Current business partners are welcome to register to attend the Winter Conference. Please make sure you register by December 1. After December 1, we cannot guarantee an attendee spot for you, so don’t delay.
Please see below for details.
GENERAL
What is the deadline to register?
December 1 at 4 p.m.
Where do I register?
At the link for your membership level under the Registration section on the Winter Conference webpage.
What is my business membership level?
View the Business Member Directory at vassonline.org. Membership levels are the last column. If you see an error, please email c.babb@vassonline.org.
Business Member Directory | Virginia Association of School Superintendents
Will there be wifi available to attendees at the conference?
Yes, we’ll provide the password at check in and on the big screen during Monday morning breakfast.
Will I receive a list of school division attendees in advance of the conference?
Yes, VASS will share a list after registration closes on December 1 with registered VASS business members.
Phishing notice: Please be aware that you may receive “offers” to purchase attendee lists from unassociated email accounts. These are scams and are not facilitated by VASS. As a business partner, you will receive the attendee list directly from the VASS team via email. If you have any questions about any emails you receive, please reach out to Cindy at c.babb@vassonline.org.
What are all the conference benefits I receive at my membership level?
View the Chart of Levels at vassonline.org: Chart of Levels of Business Membership | Virginia Association of School Superintendents
Will my business have an exhibitor space?
Exhibitor spaces are only for Level 3-5 partners who indicate in their registration that they need an exhibitor space. See below for more details for Levels 3-5 only.
Door prizes
If you are interested in offering a door prize to superintendents attending the conference, please draw a name at the check in desk at 4:00 p.m. on Monday. Then complete the Partner Door Prize Form and bring it and your prize to the stage area at 8:15 a.m. on Tuesday. You will hand it to the presider who will announce the winner. Then your winner will come to the front and you can give them their prize. If you have an exhibit table and you want to do your drawing at your exhibit table, you can do that. Just come by the VASS check in desk at 4:00 p.m. on Monday to get your door prize form, or you can print one from the link below.
Click here for the Partner Door Prize Form. You can also pick one up at the VASS check-in table during the conference.
VASS recommends door prize value to not exceed $100.
LEVELS 3-5
30-second video that plays during conference
What is the deadline to submit my 30-second video?
December 1 (or keep your same video played during the previous conference)
What if my video is longer than 30 seconds?
We are limited in our time during the conference, so videos longer than 30 seconds cannot be played during the conference.
Can I send my video as a youtube link?
No, the video needs to be a downloadable format such as mp4 or Vimeo. We do not edit over the videos, but we do use editing software to put multiple videos together in one file so they play back-to-back (3-5 videos at a time) in between sessions.
How do I send my video?
Please email your downloadable version of your new video to c.babb@vassonline.org or upload your new video here with your business name in the file name: Submit your new video here
Exhibitor details
How does VASS assign exhibitor spaces?
Spaces are assigned by level. Level 5 exhibitors are given the priority spaces (typically the ones in the foyer area near the entrance to the ballroom). Level 4 will be assigned spaces closest to the priority spaces or nearest the conference room entrance. Level 3 exhibitors will be assigned the next-closest spaces to priority spaces based on their registration date (so if you register earlier, you may get a better spot). VASS always tries to encourage our attendees to visit spaces throughout the ballroom and foyer during the conference. Click here to view the planned exhibitor map layout, subject to some changes based on final conference layout.
When will I know my exhibit space number?
Exhibitor spaces will be assigned and shared after registration closes on December 1.
What time is set up for exhibitors?
Exhibitors can begin setting up their tables at 2 p.m. on Sunday. Please have your booth set up before 7 a.m. on Monday.
What is the space of the exhibitor table?
Tables are 6-feet wide with two chairs. A standard black or white tablecloth is provided by the hotel. All exhibitor areas are carpeted. Any signs should fit behind the six-foot table.
Is there an additional cost for electricity at my exhibitor table?
No, but you can indicate if you need electricity in your registration. VASS pays for electricity, but if you don’t need it, just indicate you don’t need it.
What is the exhibitor schedule?
Exhibitor tables are in the same area as conference activities. Attendees may visit tables throughout the program hours. We have designated times during and after the program to encourage exhibitor visitation as well. Breakdown of exhibitor tables can begin on Tuesday around 11 a.m. when the conference adjourns. We encourage you to stay for the entire conference. Many connections happen on Tuesday after the conference adjourns.
Tips for exhibitors
While we do everything we can to encourage our attendees to visit your exhibit tables, we know that sometimes exhibitors feel that foot traffic to their exhibit spaces can seem light. We really want to help make the most of your time and efforts at the conference, especially as exhibitors. We encourage you to not limit your time at your exhibit table. While it’s ideal to remain at your exhibit table during the break times and designated exhibit times, you are also welcome to participate in most conference sessions alongside the attendees. Join attendees for breakfast and invite them back to your table during a time later in the day. If you have multiple attendees, designate one attendee for the table and the other for the session area, including breakout sessions. Place a chair in front on your exhibit table for attendees to sit and talk with you.
How do I ship materials to the hotel for my exhibitor space?
View complete hotel shipping details here.
1. Email Amy O’Donnell at amy.odonnell@whitelodging.com. In your email subject line, please put 2027 VASS-VASBO Winter Conference Exhibitor Shipping. Give her your exhibitor space number and contact information. If there is any cost needed to handle and return shipping, that will be paid directly to the hotel and can be arranged with Amy.
2. When you are arranging shipping, please make sure you request a return label with your shipped items. On day two of the conference, the exhibitor places the label on the box, leaves it at their exhibitor space, and the hotel will handle the return shipping. PRO TIP: Include packing tape with your shipped items.
3. To ensure proper delivery of packages, include the following address information and format on each package sent to the hotel:
Richmond Marriott Hotel Downtown
Attn: Amy O’Donnell, 2027 VASS-VASBO Winter Conference, January 3, 2027
Booth # [INSERT HERE]
500 East Broad Street
Richmond, Virginia 23219