2025 Conference FAQ
FREQUENTLY
ASKED QUESTIONS
VGCOA Staff often gets conference-related questions that you might have, too! Take a look here and you just might find the answer to your question! Still have a question - reach out and ask!
REGISTRATION QUESTIONS
How much does the conference cost?
CURRENT EARLY BIRD RATE UNTIL MARCH 21, 2025
FULL REGISTRATION: $175
ONE DAY REGISTRATION: $105
SPEAKER REGISTRATION: $150
SPEAKER ONE DAY REGISTRATION: $90
STUDENT: $90
​
How do I buy a ticket?
You can purchase tickets on our website.
​
How much does it cost to attend?
Pricing is listed on the main Registration Page. Conference rates are currently priced at the Early Bird rate, but will increase on March 22, 2025
​
Where will the conference be held?
The conference will be held at the Williamsburg Lodge in Williamsburg, Virginia. All venue information can be found on the Lodging & Travel page.
Williamsburg Lodge
310 S. England Street
Williamsburg, VA 23185
​
How do I attend the conference?
To attend the conference you must first purchase a ticket. Attendees must also make their own hotel accommodations if planning to stay at the hotel.
​
All sessions will be hosted in person. There is not a virtual or hybrid option.
​
How do I make hotel accommodations?
Hotel accommodations can be made by individual call-in or here no later than April 10, 2025 to secure the VGCOA rate. Reservations made after this date are subject to the availability of the hotel and their current rates.​
​
Conference Rate: $239/night
​
What qualifies me for the Student rate?
The Student Registration rate is reserved for individuals who are currently enrolled in a full-time undergraduate or graduate university program. It is also available to those who a 2025 graduate. Students may be asked to provide supporting information. The Student Registration rate is intended for those who are fulltime student and those who are not working professionals. Pricing is listed on the main Registration Page.
What qualifies me for the Speaker rate?
This rate is available to those individuals who are presenters in one of the conference sessions. If you are a speaker and only attend your session during the conference, you do not have to pay but must still register. Please contact Conference staff for more information.
​
Registration
How should I register if I am purchasing tickets for multiple people?
Please register each person individually and be sure to use THE ATTENDEE'S email address when completing the registration process. This is imperative as we use this to communicate with conference attendees before and during the conference.
​
Please complete an individual registration for each person and choose MANUAL PAYMENT at checkout. Please contact Conference Staff for an invoice for the total of tickets purchased. IMPORTANT - Please indicate the first and last names of each person you registered in your email.
What happens if I need to cancel my registration?
Please contact VGCOA Staff immediately. Please note, you will be charged an administrative fee per the Cancellation Policy.
What is the Cancellation Policy?
Registration can be refunded in full, minus a $50 processing fee, if requested in writing by Monday, April 14, 2025
Registration can be refunded at 50% if requested in writing by Tuesday, April 29, 2025.
​
Can I transfer my registration to someone else?
Conference Registration is fully transferable until Monday, May 12, 2025. Please contact VGCOA staff directly to do so.
What is the last day to register for the conference?
​Tickets are available through the duration of the conference.
​
Why am I asked for certain personal identifiers on my conference registration?​
-
Emergency Contact - We hope we don't have to use this information, but in case of an emergency we need to be able to contact someone on your behalf.
-
A cell phone number for the attendee during the conference - Often attendees list their office phone as a phone contact in the registration process and when you are onsite there may be a time sensitive issue that we may need to contact you about immediately. Your cell phone is the best way to do that.
​
What meals are included in my conference registration?
Monday - Continental Breakfast, Buffet Lunch
Tuesday - Continental Breakfast, Buffet Lunch
​*Dependent on conference sponsorships morning and afternoon snack breaks will be available on Monday and Tuesday.
​
​
Payment
What are payment options?
You can pay online with a credit card or pay by check.
All checks should be made payable to, Virginia Association of Area Agencies on Aging
Please indicate 2025 VGCOA on the memo line.
All checks can be mailed to:
VGCOA â„… V4A
Attn: VGOCA 2025
PO Box 636
Richmond, Virginia 23218
​
What if I am paying for more than 1 attendee?
Please contact Conference staff if you would like to receive a consolidated invoice. Payment must be received before the conference.
​
Do you accept payments by check?
We certainly do. Please choose manual payment at checkout. All checks should be made payable to Virginia Association of Area Agencies on Aging. Please indicate VGCOA 2025 in the memo line.
​
All checks can be mailed to:
VGCOA â„… V4A
Attn: VGOCA 2025
PO Box 636
Richmond, Virginia 23218
​
​
Parking
​
Is parking included in my conference registration?
No. There is no parking pass included in your conference registration.
​
What are the parking costs at Williamsburg Lodge?
-
Complimentary EV Charging
-
On-site parking, fee: 25.00 USD daily
If you are staying at the Williamsburg Lodge or one of their properties they will provide you with parking instructions upon check-in.
If you are only attending one day or driving in each day, you are considered a “guest” are able to park anywhere that is designated “hotel parking” - please see Parking Options listed below.
​
Attendees can utilize PASSPORT PARKING APP to pay for parking in designated paid areas throughout the Historic Area.
​
Hotel Address & Contact Information:
Williamsburg Lodge,
310 S. England Street,
Williamsburg, VA 23185
​
More Information About Parking & Transportation In Williamsburg
​
ADDITIONAL PARKING OPTIONS
Prince George Parking Garage
230 N. Henry St, Williamsburg, VA 23185
Daily rate of $12.00
No overnight parking!
Free Street parking is available
​There are other parking options throughout the Historic Area, interactive map
​
Other Conference Questions
Will there be a virtual or hybrid conference option?
No, all sessions will be hosted in-person only.
​
What are your COVID protocols?​
There is an inherent risk of exposure to COVID in any public space and exposure is possible despite following all recommended guidelines. Protocols will remain consistent with CDC recommendations, as well as any current state regulation at the time of the conference. All conference attendees will be expected to follow all local and state public health mandates and on-site guidelines.
​
Currently, Virginia does not require proof of vaccination and does not have a mask mandate.
​
By attending VGCOA 2025, you are assuming all risks related to exposure to COVID-19. APA Virginia will not be liable for any real or perceived exposure to COVID-19 or other transmitted conditions.
If you do not feel well or have been exposed to someone with COVID within 14 days of attending the Conference, please stay home.
​
Any questions or inquiries can be directed to VGCOA Staff
Martina James, Gillian Saul, Eldon James
​
**Please check back as FAQ page may be updated ​
​