GHC 2015 Frequently Asked Questions

We do not accept waitlist requests by email. Please register through this page.

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

Attendees Sponsors Exhibitors
Scholars Speakers & Presenters Hoppers


What is the waitlist?
The waitlist consists of people who would like to attend GHC, but are not able to register at this time because their registration type is currently unavailable. Those on the waitlist will receive notification as space becomes available. Unfortunately, as of August 14, individuals can no longer sign up for the waitlist.

Being on the waitlist does NOT mean that you are registered for GHC. Do not make travel arrangements until you have secured your registration. We will notify people on the waitlist as space becomes available, but until you receive notification and complete the registration process you are not registered. We will not be able to accommodate onsite registration due to fire and safety code restrictions.

How do I get on the waitlist?

As of August 14 at 5 p.m. (PST), the waitlist is closed.

I would like to know my status on the waitlist. When will I find out if I can register?
We will notify people on the waitlist as space becomes available. We will prioritize students on the waitlist to maintain a balance between academia and industry. Click here to find out to process for how we will take people off the list

Why can’t increase the capacity of GHC beyond the planned 12,000-attendee level?
While we wish we could accommodate every person who wants to attend, our primary objective is to ensure that all of our attendees have the high quality experience for which GHC is known. We have worked closely with the George R. Brown Convention Center in Houston, Texas and our event producers to increase our attendance capacity in 2015 to 12,000, a 50 percent increase from the 8,000 in 2014. Unfortunately, due to safety, facility, program and logistical considerations it is impossible to expand beyond that capacity this year.

I put my name on the waitlist and now have a code to register for GHC.  The registration site won’t let me register with the same email address I used for the waitlist.  What should I do?
You can register using the same email address you used to sign up for our waitlist, but the steps are a bit obscure, and we apologize for that.  We’ve prepared this pdf to help you navigate the 6 steps.

Can men submit their resumes to the GHC Resume Database?
Men can submit to the resume database, but recruiters will be focusing on and prioritizing “diversity hires.”  GHC is an opportunity for recruiters to consciously acknowledge that bias exists in favor of caucasian cis-men and invest in finding and interviewing candidates across other less represented categories.

Is the registration fee refundable?
Unfortunately, we cannot provide refunds. Payments are not refundable for any reason. Unused registrations have no monetary value and cannot be credited.

Will there be onsite registration?
No, there will not be onsite registration. We will only have badge pick-up for people already registered. All attendees must register in advance of the event and receive registration confirmation prior to the start of the event.

If I applied to be a Hopper but have not registered yet, will I be able to register if I am selected?
Hopper applicants will be notified on August 21. Individuals accepted into the volunteer program will be given a code to register for the event.

What are registration codes?
A registration code is a unique code reserving a registration pass for certain GHC attendees. Registration codes are provided to speakers, organizing committee co-chairs, Technical Executive Forum participants, sponsors and GHC scholarship recipients. Registration codes have all been allocated. All codes must be redeemed no later than September 18, 2015, at which time they will expire. The following parties are eligible for registration codes:

  • Speakers – people who are speaking, participating in panels, or presenting workshops have received registration codes for a one day pass.
  • Organizing committee co-chairs – committee co-chairs who have helped to organize the conference.
  • GHC Scholars – scholarship recipients attending GHC.
  • Hoppers – volunteers selected to help at GHC.
  • Sponsors – as a part of their sponsorship package, sponsors receive a limited number of codes attendees or pre-purchased registrations in advance.
  • Partners – enterprise packages include registration codes for staff and women technologists attending the event.
  • TEF Invitees – invitees to the Technical Executive Forum receive codes to attend the Executive Forum.

Can I get a registration code?
If you fall into one of the above categories you have already or will soon receive a registration code. Registration codes are no longer available for purchase.

What if I have lost or am having difficulty using my registration code?
If you are having difficulty with your registration, check out answers to frequently asked questions. If you can’t find the answer you need, email us at

How do I book a hotel? contracted hotels throughout Houston. Book now.

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. Final cost per person will depend on type of registration, point of departure, hotel and transportation choices, and other factors.

Where can I find the agenda for GHC?
A conference overview is available here. For the full schedule, click here.

I will need to bring my child(ren) with me. Will there be child care?
We offer complimentary child care for children 13 and under. You can learn more about the services here.

I need to make changes to the information on my existing registration. How do I do that?

These are instructions to make changes for anything but your name or email. For instructions on how to change your email or the spelling of your name, see the next question. If you need to make a substitution, please see this question.

