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ROCH FAQ 2017-06-04T21:42:53+00:00

RollingRoch

The information in this FAQ will help you prepare for your attendance at Roll on Capitol Hill. Please take time to review if for the following details:

View/Download ROCH FAQ PDF or View FAQ Below

The dress code for Roll on Capitol Hill 2017 is smart casual for the Sunday reception, Monday education meetings and Wednesday closing breakfast. Be comfortable! Tuesday is the Hill visit day where you will be meeting with Congressional staffers and members of Congress during the day and attending the Congressional Awards Reception in the evening so smart casual attire is suggested. Please stay away from T-shirts and jeans, but remember that it will be a long day on the Hill followed by the reception in the evening so plan for attire that is comfortable. United Spinal staff will be in business attire.
If you need to cancel part or all of your participation at ROCH 2017 please notify Alexandra Bennewith immediately, ideally by May 11 to allow time for a replacement to be identified and confirmed. Any cancellations received following May 11, 2017 may incur cancellation fees for your hotel stay.

United Spinal will reach out to chapter and support group leaders about Hill visit scheduling. A Hill visit scheduling consultant will be available to assist you with arranging Hill visits. Detailed information to help you get around DC will be provided closer to the event. In the meantime, if you have any questions, please contact Alexandra Bennewith, VP, Government Relations, United Spinal Association at abennewith@unitedspinal.org or (202) 556-2076, extension 7102.

United Spinal will reimburse up to $350 of travel and ROCH-related expenses for each registered attendee. Expenses that will be reimbursed include: flight, train, mileage, tolls, ground transportation, and parking. Attendees traveling with a personal care attendant may also qualify for reimbursement of the PCA’s travel expenses (up to $350).

The sponsors of Roll on Capitol Hill 2017 will be exhibiting throughout the event. Their support of ROCH makes the event possible. Please do spend time with each of them to show your support and learn about their products and services. Each ROCH attendee will receive an Expo punch card. Exhibitors will punch the card when you visit their table; turn in completed punch cards to be eligible for a prize.

United Spinal will cover room and tax charges for the nights of June 11, 12 and 13, 2017. Accommodations for a PCA are included when the PCA shares hotel accommodations with the registered attendee. All hotel reservations for ROCH (including extended stay) will be made via an online registration and hotel form. The link to the form will be sent with your acceptance materials. Once you complete the form, Abby Schrum or Sarah Laucks from Meeting Well will contact you to review the details of your reservation including accessible room, parking and equipment needs, as well as any questions. Official hotel confirmation letters will be sent the week of May 22. Please note that due to a limited number of rooms, both standard and accessible, not everyone who registers for ROCH is guaranteed a room.

If you would like to extend your stay in Washington, DC, please share that information on your registration form. A member of the Meeting Well staff will confirm availability and rate with you. Additional nights will be at your own expense.

Note that any cancellations received after May 11, 2017 may incur fees due to the cancellation of your hotel room. Fees may also apply if you make a change to your arrival or departure date that causes the cancellation of one or more hotel nights. Plan your trip carefully!

Accessible rooms are available with roll-in showers or tubs. Accessible rooms will be assigned based on the needs of each attendee as well as in the order reservations are received. If you will need an accessible room for your stay you are strongly encouraged to complete your hotel reservation early.

To ensure correct equipment is in place attendees are strongly encouraged to bring their own equipment (no baggage fees apply to equipment on flights). If you cannot bring your own equipment, please indicate your needs on the registration form and we will coordinate equipment for you. A member of the Meeting Well staff will follow up to confirm exact details. If you plan to use a Hoyer Lift in your room please be sure to communicate that information on your registration form. Most hotel beds do not have under-bed clearance. Arrangements will be made to ensure you can use the Hoyer Lift in your hotel room.

• April 11: Finalize your travel arrangements. If flying book your flight by this date.
• April 18: Deadline to register for ROCH and to reserve hotel accommodations.
• May 11: Cancellations received after May 11 may incur cancellation fees.
• Week of May 22: Hotel confirmations letters sent to attendees. Letters will provide the name and address of your hotel; arrival date; departure date; room details; special notes; parking details; and your confirmation number.
PCAs attending ROCH with a registered attendee will receive a name badge and meals that are part of the ROCH meeting schedule. PCAs will attend Hill meetings with their registered attendee.

