2018 FAQ

Below are common questions we receive about GHC 18, grouped by audience.

General Attendees Sponsors Exhibitors
Speakers & Presenters Scholars

General Attendees

When is GHC?

The 2018 Grace Hopper Celebration (GHC) will take place September 26-28, 2018 in Houston, TX.

What dates should I plan to be in Houston?

We highly recommend arriving in Houston Tuesday, September 25 and not departing prior to Saturday, September 29. This will allow you to take advantage of all of the GHC events.

When will registration open?

Individual registration will open to the public July 11, 2018 at 9 a.m. PT.

How much does registration cost?

General Registration is $1150.
Academic Registration is $600.
Student Registration is $450.

Can I pre-purchase Student and Academic registrations?

Representatives of academic institutions are now able to purchase multiple student and/or academic registrations for GHC 18 through our website, prior to general registration sales opening in July. Bulk registrations are available for purchase until June 22, 2018 or until we sell out, whichever date comes first. Follow these steps to pre-purchase registrations:

  1. Visit the GHC 18 Portal.
  2. Click “Account” in the top right corner of the page to create a new account or log in if you already have an account.
  3. Once you’re logged in, click the “Additional Sponsorships” button.
  4. Next, select Student or Academic registration (If you sort by price in the top right corner, these will be the first two registration options presented).
  5. You must purchase a minimum of five registrations or your order will be cancelled. If you want to purchase less than five registrations, you’ll be able to do so on July 11.

If you have any problems or questions about pre-purchasing student and academic registrations, email GHC@AnitaB.org.

I would like to register a group of people for GHC. Can I do that?

Our system does not allow one person to register multiple individuals at the same time. You will need to begin a new registration for each person. Individual registration opens July 11, 2018. Bulk registrations for students and faculty are available for purchase until June 22, 2018 or until we sell out, whichever date comes first. Please see the previous questions for further instructions on pre-purchasing Student and Academic registrations.

Do you have an age requirement for GHC?

You must be 18 years of age to attend GHC. Students under the age of 18 are required to execute and submit a Chaperone Agreement and Release Form at the time of registration. Chaperones must purchase their own individual general registration.

When will hotel information be available?

Hotel reservations for individuals open July 11, 2018 at 9 a.m. PT. Sponsors will receive specific instructions via email.

I am no longer able to attend GHC. Can I cancel my registration or transfer my registration?

All sales are final and cannot be canceled or refunded. You may substitute a new attendee if you are not able to attend. We will have more information on how to transfer your registration at a later date.

Will GHC assist with financial transactions regarding registration transfers?

No. GHC does not assist with the financial transactions regarding registration transfers.

How much should I budget to attend GHC?

Travel and incidental costs can vary widely. GHC will be held at the George R. Brown Convention Center in Houston, Texas. Final cost per person will depend on type of registration, point of departure, hotel, transportation choices, and other factors.

Students can check out our Example Budget for GHC.

Can a list of GHC registrants be provided?

As a rule and to respect the privacy of all GHC registrants we do not divulge or share registration information. Prior to and once on-site at GHC, there will be many ways in which to network with other registrants.

 

What is the attire at GHC?

Casual to business dress is appropriate. Remember to bring comfortable shoes as you may walk a lot. You should also bring a jacket. While it is warm in Houston, the convention center will have air conditioning.

I will need to bring my child(ren) with me. Will there be child care?

We offer complimentary child care for children 12 and under. You must register your child(ren) to participate in the program. Space is limited. More information will be available closer to the event.

Can my child(ren) or guest attend any of the sessions or events?

Unfortunately, attendance is only for registered attendees. Guests and anyone under the age of 18 are not allowed into any session, Expo, or activity.

Whom should I contact if I have special dietary needs?

Although there will be a wide variety of food options available, we cannot guarantee that every dietary need will be addressed. If you have a food allergy or religious restriction, please contact your hotel directly to see how it can best accommodate your dietary requirements.

While we strive to provide a nut-free environment, we cannot guarantee all meals will not have nuts (including the child care center).

Please be aware that while there will be gluten free options available, these options will not be truly gluten free as there may be cross contamination in the kitchens.

Sponsors

When will sponsorships become available?

Sponsorships open February 1, 2018.

I would like to purchase multiple individual registrations. Can I do that?

Yes. If you are a sponsor, patron, or academic institution, you can purchase additional Student or Faculty registrations. These Registrations are available for purchase on a first come, first serve basis. You must purchase a minimum of five registrations.

How can I book hotel rooms for my attendees?

For sponsors, group hotel reservations (10 or more rooms) will open in April. When you have completed payment for your sponsorship, you will receive an email with the link to make your hotel reservations. Please note, to ensure everyone has a chance to secure housing, you can only book rooms for the number of individual registrations you have purchased. Learn more here.

Can I purchase a career fair or interview booth without sponsoring GHC?

No, you must be a GHC sponsor to exhibit.

Can we use the GHC logo on our website or SWAG items?

Any use of the logo, or cobranding with the celebration, must be approved in advance by AnitaB.org. Please email your request to ghc@anitab.org.

