Below are common questions we receive about GHC 16, grouped by audience.

Attendees

When is GHC?

The 2016 Grace Hopper Celebration of Women in Computing (GHC) will take place October 19-21, 2016 in Houston, TX. Find out why we’re returning to Houston.

When will registration open?

Demand for participating in the Grace Hopper Celebration of Women in Computing (GHC) has never been greater. We are truly inspired by the ongoing enthusiasm and the commitment to women in technology.

Last year, we sold out within a week of opening registration, and this year, we experienced the same astonishing demand. As of August 10, 2016, all registrations for GHC 16 are sold out.

What is a registration link?

Registration links are provided by your company and represent registrations purchased with their sponsorship. Your company will provide instructions for how to use the link when they invite you to register.

Do you have a waitlist?

No, we are not offering a waitlist in 2016.

Do you have an age requirement for the Conference?

You must be 18 years of age to attend GHC. Students under the age 18 are required to execute and submit a Chaperone Agreement and Release Form at the time of registration.

When will hotel information be available?

Hotel reservations for individuals opened July 13, 2016 at 9 a.m. PT. Click here to learn more.

Can I cancel my registration or sponsorship?

All sales are final and cannot be canceled or refunded. You may substitute a new attendee if you are not able to attend.

How much should I budget to attend GHC?

Travel and incidental costs can vary widely. GHC 16 will be held at the George R. Brown Convention Center in Houston. Final cost per person will depend on type of registration, point of departure, hotel and transportation choices and other factors.

Where can I find the schedule for GHC 16?

An overview of the conference is available here. A detailed schedule is available here.

I would like to register a group of people for GHC. Can I do that?

Our system does not allow one person to register multiple individuals at the same time. You will need to begin a new registration for each person. Individual registration opens July 13.

However, if you represent an academic institution or student group and would like to purchase student or faculty registrations in bulk, you can do that in increments of one by emailing us at ghc@anitaborg.org. We will verify your identity and help process your purchase.

What is the attire at GHC?

Casual to Business dress is appropriate. Remember to bring comfortable shoes as you may walk a lot. You should also bring a jacket. While it is warm in Houston, the convention center will have air conditioning.

I will need to bring my child(ren) with me. Will there be child care?

We offer complimentary child care for children 13 and under. You must register your child(ren) to participate in the program. Learn more.

Can my child(ren) or guest attend any of the sessions or events?

Unfortunately, attendance is only for registered attendees. Guests and anyone under the age of 18 are not allowed into any session, career fair or activity.

Whom should I contact if I have special dietary needs?

Menus selected for the GHC 16 program are nut-free. There will be vegan options available at each meal function. For special request, complete the specific dietary section upon registering or email specialneeds@anitaborg.org.

Sponsors

Are sponsorships still available?

Yes, Additional Sponsorships are still available.  Corporate, Academic, Non-profit & Lab and Government sponsorships are sold out.

I would like to purchase multiple individual registrations. Can I do that?

Yes. If you are a Corporate, Academic or Nonprofit & Lab Sponsor or a Government Patron you can buy individual registrations (Student or Faculty) in bulk (General registration bulk tickets are sold out). These bulk registrations are available for purchase on a first come, first serve basis and can be purchased in increments of one, up to a maximum of 100. To purchase bulk registrations, email us at ghc@anitaborg.org.

What is the GHC sponsor portal?

The GHC sponsor portal is a self-service portal. You will be able to view your sponsorship purchases, related benefits, registrations and deliverables. Login instructions can be found in your sponsorship confirmation email.

When and how can my invited attendees register with their pre-paid registrations?

Once you have access to your sponsor portal, you will be able to invite your employees and/or guests to register using a link provided in your portal. Invited attendees will use your pre-paid registrations that were included as part of your sponsorship or the additional ones you bought as part of a Bulk Registration or Enterprise Package. Your sponsorship registrations and codes will be available in the GHC sponsor portal on May 11.

How can I book hotel rooms for my attendees?

Reservations for group housing are now closed. Reservations for all rooms must be submitted via the hotel booking tool.

Can a list of Conference registrants be provided?

As a rule and to respect the privacy of all GHC 16 registrants we do not divulge or share registration information.  Prior to and once on-site at the Conference there will be many ways in which to network with other registrants.