To make changes to your registration information, you will need to log in to your GHC Registration. You can make changes until September 30, 2015. To make changes:

  1. Log in to your GHC Registration either by referring to your registration confirmation email or by clicking here.
  2. Click the “View or Change your Existing Registration” link
  3. Under “Edit” click “Attendee”
  4. Update your information
  5. Click “Continue” at the bottom of the page you get to the last page.
  6. Click “Finish” at the end to save your changes.

I need to change my registration email or the spelling of my name. How do I do that?
You can change your email or name until September 30, 2015. To make changes:

  1. Log in to your GHC Registration either by referring to your registration confirmation email or by clicking here.
  2. If you do use your confirmation email, click the “View or Change your Existing Registration” link
  3. Click the “Make a Substitution” link
  4. Type in your new contact information
  5. Click “Finish” at the bottom of the page

I signed up for GHC but I cannot go. I would like to send someone else in my place. How do I do that?
Log in to your GHC Registration to substitute yourself for a different attendee. You can make a substitution until September 30, 2015. To make a substitution:

  1. Log in to your GHC Registration either by referring to your registration confirmation email or by clicking here.
  2. Click the “Make a Substitution” link
  3. Type in the contact information of the person replacing you
  4. Press “Finish” at the bottom of the page

Here is a guide to help you through this process.

If I transfer my registration to someone else, can I get a refund on my payment and have the substituted person charged?
Unfortunately, we cannot provide refunds.

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 people in one registration. You will need to begin a new registration for each person.

I would like to buy a group of tickets and let people use them to register with. Can I do that?
Due to extremely high demand, we cannot offer any more bulk purchases.

When is the deadline for GHC registration?
Registration closes September 25, 2015. However, we have already reached waitlist capacity. If you do not have a code, you can sign-up for the waitlist. If you do have a code, use it before it expires on September 18.

When on Friday does the conference end?
The formal conference ends at 5 p.m. Friday, however, you may want to stay that night for our dance party. It is a celebration, after all!

I have a registration code. Is there a deadline for when I need to use it?
All codes expire September 18, 2015. We reserve registrations for the codes we give out. If you do not use your code before it expires, you registration will open up for someone else.


I see sponsorships are closed. What else can we do to support GHC?
Some Additional Event Sponsorships are still available. You can see a list of available ones here.

How do I get my sponsor registration codes?
Registration codes are sent to the main contacts for your sponsorship. You can see a list of your codes here.

I purchased my company/organizations’s sponsorship and don’t remember what my registration codes are. How can I find out?
As the primary or secondary contact of the sponsorship purchase, you can get a list of your codes here.

How can I tell how many of my complimentary sponsor registrations have been used or who has registered?
You can check the status of your redemption codes here. Click on Sponsor Summary, then enter the email of your key contact for sponsorship registration. A list of your codes, who used them and how many are left will appear. If you purchase a bulk package, this code and its details will also appear.

What’s the difference between a discount code and a registration code?
A discount code gives you a discount off of the registration price when registrations were still available. Discount codes do not work now that we have moved to a waitlist.

Registration codes indicate that a pass has been reserved for that particular code. Registration codes can still be redeemed for a GHC pass until September 18th. No new registration codes are being offered.

Can I use the sponsor discount registration code for bulk registration purchases?
Due to extremely high demand, we cannot offer any more bulk purchases.

I’m an academic sponsor and I’m having problems registering my students using the bulk registration codes provided. What should I do?
If you are having problems registering through our registration system check the following things:

  1. Are you trying to use an email you already used to register for another spot? Our registration system requires a unique email for every registration (so that people don’t hold tickets for others).
  2. Did you input your code correctly?
  3. Did you select the correct registration type for the code provided?

If you are an academic institution still having problems, email the Academic Initiatives Team.

I am an Academic Sponsor and want to pre-purchase a group of tickets for my students. How can I do that?
Due to extremely high demand, we cannot offer any more bulk purchases.

As a corporate sponsor, I am entitled to materials in the printed program. How do I find out about the guidelines for these materials?
You can see the instructions here. You will find all of the information for sponsor submissions here.

My company/group would like to host event during the GHC conference. Do you have event spaces that we can reserve?
Spaces at the Convention Center and the Hilton Americas are severely limited. We strongly encourage you to find event space and work directly with other hotels/venues to book your event space. is not managing event space in hotels other than the Hilton Americas. If you still wish to check if GHC has meeting spaces available on these 2 venues, please complete an event space request application.

We ask that you avoid scheduling events that conflict with the official GHC conference. GHC’s goal is for all attendees to have the opportunity to enjoy the conference to its fullest capacity, while still having the option to attend special sponsor events during non-conference hours. We appreciate your consideration of this when scheduling your special event.


