2021 Virtual Convention FAQ

As of September 15, 2021. Note:  This page will be updated as more information is released about the 2021 virtual convention.  Questions that will be addressed in the coming weeks will focus on continuing education credits, registration details, refund policies, and what can be expected at this year’s event. 

General Questions

In what time zone are the times in the program listed?
U.S. Eastern time.

What is a virtual convention?
A virtual convention involves most of the elements you would expect with an in-person event, including plenary and concurrent sessions, workshops, posters, receptions, exhibit hall, and a career fair. All of these are accessible through a website. You will see video of presentations along with presentation slides and be able to ask presenters questions during audience Q&A sessions. Likewise, you can visit and communicate with exhibitors via video and 1:1 chat. Some events will be live, and others will involve recorded content with real-time presenter chat and Q&A. Unlike an in-person event, all sessions will be recorded and accessible to you during the convention and through the end of 2021. 

Can I register and share my login with someone else?
Only convention registrants can login to the virtual convention and be recognized for continuing education credit. Sharing a login or attempting to rebroadcast convention content to someone else is prohibited. Our virtual convention partner has tools in place to identify any violations and terminate the registered user’s registration without refund and forfeiture of all continuing education credits earned. 

I want to register a group of people at one time, how can I do that?
We recommend that you register under the group rate (up to 10 organization/agency members) or classroom rate for students (up to 25 students). Send an email to [email protected] with an attached Excel spreadsheet with the first and last name of each person, along with full contact information and t-shirt size (if before October 1). If the user’s member ID is known, please include that for each as well. Please also indicate how you would like to pay. SAF staff will verify membership status and contact you.

How late can I register?
Registration for the live event is open from July 1-November 1, 2021. Registration to watch convention content after the dates of the event will open on November 8, 2021 and close December 20, 2021. 

Can I register for just one day?
Single day registration is not available. SAF reduced registration pricing by 40% from the in-person rates, which means that registration for the entire convention is approximately the same price as an in-person day pass. 

Is there a risk of the virtual convention site crashing? What happens if the convention site crashes?
SAF’s virtual convention platform has sufficient bandwidth to avoid any crashes based on volume and employs industry leading practices (like Google and Amazon) to safeguard against any technological disruption, as well as redundancies to restore functionality quickly. In the unlikely event of disruption, processes are in place to restore functionality. Widespread power outages (brown-outs/black-outs), the severing of telecom cables, and acts of God cannot be ruled out as minimal but potential risks. 
       
What happens if the presentation I am watching crashes?
Event Virtual Assistant (EVA), SAF’s virtual convention service provider, has dedicated technical support personnel to assist with any virtual convention issues. Guidance on seeking support will be available on the convention website and in information provided to you prior to the start of the convention. 

Do I need to stay connected to the convention the entire time?
There is no requirement for you to stay connected all the time or participate in all sessions. You have the flexibility to set your own schedule. There are live events, such as plenaries, receptions, and the Friday Focus On sessions. If you wish to see them in real-time, we encourage you plan your schedule accordingly. All live educational sessions will be recorded and available on demand following the live session through the end of the 2021 calendar year. 

What happens if I need to step away from the convention?
Everybody needs a break. Should you need to step away from the convention you can logout or remain connected and pick-up where you left off upon your return. For any live events involving a camera, we encourage you to turn off your camera and mute your microphone when stepping away.

Will the presentations be live or recorded?
There will be a mixture of live and recorded presentations. All presentations, where the presenters have agreed to SAF recording of them, will ultimately be available on demand to registered attendees through the end of 2021. 

How do I connect with the national staff?
SAF will have a virtual booth during the convention. Click on the link to enter the exhibit hall and click on SAF’s booth. Resources and contact information will be available along with live chat.

I usually renew my membership at convention, how can I do that with the virtual convention?
To ensure you received the discounted member registration rate for the convention, we encourage you to renew your membership prior to registering by going to www.eforester.org/renewnow and logging in. If your membership is in good standing and you want to renew during the convention, you can proceed to the SAF booth in the Exhibit Hall and follow the link to renew membership. If you need to make changes prior to renew or need additional assistance, you can contact staff using direct email links, the chat function, or call us.

