Frequently Asked Questions
Frequently Asked Questions
General
The event will be held on April 2-4, 2024. For specific details of activities each day, please review the conference schedule.
The Whitehall, 1700 Smith St, Houston, TX 77002, (855) 318-8945
Comfortable/Casual
Our summit is curated for organizational leaders, persons living with HIV, justice workers, healthcare workers, healers, organizational staff, case managers, etc., who are employed at, have relationships with, or would like to build relationships with an HIV or HIV service organization and are interested in transforming thoughts into actions to “Re-imagine Justice for HIV Organizations.”
Please complete a dietary questionnaire on the registration form.
Dietary needs will be accommodated. If you have concerns about allergies or other dietary restrictions, please email Terrence Calhoun at [email protected].
We are currently assessing our capacity for child care, however, please indicate if childcare will be needed on the registration form.
The Whitehall is a pet-friendly hotel. A $75 non-refundable pet cleaning fee will be charged for pets 50 lbs or less. Click here to view their pet policy.
If you have questions about the event, please email Terrence Calhoun at [email protected].
Registration
If you have questions about registration, please email Terrence Calhoun at [email protected].
To register, please click here and complete the registration form and payment.
Registration includes workshops, provided meals (see agenda for specifics), optional wellness activities, a mixer, and a reception.
Please note there is no virtual attendance option for this summit.
Yes. We provide a limited number of scholarships to offset costs for registration, air and ground travel, and hotel lodging. The link to the scholarship is here. Scholarships are limited and due on February 4, 2024, at 11:59 p.m. CST.
No. If you have a specific situation regarding registering someone else, please email Terrence Calhoun at [email protected].
No. To accommodate all our attendees better, we ask that you register only by February 15, 2024, for early bird registration and by March 15, 2024, for standard registration.
If you require special accommodations for registration, please email Terrence Calhoun at [email protected].
Sessions
No, however, to maximize your summit experience, we strongly encourage you to attend all the sessions. We value personal wellness and understand the need to take breaks as needed.
Yes. Please indicate interpretation/translation needs on the registration form.
No. To maintain a spirit of trust and truth, we will limit recordings to the worship sessions and panel discussions. This summit is focused on trauma, healing, and advocacy, which may include some sensitive topics; therefore, we will not record the workshop sessions.
Hotel
The Whitehall, 1700 Smith St, Houston, TX 77002, (855) 318-8945
Yes, but we strongly encourage you to use the hotel block for a competitive, discounted rate.
You can book your hotel using this link.
Yes, overnight valet parking is available at $25 per car, per day (Standard $40).
Event Valet Parking is available at $15 per car (Standard $25).
Yes, a credit card is required at check-in for all reservations, and a deposit of $50.00 will be held to guarantee incidental charges. This is required for all reservations, regardless of how they were booked. This will be a temporary charge added to your credit card at check-in, regardless of whether you have a scholarship through CCA.
Guests can check-in at 3:00 pm. Early arrivals are not guaranteed and are subject to availability. To guarantee an early arrival, if an early arrival request is granted, a $20 fee will apply. Please contact the hotel at 713-739-8800 to confirm the early arrival status.
Check-out is at 12:00 pm. Late departures are not guaranteed and are subject to availability. To guarantee a late departure (after 12 noon CST and before 3:00 PM CST), if a late checkout request is granted, a $30 fee will apply. Any departure after 3:00 PM CST will result in an additional night stay being charged to your account. Please contact the hotel at 713-739-8800 to confirm late check-out status.
Free high-speed Wi-Fi, Flat-screen TVs with cable and HD channels, Sotherly’s signature Beautyrest® mattresses, Olive Branch Botanicals bath amenities, SoClean guest amenity at check-in, Free PressReader subscription, Accessible Amenities
The Whitehall features accessible accommodations with the following amenities: two full-size beds, roll-in showers, lowered towel bars, light switches with pull handles, and lowered door security features, including locks and peepholes. All guest rooms have fire alarms and flashing lights for the hearing impaired. The Whitehall has a total of 10 wheelchair-accessible rooms. For more information on our accessible rooms, please call (713) 739-8800.
The hotel’s standard cancellation policy is 48 hours in advance, but it can vary depending on the specifics of your reservation. Please check the confirmation email you received upon making your reservation for the cancellation policy about your stay. Cancellation policies for group guests are outlined in the group contract. Late cancellations, as determined by the standard of your reservation, will be charged a fee of one night’s room and tax.
Transportation
We recommend flying into Houston Hobby Airport since it is the closest to the venue.
We recommend using a ride-share service or calling a taxi.
Yes. The hotel offers a complimentary shuttle in the immediate Downtown and Midtown area from 7 am to 11 pm on a first-come, first-serve basis.
No. All sessions will take place at the Whitehall.
Refund Policy
Full refunds will be granted until March 1, 2024. In the spirit of transparency and due to capacity, starting March 2, 2024, there will be no refunds. We are a small yet mighty team. After March 1, 2024, if you would like to transfer the registration to someone else, please reach out to us via email, and we will ensure that happens. Please email [email protected], with written cancellation or transfer instructions.
COVID-19 Policy
The health and safety of our summit attendees is our top priority. While we will not mandate vaccines or masks, we strongly encourage all attendees to wear masks on our premises. We also encourage all attendees to practice social distancing.
We are particularly concerned about the health and safety of individuals who may be more vulnerable to COVID-19 and its health effects, including the elderly and those with underlying health conditions. We encourage all attendees to take extra precautions to protect these individuals and themselves.
Masks and hand sanitizer will be provided to all attendees upon arrival. We are also looking into providing COVID testing. If you feel sick, please self-isolate for at least 24 hours before attending the conference.
Thank you for working together to keep our community safe and healthy.
