapeake Bay area. Contact a travel agent or AAA to help you plan activities and day trips or visit the Northeast Chamber website for more information.

Can my husband/brother/other man attend the conference?
This particular conference is just for women. The only men attending the conference will be staff and special guests. Men are welcome to accompany attendees, but since Sandy Cove is not a public facility, lodging, meals, and activities are only available to conference attendees. There are a few hotels located in North East, MD and there is plenty to see and do in the Chesapeake Bay area.  Visit the Northeast Chamber website for more information.

Our women’s fellowship has some wonderful craft items we’d like to sell to conference attendees. How can we do that? The Share & Sell Market is THE place to show off your crafts and unique products to the Moravian Women’s Conference attendees during the conference. Registration for the Share and Sell Market closed on May 22. There is no more space available at this time.

Getting to the Conference

Is shuttle service available from nearby airports?
Limited airport shuttle will be offered for an additional per person fee, which will be available when registration opens. Shuttle transportation is only available from the Baltimore (BWI) and Philadelphia (PHL) airports and only at specific pick-up times (to be determined later). Those using the conference shuttle service will be asked to email their flight information to us at moravianwomen@gmail.com by May 21, 2015 to reserve shuttle transportation. We cannot guarantee shuttle service after that date.

What if I have to fly in to another airport?
If you are arriving from another airport or at a different time, you are responsible for your own ground transportation to and from Sandy Cove. Additional ground transportation options from various airports, including cars and limo rental are also available, but you are responsible for making those arrangements. Groups traveling together may want to consider sharing transportation from airports. Visit the Sandy Cove Transportation web page for details.

I can’t afford to fly, but do not feel comfortable driving. Are there any other options?
If you’d rather not drive to Sandy Cove, a charter bus will be traveling to Sandy Cove from the Winston-Salem, North Carolina area.  The bus will leave from the Salem College Fine Arts parking lot on Thursday, June 25 at 7:00am and arrive in Sandy Cove at approximately 4:00pm (this allows 9 hours, allowing for DC traffic and lunch).  Bus will leave Sandy Cove on Sunday, June 28 at 10:30am, arriving back in Winston-Salem at approximately 7:00pm. The cost per person is $100.00. You will have the opportunity to reserve your seat when you register for the conference. If you are not coming from the Southern Province, consider a carpool or check with other Moravians in your area for transportation options. NOTE: The Charter bus is now full. Please email moravianwomen@gmail.com to be put on a waiting list or explore carpooling options. 

Navigating the Conference

What do I need to bring to Sandy Cove? 
Conference attendees will be staying in the Chesapeake Lodge, which has a total of 150 guest rooms and suites, located on three levels (there are elevators!). Most rooms have a queen bed and two twin size beds to accommodate three people in their own sleeping space. There is free wireless internet (WI-FI) access throughout the Chesapeake Lodge. There are no TVs in the guest rooms, but there is a TV room off the front lobby. Amenities include bed and bath linens, soap and shampoo, AM/FM clock radio, iron and ironing board, independent temperature control and a telephone. Daily modified housekeeping service is provided which includes emptying trash, replenishing consumables (cups, soap, shampoo, tissues, toilet paper, ice bags), fresh bath linens and spot vacuum.

What is the charge for parking at Sandy Cove?
There is plenty of surface lot parking available free of charge at Sandy Cove.

I have special dietary needs. Who can I talk to about that?
The dining room staff at Sandy Cove is happy to provide food necessary for special diets. If you indicated this on your registration, we will communicate with them about your special needs. If you’d like to speak directly to someone at Sandy Cove about your special dietary needs, Please complete this form.

Is Sandy Cove handicapped-accessible?
Yes, there are elevators and ramps located throughout the Chesapeake Lodge. Some outdoor locations may be inaccessible due to rough or uneven terrain and the hilly landscape.

How do I become a conference volunteer?
It takes many hearts & hands working together to pull off an event the size of the 12th Moravian Women’s Conference.  We need dieners for our lovefeast, greeters and ushers for registration and our general sessions, and general conference volunteers. You may sign up to volunteer when you register to attend the conference.

What is the dress code?
Attire is casual. Feel free to be comfortable in slacks, shorts, t-shirts, sweaters, blouses, skirts, and, most importantly, comfortable shoes. We do recommend you dress in layers as temperatures in meeting rooms can vary. Bring a bathing suit to enjoy the pool, but remember, it should be a one-piece to abide by Sandy Cove’s dress code.

Can I use my mobile phone during the conference?
As a courtesy to presenters and other attendees, we ask that you kindly turn off your mobile phones during sessions and keynote presentations. Please quietly exit the room to attend to important phone calls.

Will my photo be taken during conference?
We take photographs during our conference for use in newsletters and promotional materials (to include Moravian Magazine), whether in print, electronic, or other media, including the conference website. By participating in this conference you grant the Interprovincial Women’s Board the right to use your name and photograph for such purposes.

Do you still have questions? Don’t worry, just email us at moravianwomen@gmail.com.

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