How will virtual networking work?
You will find networking events located in the schedule and under Networking on the virtual convention website. Each of these virtual receptions will be different and include unique entertainment, themes, and content. You will have the ability to share your video and interact through the chat functionality in the collective or privately.

How will I interact with exhibitors?
To explore the many solutions our exhibitors can offer, visit Exhibit Hall on the virtual convention website, where you will find an alphabetical listing of sponsors and exhibitors. Click on the exhibitor you would like to visit to explore their resources in their virtual exhibit booth. Many will have product information brochures, photos, and videos. You can engage in discussion with exhibitors using the chat function and can also enter a video conversation with them. You will also have the opportunity to participate in Innovation Zone presentations offered by our sponsors and exhibitors during SAF2021. Refer to the schedule-at-a-glance to see when these sessions are slated to be available. 

Will there be alumni receptions?
SAF is working with several colleges and universities to explore their interest in virtual alumni receptions. For those planning receptions, we will provide links to them on the virtual convention website.

Will there be a Career Fair?
There will be a virtual Career Fair where you will be able to explore different employers and chat with their staff either through a a 1:1 chat or live video chat.

Will there be posters?
Posters can be viewed throughout the entirety of the event by visiting the Posters page on the virtual convention platform. Poster presenters will be available to answer questions about their posters daily during the time allotted as listed on the schedule-at-a-glance. 

How will the Virtual Silent Auction work?
The SAF Silent Auction will be hosted online during the week of the virtual convention with fundraising efforts supporting the Kurt Gottschalk Science Fund and Foresters' Fund. There will be a link to the auction on the virtual convention platform to view and bid on the items. We will mail each item to the winning bidder. Stay tuned for more information about how to donate items in the coming month.  

What is a Fun(d) Run? 
A virtual fun run is similar to an in-person fun run, except you get to make the decision about the amount of activity you do (1K, 5K, 10K), how you do it (walk, run, skip), where you do it (on the treadmill, outside), and when you do it (over the course of a few weeks in the fall - TBA). There will be an upfront registration fee and fundraising efforts will support the Kurt Gottschalk Science Fund and Foresters' Fund. 

Are there any tours?
After careful evaluation regarding safety and feasibility, SAF decided that in-person and virtual tours will not be offered this year. 

Is the Quiz Bowl happening?
Tree'via Bowl, SAF’s virtual version of Quiz Bowl, will be taking place Wednesday, November 3, from 6:30-8:30pm EST. This event will be open to alumni and students with team registration opening in September. 

Is there a mobile app offered this year?
The event platform will be mobile friendly so we will not have an app available this year and encourage all attendees to visit the convention site on their devices as needed. 

I registered early. When will my free t-shirt arrive?
SAF will mail t-shirts and welcome boxes included with registration, in October to arrive prior to the start of the convention. We encourage you to wear the t-shirt during the convention.
 
When will registration for additional activities such as Fun(d) Run and Treevia Bowl open?
Registration forms for these activities will be available on the Convention website mid-September. 

Continuing Education Questions

How many CFEs can I earn?
You can earn up to 22 CFEs between the days of the convention and your continued access to sessions through the remainder of 2021. 
 

Cancellation Questions 

What happens if I need to cancel my registration?
We encourage you to email [email protected] with “Cancel SAF2021 Registration” in the subject line and ensure you provide your name and phone number in the body of your email. Alternatively, you can call (303) 897-8720, M-F, 9:00 AM – 5:00 PM ET.

Can I switch my registration to another person?
If you registered individually and require a refund, you will need to cancel and the other person register. If you do not require a refund, please send an email to [email protected] with “SAF2021 Registration Transfer” in the subject line, instructing us to transfer your registration to the named individual, including that person’s full name, email address, and phone number. We encourage you to copy that individual on the email to make them aware of your request.

What is the deadline to cancel my registration?
You may cancel your registration and request a full refund until 6:00 PM ET on October 6, 2021. A $75 administrative fee will be deducted from the total refund due. Refund requests received after that date will not be accepted except in the case of a personal emergency occurring on or before November 3, 2021. SAF reserves the right to request verification prior to issuing a refund.

Will I get a refund if I cancel?
You will receive a refund, less an administrative fee of $75, if you cancel before 6:00 PM ET on October 6, 2021.