UGIC Conference Rescheduled FAQs

As you are all aware, UGIC’s annual conference has been affected by the COVID-19 pandemic, like so many other things in all of our lives. Two months ago, as the pandemic began, the UGIC Board was hopeful that suspending the conference until the Fall would buy us enough time to still hold a meaningful event. Since that decision, we have watched as closures and restrictions continue to be extended. While things are looking positive in Utah and plans for reopening are slowly underway, it is apparent that large events such as UGIC will be among the last to be permitted to restart. The safety of our attendees remains our number one priority, and therefore, we have made the decision to cancel UGIC’s annual conference for 2020.

We are very saddened by this decision because as a community, we all love and enjoy the conference. While it is a tough decision to make, we feel it is the right decision to make. That said, we do have some good news! The UGIC Board has decided to hold a virtual event the week the conference was to be held (August 31st – September 4th). While this is certainly not a replacement for the conference itself, we hope to make it a fun and valuable experience for those who attend.  There will be no cost to attend the virtual event (all conference registrations will be refunded), and we will send out more details about it as our plans come together.

We’ve put together the following Q&A to provide some more details about these changes:

  • So the conference is cancelled – what do I need to do now?
    • You don’t need to do anything at this point.  We will cancel all registrations, whether or not you indicated if you were planning to attend the rescheduled conference.

 

  • I’ve already paid for the conference. How will my registration fees be refunded?
    • If you paid via credit card, your registration fee will be refunded via PayPal to the credit card with which you paid. This should happen in the next couple of weeks.
    • If you paid via check, go ahead and cancel the check. UGIC has not cashed any checks and will destroy any checks that we have received so far.

 

  • Is there a cost for the virtual meeting? Are my conference registration fees rolling over to that?
    • No. There is no cost for the virtual meeting.  All conference registration fees will be refunded to all attendees.

 

  • What about my hotel reservations? Do I need to cancel them somehow?
    • No. We will contact Ruby’s Inn, and all hotel reservations will automatically be cancelled. You should receive a cancellation notice from Ruby’s Inn in the next week or so.
    • That said, if you don’t get a cancellation notice in the next 2 weeks, you should probably call Ruby’s Inn and make sure the reservation is cancelled.

 

  • Tell me more about the virtual event. How many days will it last? Will I have to register for it?
    • We are just starting to figure out the details for the virtual event (including what we will officially be calling it), and we send out more details as they come together. But here are a few general items we can tell you:
      • There will be no cost for the event.
      • There probably won’t be a formal registration process for the event; it will likely be something you can just attend if you want. As we figure out the details of the event, that may change somewhat, but in all cases we plan to make this easy to attend.
      • It will be held at some point during the week of August 31st – September 4th, 2020.
      • It most likely won’t go for the full 5 days. Again, we’ll send you more details as we figure things out.
      • It is not intended to replace the conference, but rather give us an opportunity to get together and share our work in spite of everything going on.  And while not UGIC itself, it will still be very awesome.

 

  • I signed up to present at the conference. Can I give my presentation at the virtual event?
    • Mellissa Campbell (mcampbell@springville.org) will be contacting everyone who signed up to present at the conference to find out if they are interested in presenting at the virtual event. If you would really like to present, please go ahead and contact Mellissa and let her know.
    • As indicated in the question above, we’re still working out the details of what this event will look like, and that includes how many presenters we willl be able to accommodate. Our first step is understand who is willing to present in a virtual setting, so please let Mellissa know!

 

  • I have some really good ideas for a virtual conference, and you guys should definitely use them for your event.
    • Awesome! We are interested in any ideas that might help us as we plan the event! Just contact any member of the UGIC board and let us know your ideas.

 

  • What about UGIC 2021?
    • UGIC 2021 will still be held in May 2021, and it will most likely be held in Bryce Canyon, with many of the same activities and events that we originally had planned for this year. Since we will have an extra year to plan it, it will be the best conference ever!

 

  • I’d really prefer to give the presentation I signed up for at a live conference. Can I just wait until UGIC 2021 to give it?
    • Absolutely! Just let Mellissa Campbell (mcampbell@springville.org) know that is your plan. It is likely you’ll have to re-submit your abstract when registration for UGIC 2021 opens early next year.

 

  • Once again, I have important questions about all of this and you did not provide the right answers.
    • Sorry to make a habit of it.  If you have additional questions, please contact Kasey Hansen (khansen@jub.com) , Dave Henrie (davidh@utahcounty.gov) or any other board member and we will be happy to help you out!

Again, we apologize for this additional change and the inconvenience associated with it. However, we are looking forward to an amazing virtual event this Fall and our best conference ever next Spring.  Please contact the UGIC board with any questions you have, and thank you all so much for your continued support of UGIC!