For general questions about Roll on Capitol Hill contact: Alex Bennewith, VP, Government Relations United Spinal Association Office: 202-556-2076, extension 7102 E-mail: abennewith@unitedspinal.org

Hotel and Travel questions contact one of the following: Abby Schrum, CMP, Senior Meeting Planner, Meeting Well Office: 717-818-4127 Email: abby@meetingwell.net 4

Sarah Laucks, CMP, President, Meeting Well Office: 717-497-4305 Email: sarah@meetingwell.net

The advocacy work we will accomplish at ROCH 2017 is critical to the mission of United Spinal Association. As a result the organization covers the costs for attendees. Any help that you can provide in raising funds for the event is much appreciated. Attendees who raise $350 or more in funds to support the event are eligible to have their registration fee reimbursed. Please see below for details.

Registration Fee: The Registration Fee for ROCH 2017 is $150 per attendee. There is no charge for PCAs when they attend the event with a registered attendee (one PCA per attendee).

1) Attendees should submit only one reimbursement form including expenses for PCA.

2) If single attendee, submit bills only up to $350.00, with PCA up to $700.00.

3) Copy of Registration payment.

4) In case PCA traveling to ROCH separately, it would need approval of ROCH Program Manager.

5) Complete reimbursement form, distributed to attendees after ROCH, with copies of receipts.

6) Only one PCA per attendee.

Registration Fee Reimbursement Details and Process: Attendees who raise at least $350 in support funds for ROCH will be reimbursed the $150 registration fee. Attendees must first complete the online registration including payment of the registration fee. You are eligible for reimbursement once the registration fee is paid and the support funds have been raised and submitted to United Spinal. A registration fee reimbursement form must be completed and signed by your chapter/support group leader.

Grand Hyatt Washington is the host hotel for ROCH 2017. The following schedule is provided to assist attendees with travel arrangements and expense budgeting. Any meals not listed on the schedule are on your own. A detailed schedule will be provided 3 weeks prior to the event. *All times are approximate. Subject to change.

Sunday, June 11, 2017

  • • Travel to Washington, DC
  • • 5:00pm – 6:00pm New Attendee Orientation
  • • 6:00pm Welcome Reception/Hors d’oeuvres
  • • Dinner on own

Monday, June 12, 2017

  • • 8:00am Continental Breakfast
  • • 9:00am – 5:00pm Meeting
  • • 12:00pm – 1:00pm Lunch
  • • Dinner on own

Tuesday, June 13, 2017

  • • 8:00am Full Breakfast
  • • Congressional Hill Visits throughout the day

5

  • • Lunch on own on Capitol Hill
  • • 5:00pm Reception on Capitol Hill/Heavy Hors d’oeuvres
  • • Dinner on own

Wednesday, June 14, 2017

  • • 9:00am – 11:00am Full Breakfast/Advocate Feedback and Wrap-Up

Attendees are responsible for arranging their own travel to/from Washington, DC for the event. The staff at Meeting Well are available to assist you with arranging your travel to Washington, DC if needed. We recommend you finalize your travel arrangements by April 11 – two months prior to the meeting, to obtain the best pricing.

Flying Two airports serve Washington, DC. We strongly recommend you fly into Ronald Reagan Washington National Airport (airport code DCA). Reagan National Airport is approximately a 15-minute drive from the official hotel for ROCH. The other DC airport, Washington Dulles International Airport (airport code IAD) is an option for you; however, please note this airport is approximately a 40-minute drive from the official ROCH hotel. Visit the websites for each airport for ground transportation options (taxi, shared ride, accessible transportation). Also note the Accessible Taxi information below. Note the hotels due not offer shuttle service to the airports.

Reagan National Airport
www.flyreagan.com

Washington Dulles International Airport
www.flydulles.com

Before you fly, consider joining Scootaround’s free Disability Number Assistance (DNA) Program Scootaround is exclusively offering United Spinal members its free DNA service. The DNA program stores your personal assistive equipment information in a secure database that can be accessed anywhere in the world – either online or over the phone – allowing you to easily streamline repair claims, access your warranty details, and more. DNA is a must have if you’re planning to fly to ROCH or anywhere else this year. If you’d like to sign-up for the program, or are looking for additional details, please visit the link below. If you have any other questions regarding DNA, please contact Dylan Hughes at dhughes@scootaround.com. Sign-up at www.scootaround.com/loyalty-programs/scootaround-dna.

Union Station is located at the center of Washington, DC. Service is available via Amtrak, MARC Train and Metro. Accessible taxi service is available – United Spinal recommends reserving an accessible taxi in advance.

For assistance in arranging your travel please contact Sarah Galbraith Laucks from Meeting Well at sarah@meetingwell.net or 717-244-3623.

Make reservations in advance by calling or visiting their websites at least 1-2 hours prior to when you will need the taxi. You can reserve several days in advance. Otherwise expect a minimum of a 30-minute wait minimum.

Yellow Cab: 202-544-1213 or http://www.orderyellowcab.com/
Royal Cab: 202-398-0500 or http://www.dctaxionline.com/

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