2020 VBF Annual Vascular Birthmarks / Anomalies Conference & Clinic
with the Lenox Hill Hospital and Dr. Robert J. Rosen, Dr. Milton Waner, Dr. Francine Blei, and Dr. Roy G. Geronemus
Registration Planning Checklist
BEFORE THE CONFERENCE
- Read the 2020 Conference / Clinic Information Page
For complete information about our annual international family conference, including full details about all of our conference and clinic offerings, as well as important details about our screening and eligibility processes, please read our 2020 Conference Information Page and email us at email@example.com with any questions.
- Submit your Registration
After familiarizing yourself with complete details about our conference/clinic and asking our team any questions you may have, the next step is to register. You may submit your registration through our Secure Online Registration Form, or by printing and mailing / emailing a Mail-In Registration Form. Every registration requires a photo showing the patient’s vascular birthmark, which can be submitted online through the registration form, or by email to firstname.lastname@example.org. We cannot process your registration without a photo of the birthmark or payment of the registration fee ($100, or $25 if you select the fee-waiver option). If you register online successfully, an automatic confirmation email will be sent to you immediately after registering.
- Read your Follow-Up Email
After we receive either your online or mail-in registration form, a member of our team will reach out to you within 1-week of receipt with a welcome email to confirm your eligibility for a free hotel room and with instructions to start the screening process for free laser therapy, if requested. We’ll also any answer additional questions you shared with us through the registration forms. Please check your spam folders for correspondence from email@example.com and firstname.lastname@example.org, and mark us as an authorized sender to be sure you receive our individualized and group email updates.
- Get Screened for and Schedule FREE Laser Session
Follow the instructions provided in your welcome e-mail to contact Dr. Roy Geronemus’ office to get screened for a free laser treatment on Friday, September 25 and, if deemed eligible, to complete the appointment process. Dr. G’s experienced team will work with you directly to review your eligibility, answer your questions, accept any medical records, and to book the appointments. Be sure to reach out to Dr. G’s office ASAP after registering, as free laser sessions are limited in number and screening will be done in the order registrations are received until all slots are filled.
- Complete VISA Application (if applicable)
Those needing a VISA to attend the conference are encouraged to complete the VISA process as soon as possible. Let us know if you need a letter to support your VISA application and keep us apprised of your VISA progress. The VISA process varies by location and you should reach out to the US Embassy in your country to learn about requirements and to complete the VISA process, if your country requires a VISA for travel to the US.
- Book Free Hotel Room & Any Additional Nights
Your welcome email will confirm your eligibility for a free night at the Shelburne Affinia Hotel in New York City (Manhattan) for check-in on Friday, September 25. You must follow the instructions provided in your welcome email to book your free night directly with the hotel, by following the online passcode link or by calling our hotel representatives directly and completing the booking using your personal credit card for both the free night and any additional nights you’d like to pay for on your own at a rate of $305/night + taxes / fees. Upon check-in at the hotel, your credit card will only be charged for any additional nights you added to your reservation. Those only using the free night will show a $0 balance upon check-in, and the credit card you used to book will just be kept on file to secure your room and cover any incidentals you incur.
The hotel cut-off date to reserve your room, modify your reservation, or cancel is September 1, 2020. If you fail to cancel before then, the hotel will charge you for the full value of the room/s. If you fail to attend the conference, but use a free room, VBF will charge the card you used to register for the full value of the hotel room, as this ensures that our rooms are only utilized by those with a vascular birthmark who attend for our conference services. Be sure to book your room early, as we do have a limited number of free hotel rooms that will be filled in the order that you complete the booking process.
- Book Flights
Book flights into JFK, Newark, or LaGuardia Airports ASAP to secure the best rates. All of these airports are centrally located in the NY / Manhattan area.
- Get Medical Records to Bring to Clinic Sessions
Request any examinations or imaging studies from your current medical team and come prepared with your medical imaging studies on a CD, if possible, to make the most of your clinical session. Please do not send medical records to the VBF for HIPPA purposes.
- Look out for Updates on Dental & Orthodontic Exam Offerings
Those who indicate an interest in either dental or orthodontic exams when registering will be kept apprised of the status of these offerings by email as soon as details are confirmed.
- Make Transportation & Parking Arrangements
All of the airports in the NY/Manhattan area (JFK, Laguardia, and Newark) provide various transportation options into New York, New York. Most offer a flat rate taxi service into Manhattan from the airport (average cost is around $50). Newark Airport connects to the New Jersey Transit system, that connects to the NY subway system, for travel into Manhattan from the airport. JFK / Leguardia offer AirTrains (similar to an above-ground subway) for direct transportation into Manhattan at affordable rates. You can also book an Uber directly from the airports into NYC. Bus and shuttle options may also be available. You can reach Manhattan from any of these airports in about 30 minutes to an hour, depending on traffic and your transportation options. Valet parking at our partner hotel, the Shelburne Affinia Hotel, is available at a rate of $65-75 / day and free parking is not included in your hotel stay. Finding affordable parking in Manhattan is a challenge, and transportation by car is not recommended since it is slower and more costly than options like taxis, uber, and the subway system. If you do need parking, we recommend ParkWiz or other similar services, which allows you to reserve an affordable parking spot at a NYC garage ahead of time so that you won’t have to waste time driving around looking for parking or paying higher rates without an advanced reservation. For locals driving in on the morning of the conference itself who need parking near Lenox Hill Hospital for the Conference on Saturday, we will be partnering again with a local garage to provide discounted daily parking rates. This parking will be pay-on your own, and subject to availability. Details will be provided as the event nears. The NYC subway system can easily get you to any of our conference venues on Manhattan (though Uber / Taxi are also great options). We recommend charting your subway trips using Google Transit, which is like Google Maps for the subway, and will provide you with detailed instructions about how to reach any destination using the NYC subway system.
- Prepare for Day Care
Pack your infant car seat and/or stroller to check at Daycare in case your child needs to nap, and be sure to include any other essential items your child will need like extra bottles, pacifiers, and special snacks. Snacks and toys, as well as a cribs, will be provided.
FRIDAY, SEPTEMBER 25
- Check-in for FREE Hotel Night on Friday, September 25 (by reservation only)
Those who booked a free hotel room night can check in at the Affinia Shelburne Hotel on Friday, September 25 starting at 3:00 pm.
- Attend FREE Laser Session on Friday, September 25 (by appointment only)
Those confirmed for free laser will head downtown in NYC to the Laser & Skin Surgery Center of New York for their individual laser therapy appointments on Friday, September 25, 2020.
- Attend FREE Dental Exam on Friday, September 25 (by appointment only)
Offerings are still being confirmed and those eligible will be kept apprised of updates and information about scheduling as the event approaches.
SATURDAY, SEPTEMBER 26
- Attend VBF Conference & Clinic on Saturday, September 26
Our Conference begins bright and early on Saturday morning with check-in starting at 7:30 am, followed by the conference lectures, lunch and the clinical session to conclude in the afternoon. Upon check in, you will receive a folder with your complete afternoon clinical schedule and all other information you’ll need for the day’s events. Our volunteers will be on hand during the entire event to answer any questions you have.
Please contact the VBF Event Team by emailing email@example.com if we can help in any way. We look forward to welcoming you at the Conference!