Frequently Asked Questions

1. How do I register for the EcoFarm Conference?

Online registration is the quickest way to reserve your space at the conference. Everyone must register and pay individually. Register Onsite when Online registration closes.

If you want to pay with a check, please print and fill out our registration form and mail or fax to event managers PlanIt Now. Download the PDF registration form here or use the forms in our printed agenda, one per person, please.

Include full payment by credit card number, check, or money order payable to EcoFarm; mail or fax to:

PlanIt Now LLC, event manager
11140 Rockville Pike, Suite 100-292
Rockville, MD 20852
P: 240-552-9195
F: 866-291-0711
ecofarm@planitnow.com

Registrations postmarked by December 4, 2016 will receive the early registration discount.

Contact email addresses are REQUIRED for confirmations from mail and fax registrations as hard copy confirmations will NOT be sent.

2. How do I know my reservation is confirmed?

You will receive an email at the address you provided during online registration (or via your paper registration form), after completing your registration and payment.

3. Can I register more than one person at a time and make just one payment?

No, everyone must register and pay individually. Group registration is available for qualifying groups of 20 or more by prior approval. If you are interested in registering your group, email your request to conference@eco-farm.org

4. Does the conference sell out?

We sell out early on meals, lodging, and the bus tour. We will close choices down on the online registration form as we sell out. Waitlists may be available for some items or programs.

5. What if I have to cancel my registration?

All cancellations must be requested in writing. To cancel your registration, send an email to ecofarm@planitnow.com, or write to:

PlanIt Now (event manager)

11140 Rockville Pike, Suite 100-292

Rockville, MD 20852

PlanIt Now will confirm your cancellation by email. You may also reach them by phone at 240-552-9195. The refund amount you are eligible for changes as the conference approaches; please see the table below for important registration dates, including dates for specific cancellation fees.

IMPORTANT REGISTRATION DATES
October 26 – December 4, 2016	Early registration discount available
December 5, 2016 – January 23, 2017	$20 Fee for lodging change
October 28 – December 18, 2016	$55 Cancellation fee
December 19, 2016 – January 9, 2017	50% Cancellation fee
After January 9, 2017	No refunds
January 16, 2017	Online registration closes
January 25, 2017 at 7am	Onsite registration opens at Asilomar in Surf & Sand building

6. If I am eligible, when and how will I receive my refund?

Eligible refunds will be issued through credit card or check, based on your original method of payment, and in accordance with the refund policy, as soon as possible.

7. Can I request a specific person(s) to room with?

Yes. Registered spouses, partners and friends must request each other to be assigned to the same room. All requested roommates must be registered for the same package and lodging nights. Please indicate your roommate(s) request during online registration or complete the Roommate/Room Request on the mail-in registration form. You may request up to three roommates (in a Triple/Quad room).

Lodging choices with specific roommate requests will be held for 4 days to allow the requested roommate(s) time to register. Roommates of the same gender will be assigned for all attendees who register for Asilomar lodging in a shared room but do not specifically request a roommate preference.

8. My spouse/partner and I are in a double room but we would like only one bed, how can we make that request?

You and your spouse should each register for the a double room at the conference. Please use the Roommate/Room Request(s) comment field to indicate if you’d prefer one or two beds in your double room. While we cannot guarantee lodging in specific rooms, we will make every effort to honor your request. Early registrations receive priority.

9. Can I share a room at Asilomar/Pacific Gardens/Deer Haven with my spouse or partner?

Lodging at Asilomar is reserved for conference attendees only. If your spouse/partner plans to travel with you, but not register for the conference, please register yourself for lodging at Pacific Gardens or Deer Haven, as these two offsite motels offer single or double occupancy for one price. In addition, there are several other motels in the neighborhood where you may make your own lodging arrangements.

10. How do I request a specific room at Asilomar, Pacific Gardens, or Deer Haven?

Include this in the Special Needs/Room Request(s) field when you register online. While we cannot guarantee your request will be honored, we will make every effort to accommodate you. Priority is given to early registrations.

11. What do I do with my luggage if I arrive before check-in time?

Attendees arriving early to Asilomar may store their luggage in the lobby near Guest Check-in. Note, however, this area is unsecured.

Deer Haven and Pacific Gardens will also hold your luggage until your room is ready for check in.

12. What if I am not able to check-in on time, but I plan to arrive late and stay for the remainder of the conference?

Please contact Asilomar’s Front Desk, 831.372.8016, as soon as possible to let them know of your delayed arrival. We will hold your lodging reservation. Please read the No Show Policy below.

IMPORTANT! READ OUR NO SHOW POLICY...

Your paid and confirmed lodging reservation is guaranteed only until 10:00 am the following morning after your check-in date. If you do not check-in or call in advance, advising us of your delayed arrival, your lodging will be cancelled for the remainder of the conference, and no refunds will be granted.

13. Can I buy meals separately at the conference?

Pre-purchasing meals is necessary for those registering without lodging in order to guarantee your meals at the conference. A limited number of meals may be available for purchase onsite, but if you want to ensure that you receive meals, PLEASE purchase them online as a part of your registration package. Come feast with us!

14. Can I bring my spouse and/or child to the conference?

Yes, you are welcome to register your spouse and/or child for the conference. Lodging at Asilomar is reserved for conference attendees only. If you and your spouse both plan to attend the conference, you are welcome to register with lodging at Asilomar. Your child is also welcome at Asilomar at an additional charge of $90 per night, which includes lodging and meals. Please contact PlanIt Now to include your child on your registration.

If your spouse/partner does not plan to register for the conference and plans to travel with you to Pacific Grove, please register yourself for lodging at Pacific Gardens or Deer Haven, as these two offsite motels do not charge additional fees for those not registering for the conference. In addition, there are several other motels in the neighborhood where you may make your own lodging arrangements.

Speakers and sponsors may contact EcoFarm directly to inquire about the possibility of special arrangements.

15. Is childcare available during the conference?

Child care is available for $50/day or $100 for the full conference. Children must be 30 months or older, and must be out of diapers. Hours are Thursday & Friday: 8:15am-5:30pm (closed during lunch); Saturday: 8:15am-12:00pm. In addition, please bring books, toys, and other materials for your child. Contact PlanItNow to include your child and child care payment with your registration.

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