Can we use Grace Hopper’s image in any of my materials?

AnitaB.org does not own the rights to Grace’s likeness, and cannot share any images or designs with third parties. Your organization will need to make arrangements with the Hopper estate to receive permission. If you would like to use the Grace Hopper Celebration logo instead, please email your request to ghc@anitab.org.

Exhibitors

What is the GHC Exhibitor Reference Guide?

The GHC Exhibitor Reference Guide is designed to assist sponsors in the planning process, and provides all necessary details to ensure an organization’s successful participation in the Expo portion of the celebration. The guide includes details about the Expo location, hours, move-in and move-out hours, vendors, booth packages, early access to the Expo Halls during non-public hours, and exhibit rules and regulations. This guide will be available on our website in April.

What is the GHC Exhibitor Service Manual? When will I receive the Manual?

The GHC Exhibitor Service Manual contains resources before, during, and after your expo for ordering a wide range of products and services as well as assessing important Expo information, including labor/service order forms, key contacts, shipping instructions, union rules and regulations, and order/billing information. This manual will be available on the FreemanOnline site in May.

Who is Freeman?

Freeman is the GHC official convention services contractor. They are a nationally renowned general contractor for trade shows, events, and exhibits.

What is FreemanOnline? When can I access this site?

FreemanOnline is a comprehensive expo portal for exhibitors. It is designed for easy access to all the information pertaining to your expo. FreemanOnline enables exhibitors to access important event info, order products and services, track freight, submit services requests, review insurance, submit booth design, receive time-saving notifications, simplify move-out, and review order summary. The primary contact listed in the sponsorship agreement will receive FreemanOnline link in May.

When will we know the booth assignment number?

GHC Sponsors will be able to select their Career Fair, Technology Showcase, and Interview Hall booths online starting in May. We base the order of selection on the level of sponsorship, date of agreement, and receipt of payment. Each sponsor will receive an invitation email with instructions on how and when to select their booth space. We will send confirmations following the conclusion of each sponsor level selection.

What is material handling?

Material handling are services performed by Freeman, which includes delivery of exhibit materials from the dock to assigned space, removing empty crates, returning crates at the end of the event for re-crating, and delivering materials back to the dock for carrier loading. It is a two-way charge for both incoming and outgoing. These services are sometimes referred to as Drayage.

During GHC, I need to contact Freeman for booth order questions. Where can I find them on-site?

We provide an on-site Exhibitor Service Center to assist sponsors during GHC, located in the back of Hall E.

Speakers & Presenters

What type of room will I be assigned?

We will assign your room format based on the type of session. We host Presentations and Panels in theater style rooms. Workshops rooms have a banquet style set-up.

Who is considered a speaker?

Speakers are those whom we accepted through the formal Call for Participation (CFP) process, including panel moderators and panelists, people making presentations, workshop facilitators, and poster presenters.

As a speaker or poster presenter, am I entitled to registration benefits?

If we accept you as a speaker or poster presenter through the formal CFP process, you will receive a complimentary general registration pass for the entire celebration. Please note that speakers and poster presenters are responsible for their travel and accommodation expenses.

Can we find out how many submissions there were for a particular track or overall to GHC?

Each year, our Call for Participation (CFP) generates hundreds of submissions for technical talks, workshops, and panels. While we would like to accept all the great submissions we get, due to limited program slots, our Conference Leadership Team must make some hard decisions about what to accept.

To protect the integrity of our CFP review process, we do not disclose submission information outside of the review process. Submitters are individually notified of acceptance decisions in May.

When and where can I register?

We will include speaker registration information in the CFP acceptance email, which we will send to all accepted speakers in May. Review the instructions in this email to successfully register as a speaker at GHC. Along with registering, you will also need to update your submission information in stage 2 of the CFP application. If you do not register or submit your stage 2 material by June 6, you will be ineligible to speak at GHC 18.

Where can I stay during GHC?

Hotel reservations will be available to speakers when they register to attend GHC 18. Booking one of our contracted hotels guarantees the lowest prices for those dates. You may book a hotel that is not a part of our contracted hotels, but you must arrange your own transportation to and from the celebration.

Can my company book a hotel for me?

If your company is a GHC Sponsor, you can inquire if there is a room booked for you through them via the sponsorship owner. If there is not, you can request the sponsorship owner to add a room for you so you may stay in the same hotel as others from your organization. This will also allow you to avoid booking at personal cost. If you have any additional questions, please contact ghc@anitab.org.

Scholars

When will scholarship applications open?

Scholarship applications closed March 7, 2018.

Who can apply for a scholarship?

We offer two types of scholarships – Students and Faculty. Scholarships cover registration, flights, hotel accommodations, and you will also receive a stipend that, when used wisely, covers meals, transportation to/from the airport, and other travel incidentals.

I am a nontraditional student no longer in my 20s. Is this program just for students in their 20s?

Each year, we welcome both traditional and nontraditional students to GHC. Your diverse experience and participation are welcome in our program.

Can I have more than one recommendation associated with my application?