Can we transfer enterprise pack registrations to cover discounted speakers? Will they lose the discount if they use those?

You are welcome to use one of your enterprise tickets to register your speaker, however, the badge they receive at check in will not show that they are a speaker (the designation is tied to the registration type). The other factor to keep in mind is the speaker ticket for three days is only $350, while the enterprise ticket is valued at $760. The speaker ticket cannot be transferred to anyone else, so you would lose that discounted ticket if it is not used for the speaker.

What is the GHC Exhibitor Guide? Where can I find this document?

The GHC Exhibitor Guide is an easy place to find the information you need as an exhibitor, including locations, hours, contractors and vendor information, how to access the exhibit hall non-exhibitor hours, the shipping address, and rules and regulations. The GHC Exhibitor Guide is available in the sponsor portal along with additional important details like how to register attendees. You can also download it here.

What is the GHC Exhibitor Service Manual? When can I receive the Manual?

The GHC Exhibitor Service Manual contains general conference information, labor/service order forms, payment, Exhibitor Appointed Contractor, shipping instructions, union rules and regulations and other information pertinent to an exhibitor’s participation in a career fair.

This Manual will be available on the GHC Sponsor Portal in summer. Log in details will be sent in an email to the address used to purchase the sponsorship.

Who is Hargrove?

Hargrove, Inc. is a nationally renowned general contractor for trade shows, events and exhibits.  Hargrove is the GHC official convention services contractor.

Can I purchase a career fair or interview booth without sponsoring GHC?

No, currently you must be a GHC 16 sponsor to exhibit.

What is the Expo schedule?

Interview booths will be located in Exhibit Hall A, and career fair booths in Exhibit Halls B-D of the George R. Brown Convention Center. Early admittance, clean up and dismantling hours require you to Early Access Credentials to access.

Career Fair Booths — Open to all registered attendees
Wednesday, October 19  — 12 p.m – 6 p.m.
Thursday, October 20 — 10 a.m – 5:30 p.m
Friday, October 21 — 10 a.m – 2 p.m.

Interview Booths — Open to all registered attendees
Wednesday, October 19  — 12 p.m – 7 p.m.
Thursday, October 20 — 8 a.m – 6:30 p.m
Friday, October 21 — 8 a.m – 2 p.m.

Move-in
Sunday, October 16 — 9 a.m – 5 p.m.*
Monday, October 17 — 9 a.m – 5 p.m.
Tuesday, October 18 — 9 a.m – 5 p.m.
Wednesday, October 19 — 7 a.m – 11:30 a.m.
*By appointment with Hargrove only. Please contact Hargrove directly to make an appointment.
Event Days – Early Admittance & Clean up
Wednesday, October 19  — 6 p.m – 6:30 p.m.
Thursday, October 20 — 8 a.m – 10 a.m. and 5:30 p.m – 6 p.m.
Friday, October 21 — 8 a.m – 10 a.m.

Dismantling
Friday, October 21 — 2 p.m – 10 p.m.

What is material handling?

Hargrove, the GHC official convention services contractor, performs material handling services, including delivery of exhibit materials from the dock to assigned space, removing and returning crates, and delivering materials back to the dock for carrier loading. It is a two-way charge for both incoming and outgoing. These services are sometimes referred to as Drayage.

I have questions regarding my booth orders and services. Who should I contact?

Hargrove will assist with your booth orders and services questions.  You can reach them at exhibitorservices@hargroveinc.com or their Help Line at (301) 306-4627.

During the GHC 16conference, I may have booth order questions. Where can I find help on-site?

The Anita Borg Institute and Hargrove provide an on-site Exhibitor Service Desk to assist sponsors during the conference. The Service Desk will be available inside the Career Fair Halls (Level One).

Speakers & Presenters

How can I speak at GHC 16?

To speak at any of our sessions, you will need to complete submit your proposal through the Call for Participation process. You can learn more about it here.

When will the Call for Participation (CFP)open?

Our CFP opened mid-February. You can a proposal submit here. For information about planning your session, visit our speaker section.

How are speakers decided?

At ABI, we have a rigorous review process for all of our submissions. Find out about that process.

Who is considered a speaker? Who is a presenter?

