Frequently Asked Questions

Attendees

Exhibitors

I have questions related to billing, invoicing, or need billing related documents.

Please visit our billing page for additional information

Does NJEPA accept agency Purchase Orders?

Yes, we accept purchase orders.  Please visit our billing page for additional details realted to POs and a;; billing reated documents.

Can I cancel my registration?

Your registration is NOT refundable but IS transferable to someone else to attend in your place with no problem.

NJEPA is a not-for-profit, volunteer organization and the registration fees go to offset only a small portion of the cost of bringing the conference to you. The majority of the fee you pay has been spent on your conference experience well before the conference begins. 

If someone will be attending in your place, please log back into your registration, you will be able to update all information for your registration record. If you are having trouble transferring your registration, please contact our Registration Team.

Are there any additional fees related to paying for registration?

The only additional fees that you would incur as part of your registration would come from a “returned check fee” or an actual bank or other fee incurred in processing your registration. This fee will be the higher of either the bank fee or $50. It is the Attendee’s responsibility to ensure that all registration fees are paid in a timely manner.

Where do I park?

Hard Rock Hotel and Casino boasts a massive parking garage that fronts Pacific Avenue. You’ll notice it immediately as you drive into the resort. The eleven-story structure stretches the entire block from Virginia Avenue to S. Pennsylvania Avenue. It’s connected to the resort, and you’ll just take an elevator down to level 2 for the hotel, food court and conference space.  Access to this garage is very easy on Virginia Avenue. You’ll see the signs pointing to the self-parking garage on your right. Valet parking is in the same area to the left.  Hotel guest will receive unlimited entry and exit into the parking garage after the initial parking fee.

How do I make hotel reservations?

Please see our Hotel Information page.

When I arrive, where do I register?

Hotel Registration is located in the main lobby at the Casino level adjacent to the Valet parking area and a short walk from the Self-Parking garage.  

Conference Registration will take place at the Registration Area on the second floor near the meeting space by the Fresh Harvest Buffet. There will be signage to direct you. Additional registration instructions will be provided as the conference approaches.  Signage will be placed throughout the hotel directing you to the various conference locations.

How will I know where the training classes and various programs will be in the hotel?

You will be given instructions on how to download the "NJEPA App". The App will contain the agenda and the locations of each of the events, the exhibit hall and vendor links along with a map of the hotel. Additionally, signage will be placed around the hotel directing you where to go along with the Daily Agenda of Conference Sessions with locations. 

Remember to download the conference mobile App. This will provide you with a way to manage your conference experience, provide you with “up to the minute” conference news and happenings as well as announcements of “special opportunities” that have been known to pop up during the conference week. Information on the app will be included in your registration confirmation as well as information kiosks at the Registration Area and around the conference venue. Please ask any of the conference team if you need assistance downloading the app.

Where can I eat?

On several evenings of the conference there will be receptions after the close of conference sessions. Additionally, the annual conference luncheon will be held during the week of the conference.  Please check the conference App, Agenda or Program for a full list of these activities. These will be your best source of up-to-date information. Updates as to different break and lunch options throughout the Hotel and Casino will be posted here also. Note- there will be a nominal fee for the Awards and Networking Reception to help us maintain a cost effective program for all of those attending. 

Your registration will allow you access to many daily breaks, the Vendor Reception and the Annual Conference Luncheon. Please check the conference app for times and locations of meals and breaks.

Hard Rock Atlantic City has numerous specialty restaurants, meal kiosks, buffets and lounges available. Other properties in the city, up and down the boardwalk or a short Jitney ride away, also have a wide variety of restaurants offering all types of cuisines and price ranges.

What activities does the Hard Rock Atlantic City offer?

In addition to one of the premiere gambling locations in the city, Hard Rock Atlantic City has numerous lounges, where entertainment is available nightly. At least one of these lounges hosts a live band nightly. Hard Rock is located on the world famous Atlantic City Boardwalk with access to the Atlantic Ocean, a stroll (or run) along miles of beach front (on the sand or wood) as well as direct access to the neighboring hotels and casinos. Additionally, the hotel has a pool, spa and fitness center. Click on this link  to view what Hard Rock Atlantic City has to offer during your stay at the conference.

What transportation is available around the city?

The hotel valet service can arrange for taxi and limousine service to anywhere in the city or region. Jitney service is available along Pacific Avenue to all of the city's hotels, casinos and nightlife. Or, you can walk the Boardwalk to other destinations along the Atlantic Ocean. If you are not interested in "walking the boards" during your stay, enjoy a leisurely ride in a "Rolling Chair" or the "Tram" to any of the resorts along the Boardwalk.

Do you provide any Advanced Professional Series Classes?

NJEPA in partnership with the New Jersey State Police Office of Emergency Management is pleased to continue the initiative that will allow Conference attendees to complete the Advanced Professional Series (APS) within three years.

