Conference FAQ

Frequently Asked Questions

What are the official dates of the 13th Moravian Women’s Conference?
Conference attendees may check in beginning at 2:00pm on Thursday, June 20, 2019. The last event scheduled for the conference is Closing Worship beginning at 10:00am on Sunday, June 23, 2019.

Where is the 13th Moravian Women’s Conference located?
The Embassy Suites by Hilton in Winston-Salem, North Carolina is the location for the 2019 Conference. The Embassy Suites are part of the Twin City Quarter, located in the heart of downtown Winston-Salem and a complex that includes accommodations, restaurants, and meeting rooms.

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 opens on July 1, 2018. Early bird discounts end on Epiphany – January 6, 2019. Advance conference registration ends in late May 2019. 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?
You will be able to register (and pay your registration fee) online. There will also be a mail-in (printable) version that you can complete and mail to us along with your check.

I’ve heard the registration fee is lower than 2015. How can that be? 
The 2015 registration fee included three nights lodging at the all-inclusive conference center in northeast Maryland. The 2019 conference will take place in an urban environment that is basically the epicenter of the Moravian Church Southern Province. We anticipate many Southern Province women will choose to commute so have altered our pricing structure to reflect a registration fee with separate lodging arrangements. Once registration is officially open, attendees will be able to register for the conference and then, if needed, make their own hotel arrangements at discounted rates at the Embassy Suites in downtown Winston-Salem.

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.

I’ve got a group of four coming together and we want to room together also. How do we make sure we can room together?
Only one of you needs to make the reservation with the Embassy Suites. Be sure to tell them that there will be four of you in the room to receive the “quad” rate. You’ll need a credit card to reserve the room, but no charges should appear on your statement until you come to the conference and check in. Just be sure to let them know when you check in that you’ll need to separate your hotel bill. The hotel should be able to split your bill four ways (or two, or three) upon checkout.

I don’t have a roommate, but will need one. How can I arrange for this? 
Once registration is open, you’ll have the opportunity to let us know should you need us to help you find a roommate with which to split hotel costs.  We’ll ask some questions to facilitate compatibility and then connect you with your prospective roommate(s) so that you all can make the hotel reservation.

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 lodging, transportation, and miscellaneous expenses. You will be able to view, download, and print scholarship applications here once registration opens.  An online version of the scholarship form will also be available.  You’ll want to apply in a timely manner, as scholarships will be awarded on a rolling, first-come, first-serve basis.  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.

May I bring my family with me to the conference?
Sure! If they will be attending the conference and/or any of its events and activities, they will need to register for the conference and pay the appropriate registration fees. If they are simply accompanying you to Winston-Salem, but will not be attending conference events, they are welcome to stay with you at the Embassy Suites. There are a wide variety of attractions and activities in the greater Winston-Salem area.

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 will open July 1, 2018.

Getting to the Conference

Is shuttle service available from nearby airports?
Conference organizers have contracted with an airport shuttle service to provide transportation from Greensboro, Charlotte, and Raleigh airports at specific pick-up times for an additional per person fee, which will be payable DIRECTLY to the shuttle service. Shuttle service information will be available once registration is open.

What if I have to fly in to another airport?
The Greensboro (Piedmont Triad International) Airport is a short, 30-minute drive from downtown Winston-Salem and most national airlines fly in and out from that location. Charlotte and Raleigh are also possibilities, but are further away.  Though we offer you information about airport shuttles, you are responsible for your own ground transportation to and from Winston-Salem regardless of which airport you choose. Additional ground transportation options from various airports, including ride share, cars, and limo rental are also available, but again, you are responsible for making those arrangements. Groups traveling together may want to consider sharing transportation from airports.

I can’t afford to fly, but do not feel comfortable driving. Are there any other options?
You may want to check with other Moravians in your area about possible carpool or charter bus opportunities.

Navigating the Conference

What do I need to bring to the conference? 
Conference attendees from outside the local area will receive discounted lodging rates at the Embassy Suites Hotel. This is a full-service hotel, and one night’s lodging includes breakfast. The rooms include normal hotel amenities, with daily housekeeping service, if desired. Bring whatever items you might normally bring on a trip away from home. Most of the meeting rooms can be easily accessed from the sleeping rooms without needing to go outside. Some events will be at local churches, and attendees will be able to ride shuttle buses, drive with locals, or walk to those events, so you may need a light jacket should the weather be unseasonably cool.

What is the charge for parking at the Embassy Suites?
Conference organizers have arranged special rates for the duration of the conference. Those details will be available once registration opens.

I have special dietary needs. Who can I talk to about that?
The hotel banquet staff is happy to provide food necessary for most common dietary concerns. If you indicated this on your registration, we will communicate with them about your special needs.

Is the conference facility handicapped-accessible?
Yes, there are elevators and ramps located throughout the Embassy Suites.  Handicapped parking is located adjacent to the hotel.

How do I become a conference volunteer?
It takes many hearts & hands working together to pull off an event the size of the 13th 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!

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 the 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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