What is the GHC Exhibitor Guide? Where can I find this document?
The GHC Exhibitor Guide is a guide which includes details about the show location, show hours, move-in and move-out hours, convention services contractor, booth packages, early access to the exhibit halls during non-exhibitor hours, shipping address and exhibit rules and regulations. The GHC Exhibitor Guide is available here.

What is the GHC Exhibitor Service Manual and Order Forms? When can I receive the Manual?
The GHC Exhibitor Service Manual and Order Forms contains general conference information, labor/service order forms, payment, Exhibitor Appointed Contractor, shipping instructions, union rules and regulations and other information pertinent to an exhibitor’s participation in a career fair. This Manual and Order Forms will be available at the Hargrove Exhibitor Services Portal.

Hargrove will email the login instructions and password information to organization’s primary contact to access the online portal starting on June 24.

Who is Hargrove, Inc?
Hargrove, Inc. is a nationally renowned general contractor for trade shows, events and exhibits. Hargrove is the GHC official convention services contractor.

Can my company purchase the career fair or interview booth without sponsoring the GHC conference?
You must be a sponsor of the GHC conference to exhibit at the GHC Career Fair.

What is included in my booth package?
You booth package depends on your sponsorship level. You may find your booth package in the GHC Exhibitor Guide.

When will we know the booth assignment number?
GHC will post and publish the booth assignment numbers on August 27th.

What is the career fair schedule?
The Career Fair will be held in Exhibit Halls A-C of the George R. Brown Convention Center.

Tuesday, October 13, 2015
Exhibit Move-in 9:00 a.m. – 5:00 p.m.
Wednesday, October 14, 2015
Exhibit Move-in 9:00 a.m. – 2:00 p.m.
Career Fair, Dinner and Poster Session open 5:30 p.m. – 10:00 p.m.
Thursday, October 15, 2015
Career Fair Open 10:00 a.m. – 5:30 p.m.
Friday, October 16, 2015
Career Fair Open 10:00 a.m. – 2:30 p.m.
Exhibit Move-out 2:30 p.m. – 8:00 p.m.

What is the material handling?
Material handling are services performed by Hargrove, GHC official convention services contractor, 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.

I have questions regarding my booth orders and services. Who should I contact?
Hargrove will assist with your booth orders and services questions. Hargrove can be reached at or Hargrove’s Help Line at 301-306-4627.

During the GHC conference, I need to contact Hargrove for booth order questions. Where can I find them on-site?
GHC and Hargrove provide an on-site Exhibitor Service Desk to assist sponsors during the conference. The Service Desk will be available inside Hall B at the back of the hall (level one).


I applied for an GHC Scholarship. When do I hear back?
We announced GHC Scholarships on June 27. If you applied, please check your email to for your application status.

I’ve been accepted as a GHC Scholar, now what?
Please view our GHC Scholar page to find the next steps. You can also refer to your acceptance email.

I put my name on the GHC waitlist and just found out I received a scholarship to attend GHC.  The registration site won’t let me register with the same email address I used for the waitlist.  What should I do?
You can register using the same email address you used to sign up for our waitlist, but the steps are a bit obscure, and we apologize for that.  We’ve prepared this pdf to help you navigate the 6 steps.

I am a poster presenter, but I did not receive a scholarship. What should I do?
If you did not receive a GHC scholarship, please sign up for the waitlist. Even though you are an accepted poster presenter, you are not guaranteed a registration spot. We have, however, reserved an additional pool of full-price, student and academic GHC registrations for non-awardees and will do our best to accommodate you.

If you received a GHC scholarship, please register with the instructions provided in your acceptance email.

How does the review process work?
The Scholarship Committee and Scholarship Reviewers consist of experienced men and women professionals from the industry and academia. Each application is reviewed by three reviewers and the committee. Reviewers provide feedback, and the results are tallied and reviewed by the Student Scholarships Committee Co-Chairs. Scholarships are awarded to the candidates with the highest scores, while maintaining a balanced representation from various institutions and backgrounds.

What is the difference between a faculty and student GHC scholarship?
A faculty GHC scholarship covers only registration. A student GHC scholarship covers registration, travel, hotel, and meals.

As a student GHC Scholar, do I need to book my own hotel room?
You do not need to book your own hotel room, as we will provide them for you. You will, however, share a room with another GHC scholar. If you want your own room, you will need to book it yourself.

