About the Workplace Summit
Government Per Diem
Registration & Housing Cancelations
Sponsor Complimentary Registrations Codes
A B O U T T H E W O R K P L A C E S U M M I T
What is Out & Equal?
Out & Equal Workplace Advocates is the preeminent nonprofit organization working to achieve global Lesbian, Gay, Bisexual, and Transgender workplace equality. We partner with Fortune 1,000 companies to provide leadership development, comprehensive training and consultation, and professional networking opportunities that build welcoming and inclusive work environments around the world.
Where will the Workplace Summit be held this year?
The 2016 Workplace Summit will take place in Orlando, FL at the Walt Disney World Swan & Dolphin Hotel.
When does the Workplace Summit take place?
The 2016 Workplace Summit takes place Wednesday, October 5th to Friday, October 7th. Anyone who wishes to attend the pre-event Leadership Seminar Day may attend for an additional day on Tuesday, October 4th.
When should I plan to arrive and depart?
Plan to Arrive: The main conference begins on the morning of Wednesday, October 5th, so attendees should plan to arrive no later than the evening of Tuesday, October 4th. Leadership Seminars take place as an addition to the main conference, beginning at 9:00 AM on Tuesday, October 4th. If you have added the Leadership Seminars to your registration, please plan to arrive on Monday, October 3rd.
Plan to Depart: The Workplace Summit culminates with the Gala Dinner on Friday, October 7th concluding at approximately 10:00 PM. Attendees should plan to depart the following morning: Saturday, October 8th.
A T T I R E
What is the attire for the Summit?
Business casual attire is appropriate for much of the Out & Equal Workplace Summit. Many attendees wear shirts with their company’s logo, and we invite you to show your team spirit! Out & Equal merchandise will also be available for purchase at the Outie Store in the exhibit hall.
For the Gala dinner Friday night attendees should come in business formal (suit and tie) or formal attire.
E X H I B I T O R S
Who do I talk to about having a booth in the Exhibit Hall?
If you are a sponsor who has already purchased an exhibit hall booth, please reference the 2016 Exhibitor Kit for questions about the booth. If you have questions, please contact Emily Odenberg at (415) 694-6523 or email@example.com
Exhibit Hall space is offered through sponsorship only and not available for purchase.
H O U S I N G
Can I reserve housing prior to purchasing my registration package?
Yes. If you are not ready to register for the Workplace Summit but would like to reserve accommodations in Orlando, please follow these links to complete your reservation.
What hotels are available and how close are they to conference?
The Walt Disney Swan and Dolphin is the conference location and anchor property of the Workplace Summit We highly recommend booking at the conference location and anchor property, Walt Disney World Swan and Dolphin.
Additionally, The Walt Disney Yacht & Beach is approximately .3 miles from the conference or about a 7 minute walk. Walt Disney World Yacht & Beach
We encourage you to please make your hotel reservation as soon as possible to ensure you will have a room for the Workplace Summit.
G R O U P H O U S I N G
For delegations exceeding 10 rooms we highly recommend requesting a group housing block managed by Out & Equal. Please contact Emily Odenberg in the Out & Equal Events Department for more information: 415-694-6523 or firstname.lastname@example.org.
G O V E R N M E N T P E R D I E M
If you are a current employee of the United States government and are eligible to receive federal per diem room rate, please contact the Summit Registration desk at email@example.com or (415) 694-6509 for further instructions.
G R O U P R E G I S T R A T I O N
How do I register a group?
Full conference registrations and Friday only packages for up to (10) individuals may be purchased at one time online. Additionally, up to (30) Gala Dinner only tickets may be purchased online. Once your order has been completed, please proceed directly to the payment page at which point unique codes will be issued for the attendees to self-register.
Once the code has been distributed to the attendee for self-registration, they may purchase additional items to add to their conference package, such as the Human Resources Breakfast or Leadership Day, for example.
If you would like to purchase more than (10) registrations please contact the Summit Registration desk at firstname.lastname@example.org or (415) 694-6509 for further information.
R E G I S T R A T I O N
What forms of payment are accepted?
For the 2016 Workplace Summit, all registrations must be paid for with a credit card. Registrations will not be considered complete without the application of a credit card, so please have a credit card available before beginning your registration.
If your company requires that you make a payment via check or PO, please call Workplace Summit Registration at 415-694-6509 to pre-pay for your registration items. You will be issued a code which can be used to settle your balance in the registration process. Please note, it may take 24-48 hours to issue your pre-paid code.
R E G I S T R A T I O N & H O U S I N G
C A N C E L A T I O N S
I can no longer attend and no one can go in my place. How do I cancel?
For Registration Package Cancellation:
A $100 Cancellation Processing Fee will be charged for all cancellation requests and the following additional fees will apply:
- From February 4 to August 4: registration purchase is 100% refundable (except for mandatory $100 processing fee)
- From August 5 to September 5: 50% of the total registration purchase is non-refundable.
- No refund of any kind will be given for cancellation notices received after September 5, 2016.
For Hotel Cancellations:
One (1) Night’s room and tax will be charged if reservations are not cancelled at least 72-hours prior to arrival. All requests for reinstatement will be subject to hotel availability.
All registration cancellations must be received in writing by Workplace Summit Registration at email@example.com
S U B S T I T U T I O N S
I can no longer attend but someone else can go in my place. How do I substitute?
Name changes and substitutions for registrations from the same organization are welcomed for a fee of $25 until 4:00 PM EST October 15, 2016.
Any requests for substitutions after this date and up until the date of attendance will be available for a fee of $65.
Please contact Summit Registration at 415-694-6509 or firstname.lastname@example.org for assistance substituting your registration.
S P O N S O R C O M P L I M E N T A R Y
R E G I S T R A T I O N C O D E S
I was given a code to register and it isn’t working. What do I do?
Please contact Summit Registration at 415-694-6509 or email@example.com for assistance applying your code to your registration.
My company is a Summit sponsor, but I was not given a discount code. Where do I retrieve my code?
As a sponsor, your company may have been given a limited number of complimentary codes for company attendees. These codes MUST be distributed by the designated sponsorship contact at your company, and cannot be distributed by Summit Registration or Out & Equal. If you believe you should have received a code for registration, please contact your company representative. If you do not know who the company representative is, please contact Summit Registration at 415-694-6509.
T R A V E L
What airport should I plan to fly in to and out of?
Orlando International Airport
Is ground transportation covered in my registration?
Transportation to/from the airport and around Orlando is up to the individual attendee.
Guests staying at the Walt Disney World Yacht & Beach Hotel are provided complimentary service to and from the airport through Disney’s Magical Express. Disney’s Magical Express is a complimentary roundtrip service that whisks you and your luggage between Orlando International Airport and select Disney Resort hotels via a deluxe motor coach.
Mears is the preferred service provider for transportation for the Walt Disney World Swan and Dolphin. To make your transportation reservations, click here.
Mears Transportation – Shuttle Services to/from Orlando International Airport:
Per Adult approximately
- $22.00 (one-way)
- $36.00 (round-trip)
Per Child approximately
- $17.00 (one-way)
- $27.00 (round-trip)
*All prices are approximate and subject to change.
Can I come to Orlando early or stay late?
Should you wish to extend your stay in Orlando, you may contact the hotel directly to request accommodations before or after the official Workplace Summit dates, and to inquire about rates. Requests for pre- and post-event stays are subject to available rates and hotel availability, and are not guaranteed. All requests for extended stays must be received prior to September 14th.