with the Lenox Hill Hospital and Dr. Robert J. Rosen, Dr. Milton Waner, Dr. Francine Blei, and Dr. Roy G. Geronemus
IMPORTANT UPDATE ON COVID-19
Posted June 25, 2020
VBF is staying on top of the COVID-19 pandemic and your safety remains our priority. While we hope for the best, that our conference will be in-person this December, we are making a plan so that you will still be able to have the opportunity to view the conference lectures, receive a clinic appointment and a free laser session in the event that a full in-person event is not possible. We will do everything in our power to make sure your needs are accommodated, while keeping safety our priority.
We’ll let you know on August 1, 2020 what our final plans will be for our 2020 Conference in NYC.We recommend that you do not schedule flights until that date, unless you can guarantee a refund or date change.
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, December 11 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, December 11. 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 November 20, 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, DECEMBER 11
Check-in for FREE Hotel Night on Friday, December 11 (by reservation only) Those who booked a free hotel room night can check in at the Affinia Shelburne Hotel on Friday, December 11 starting at 3:00 pm.
Attend FREE Laser Session on Friday, December 11 (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, December 11 , 2020.
Attend FREE Dental Exam on Friday, December 11 (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, DECEMBER 12
Attend VBF Conference & Clinic on Saturday, December 12 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!
This list in no way is to be construed as containing the ONLY physicians who treat vascular birthmarks. There are many other physicians who are qualified and have great expertise in this area. This list contains some physicians who have become a part of our resource list. We briefly mention what some of these physicians treat if we have that information under their name and address. If you are a physician or if you know of a physician who should be added to our resource list, please use our Physician Enrollment Form.