The Advanced Professional Series offers "how to" training focused on practical information.  This series emphasizes applied skills in disaster operations and management, in conjunction with the Professional Series emergency management fundamental skills.  The APS course lineup was first established to motivate and challenge students to continue emergency management training.  Courses include practical skills from the whole spectrum of emergency management and disaster duties.  APS courses are classroom based unless otherwise noted.  Students who complete the 5 required courses and any 5 of 15 elective courses are eligible to receive the FEMA Advanced Professional Series Certificate of Completion. 

What comes with my booth?
Each 10’ deep x 10’  wide indoor booth will be set with 8’ high back drape, 36” high side drape and an identification sign. The following items come with your booth: 6’ draped table, two chairs, wastebasket and surrounded by carpet only. Electric, phone / internet lines do NOT come with your booth and you will need to order them separately from Hard Rock Hotel and Casino; information on ordering will be in the Exhibitor Kit.

There are a limited number of oversize indoor booths for you to display vehicles, tents, etc. Oversize booths are 20'x30'. No electric is provided, you are not able to run vehicles during the show, vehicles will need to be moved in prior to the exhibit hall set up and will be the last items to leave the exhibit hall. Prior to the show, a member of the Exhibit Hall Team will reach out to you to coordinate the move in/set-up of your vehicles, equipment, tents, etc. into the indoor exhibit space.

Will my booth/display/vehicle be secure in the Exhibit Hall?

The security of our exhibit hall is important to us. When not occupied, the conference exhibit hall is secured by physical locks and/or staffed with security/conference management.  

How can I pay for my exhibit space/sponsorship?

You can pay by check, Visa or MasterCard. American Express is not currently accepted for payment. The applicable instructions are located on the Exhibitor/Sponsor Registration form on-line at the time you register. An invoice will be generated when you complete your registration.

Exhibitor/Sponsor Refund Policy?

As a non-profit educational organization NJEPA relies on its sponsors and exhibitors to help fund low cost training opportunities for first responders and emergency managers.  This is our sole source of income.  For this reason, exhibitor and sponsor refunds will only be issued within twenty-four (24) hours of payment being received.  However, in fairness to our private partners, NJEPA will allow substitution of sponsor and exhibitor space; meaning, we ask our sponsors and exhibitors to allocate your space to another appropriate organization or agency if you are unfortunately unable to attend the conference after you have paid for space.

How do I order the items needed for my booth?

The Exhibitor Services Package includes all of the forms necessary to complete orders for any additional items. The Exhibitor Service Package will also include checklists with due dates, shipping information, labor forms and anything else that you might need to get your booth up and operational. 

Do I have to use the Convention Services company?
Yes, unless you are able to transport your materials and exhibit supplies without assistance from the bellmen or other hotel staff. Please respect the staff and guests of the Hard Rock Hotel and Casino and comply with this request. Instructions will be provided for self-load in with your Exhibitor Kit.

I didn’t get one of my booth selections or I don’t like where my booth location is…can I move?

When you register you will identify your preference for your booth location.  Booth assignments are made on a first-come, first-served basis based on registration date. We will make every attempt to place you in your selected booth choice. If for some reason you would like your booth moved, contact our Exhibit Hall team.

What if I would like meeting space or a hospitality suite?

If you are a sponsor or exhibitor at the conference, and wish to reserve meeting space or a hospitality suite, contact the Conference Management Team and they will assist you in setting it up.

When and how do I register my staff or booth personnel?

Only the person who registers the company for an exhibit or sponsorship can add the attendees for your company.  While registering each person, the registration should be competed with that individual email address and any selections for the various event.  

How many registrations come with my booth?

The number of registrations vary based on the Sponsorship Level you have selected. Please review the Sponsorship Opportunities to see the numbers available for each level.

How can I invite my customers to the show?

Your customers can visit the conference web site and register on their own or you can pay for them to attend by Registering them as an Attendee and making the appropriate payment arrangements. You will also be provided a pre-conference mailing list to send invitations to all those registered if you like.

Do I need to register set-up and dismantle personnel?

No, we will give them a temporary sticker for admission into the exhibit hall during set-up and move-out. They will not be able to stay for the duration of the exhibit hall operation and will not be allowed admission to the training/breakout sessions. 

What if our booth requires more time to set up than the schedule provides?

Plan ahead. Please notify the Convention Services company in advance so we can try to make arrangements for you. In cases like this, our Exhibit Hall Team will attempt to get your display in as early as possible. 

Can I tear-down my booth early?

No, each booth must remain staffed and completely intact until the exhibit hall closes. Please schedule your staff’s travel arrangements so at least one person will be available to dismantle your display at the appropriate time.

What other opportunities are there to market my organization?

Additional promotion opportunities are available! Your company will spend several days face-to-face with your target audience, and by participating in a sponsorship you can maximize your exposure at the biggest event of the year! View the Sponsorship Opportunities to see what is available to add on when you register.

When will I receive important information regarding the show?

NJEPA will maintain contact with you from the time you register until after you move out of the conference venue.  The current schedule can be found on our Sponsor Information page.