No. As GHC grows in popularity, we receive more and more applications. To respect the time of our volunteer reviewers, we are limiting applications to one recommendation per applicant.

When will my recommender be contacted to submit my recommendation?

An email with information about how to submit a recommendation will be sent to your recommender within thirty minutes of your providing your recommenders email information within the application.

Can I check to see if my recommendation was submitted?

Yes, log back into your application and you can see if your recommender has submitted your recommendation yet or not. You may also send a reminder to your recommender directly from the application system.

I am graduating in May or will no longer be a student in September. Can I apply for a scholarship?

The GHC scholarships are only available to those still enrolled in a university during the celebration (September 2018).

We do have our Hoppers Program, which allows individuals to attend GHC for free if they donate eight hours of time. Hoppers still have to pay their own travel expenses. The applications will open in spring.

Can high school students/teachers apply for a scholarship?

AnitaB.org works with college students and above. We do not have the capacity to serve K12 students or teachers, and thus, we are unable to offer scholarships to that audience.

I am a parent. Can I bring my child(ren) with me to GHC?

Yes, we have a number of parents that attend each year as scholars. If you are selected as a scholar, be sure to indicate you are a parent on your application.

We try our best to accommodate your needs, including providing a room for you and your family. We also offer complimentary child care for children 12 and under. You must register your child(ren) to participate in the child care program. Space is limited. More information will be available closer to the event.

Please note that only registered attendees may attend GHC events. Guests or anyone under the age of 18 are not allowed into any session, Expo, or activity.

When will I be notified if I have been selected to receive a scholarship?

AnitaB.org will send an email in May to all who have submitted a completed application (including recommendation) regarding your selection status.

I am a student with a disability and will need to bring or request accommodations. Whom should I contact about this?

Once selected, please contact the scholarship team to assist you with any needs you may have on or before GHC.

How do I book my travel for GHC?

All scholars will book flights with the AnitaB.org contracted partner, Corporate Traveler. Directions will be provided if you are selected to receive a scholarship. You will not pay for your flight; AnitaB.org will pay Corporate Traveler directly.

If you book your flight yourself and don’t use Corporate Traveler, you will not be reimbursed for this expense.

What dates should I plan to be in Houston?

We highly recommend arriving in Houston Tuesday, September 25 and not departing prior to Saturday, September 29. This will allow you to take advantage of all of the GHC events.

Can you book your flight to arrive prior to GHC or stay a few days after GHC?

Yes! AnitaB.org is happy to accommodate these requests, as there is no additional expense associated with this request. You are required to be in Houston over September 26-28, 2018, but we do understand some will want to take advantage of all that Houston has to offer. Any costs associated with your extended stay will be at your own expense.

How will I get to the hotel from the airport?

You can pre-arrange Super Shuttle or get a taxi/rideshare. Last year, many scholars met up and shared a taxi/rideshare to keep costs down. Please note there is no shuttle service that runs from the airport to GHC hotels.

Will travel be provided from the hotel to the convention center?

Shuttle service will be provided. Route information from the hotel to the convention center will be available on our website as we get closer to GHC.

Do I have to make my own hotel reservations?

AnitaB.org provides hotel rooms to all scholars. If you decline to use the AnitaB.org-provided hotel, you will not be reimbursed for this expense.

AnitaB.org-provided hotel rooms will be for check-in Tuesday, September 25 and check-out Saturday, September 29. If you need hotel accommodations before or after those dates, you must book the additional nights on your own. The scholarship program cannot do this for you.

Notification of your hotel assignment will be sent in early-September.

Will I have a roommate?

Most student scholars will be assigned a roommate, unless you are bringing a child with you or have indicated a specific need on the stage 2 application.

Can I choose my own roommate? I identify as belonging to the LGBTQ-A community, and would like a roommate who is comfortable with that.

Although you cannot choose a specific roommate, we do consider certain factors and requests to ensure our scholars feel safe and comfortable with their room assignment. If you have a request about your room assignment, please contact the scholarship planning group after your scholarship acceptance with details on your request. We will do our best to accommodate your needs with the limited space available. The sooner you get this request to us, the better chance we can accommodate you.

We will notify you about who your roommate is when we notify you about your GHC hotel assignment.

Do I have to purchase a GHC registration?

AnitaB.org will register you for GHC. You will receive a confirmation email by July 11, 2018.

Are meals covered by my scholarship?

Scholars will receive a stipend card as part of their scholarship upon arrival at GHC to cover the cost of meals. We will provide the stipend to you when you pick up your badge at GHC.

Are any other costs covered by my scholarship?

Scholars will receive a stipend card as part of their scholarship upon arrival at GHC. We will provide the stipend to you when you pick up your badge at GHC.

This card will have your cash funds preloaded for use. The purpose of the stipend card is to cover costs associated with travel to GHC and home from GHC, such as baggage fees, taxi/rideshare/shuttle costs, meals, and, for international travelers, your fee for a visa.

Are there any events specifically for scholars?

You are required to attend the GHC Scholarship Networking Event, time and date TBD. This is a requirement of your scholarship to attend this event for the entire time. Details on location and content for the event will be emailed this summer.