When do I need to check-in and -out of the hotel?
Check-in is Tuesday, October 13th and check-out is Saturday, October 17th. These are the only days we have reserved for scholars, so if you need to arrive on an earlier date or leave later, you will have to make your own arrangements.

We will not send you a hotel confirmation until the end of September, so you we cannot tell you what hotel you will be staying in until then.

Do I need to make my own travel arrangements?
Yes, you will need to make your own travel arrangements to GHC. Please book your flight as soon as possible, as flight prices will increase as we get closer to the conference. If you are a student GHC scholar, we will reimburse you for your flight and other travel costs after GHC. When booking your flight, please remember we are a small nonprofit. We request that you book reasonably priced, coach class airfare.

Do you provide ground transportation for us once we get into Houston?
We do not provide transportation to scholars to and from the airport, so you will need to make your own ground transportation arrangements. Once at your hotel, there will be a free shuttle to and from the conference, running Wednesday through Friday. Please visit our transportation webpage for more information about ground transportation in Houston. You will be reimbursed for the cost of your taxi/shuttle to and from the airport, but only after the conference.

How will I be reimbursed for my travel expenses?
We will post an expense report on our website for you to fill out shortly after the conference. You will need to attach all of your travel and meal receipts to this report. Please save all your receipts until then.

I am staying in Houston after the conference, will you still reimburse me for my flight back if the date is later?
We will reimburse you for two flights, no matter the date. You can arrive early or late, so long as you make your own hotel arrangements for the extra days.

I would like to visit somewhere else before/after Houston. Will you reimburse me for all those flights?
We reimburse two flights. If you decide to visit another city, you can tell us which of the flights you would like to cover. For example, you are flying from Los Angeles, but would like to visit San Francisco for a few days on your way back. We will cover your flight from Los Angeles to Houston, and one of your flights on the way back (from Houston to San Francisco or San Francisco to Los Angeles). You can tell us which of these flights you would like covered.

When will I be notified of who sponsored my scholarship?
We have posted your scholarship profiles on our website. Your sponsor is written on your profile.

My scholarship application was not accepted; can I still register for the conference?
Yes, you can still sign up on the registration waitlist. We reserved an additional pool of full-price, student and academic GHC registrations for non-awardees and will do our best to accommodate you.

I was put on the scholarship waitlist; should I register for the conference?
If you can attend the conference regardless of receiving the scholarship, please sign up on the registration waitlist. We reserved an additional pool of full-price, student and academic GHC registrations for non-awardees and will do our best to accommodate you if you do not receive a scholarship. If you cannot attend the conference without a scholarship, please do not sign up for the waitlist. We will inform you as soon as we can whether you will receive a scholarship.

Speakers & Presenters

Who is considered a speaker?
Speakers are those who were accepted through the formal CFP process, including panel moderators and panelists, people making presentations and delivering lightning talks, workshop facilitators and members of Birds of a Feather. Poster presenters are considered event participants and should register at the general rates.

As a speaker, am I entitled to registration benefits?
If you are a speaker accepted through the formal CFP process, you will receive a discounted rate for registration. Speaker registration for the full conference is $500. If you are registering for the day of your session one, registration is $200. Student and academic speakers who want to attend all three days, however, should register as students or academics, respectively, because those rates are cheaper than the speaker registration.

What should I do if I am a speaker and have not yet registered?
You should have received a registration code via email. Please register here with that code.

I was accepted to be a Poster Presenter, but I don’t have a registration code. How do I register for the conference?
All accepted Poster Presenters will be given a code to register at the regular rates. Please wait to hear from us. In July, we will send instructions to poster presenters who have not yet registered.

What is a Birds of a Feather (BOF) session and how does that differ from a panel session?
A BOF session is an interactive discussion group on a designated topic, facilitated by a subject matter expert(s). A panel session is a more formal, moderated discussion between multiple speakers on a specific topic, in front of an audience. Learn more about these sessions and their structure at GHC.

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 many 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. Our review process is outlined here. 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 on May 22. We publish the final program in August.


What does a Hopper pass cover?
A Hopper pass covers one registration for GHC. It does not cover travel, lodging or meal costs.

When will I receive my Hopper assignments?
You will receive your assignments during our mandatory orientation either Tuesday evening, October 13, or Wednesday morning, October 14. You will not receive your assignments via email.

When and where is Hopper orientation?
We hold two orientations. The first one is Tuesday, October 13 from 6-6:30 p.m. in Conference Room 241 Level Two GRBCC. For those who can’t make it Tuesday, our second (recommended) orientation will be Wednesday, October 14 from 7-7:30 a.m. in Room 351A Level Three GRBCC.


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