All of our speakers (include our main stage speakers) are volunteers.

We consider speakers as those who were accepted through the formal CFP process, including panel moderators and panelists, people making presentations, workshop facilitators and members of Birds of a Feather.

Those presenting posters during either the General Session or the ACM Research Competition are considered Poster Presenters. They are event participants, and are not eligible for speaker benefits.

How many times can I submit to the CFP?

You can submit only one proposal to the CFP. This rule applies to all submissions types: panel, presentation, birds of a feather, workshop, student opportunity lab, and poster.

You can, however, be included in a separate panel/BOF/workshop, submitted by a second individual.

Why can I only submit once?

To ensure high quality submissions, we are only allowing one proposal per person so that you can focus on submitting your best work to this highly competitive CFP.

Can men submit a proposal to the CFP?

Yes! Men are welcome to submit a proposal to the CFP. We are looking for quality of content and experience, and we encourage all to apply.

I submitted a panel, but need help connecting to other panelists outside my organization. How can I find additional speakers?

ABI offers multiple places to connect with the community and find potential panelists outside your organization.

Scholars

When will I hear about my selection status?

Decisions were sent on June 1. You should have received an email, but you can also check the status of your application by logging into the portal.

I’ve been accepted as a GHC 16 Scholar, now what?

Please view our Before GHC scholar page to find the next steps. You can also refer to your acceptance email.

I am on the waitlist for a scholarship, when will I hear a final decision?

Those that were notified they were placed on the scholarship waitlist will have a final decision no later than July 12, 2016. If selected, you will receive an email at the email address you used to apply.

When will I be notified of who sponsored my scholarship?

We will post scholarship profiles on our website in late August. Your sponsor will be shown on your scholar profile.

I was not selected for a scholarship, can you tell me why not?

While we would like to accept all students that apply, we have a limited number of applications we are able to accept each year. All applications are reviewed by three reviewers and our committee. Reviewers provide feedback, and the results are tallied and reviewed by the Student Scholarships Committee Co-Chairs. We cannot give direct comment regarding why an applicant was not selected due to the vast number of applications. We take all factors into consideration and our Scholarship Committee selects the top applicants while taking into consideration a well balanced group of recipients, while maintaining a balanced representation from various institutions and backgrounds.

My scholarship application was not accepted; can I still register for the conference?

Yes, you can purchase conference registration if they are available. Please visit our website for more information.

What is the difference between a faculty and student GHC scholarship?

A faculty GHC scholarship covers only registration. A student GHC scholarship covers registration, hotel, a meal card for the conference venue and a stipend for travel related expenses.

As a student GHC 16 Scholar, do I need to book my own hotel room?

No, you do not need to book your own hotel room, as we will provide them for you if you selected this option in Stage 2 of your application. You will, however, share a room with another GHC 16 scholar. If you want your own room, you will need to book it yourself.

I was selected as a scholar, can I request a roommate?

Due to the size of the scholar program and the logistics needed for the event, we are unable to accept roommate requests. As a scholar, we hope you embrace the conference as a means of meeting many wonderful new friends and colleagues and utilize the roommate assignments as another means of meeting someone new!

When do I need to check-in and -out of the hotel?

For scholars who requested the ABI provided hotel accommodations, check-in is Tuesday, October 18 and checkout is Saturday, October 22. These are the only days we have reserved for scholars, so if you need to arrive on an earlier date or leave later, you will have to make your own arrangements.

We will not send you a hotel confirmation until the end of September, so we cannot tell you what hotel you will be staying in until then.

Do I need to make my own travel arrangements?

Yes, you will need to make your own travel arrangements to GHC 16. Please book your flight as soon as possible, as flight prices will increase as we get closer to the conference. If you are a student GHC scholar, you will receive your travel stipend after verification of your attendance at GHC. When booking your flight, please remember that your stipend will not increase regardless of the costs you incur so be mindful of your stipend amount in order to not have out of pocket expenses.

Do you provide ground transportation for us once we get into Houston?

We do not provide transportation to scholars to and from the airport, so you will need to make your own ground transportation arrangements. Once at your hotel, there will be a free shuttle to and from the conference, running Wednesday through Friday. Please visit ourtransportation webpage for more information about ground transportation in Houston.

How will I be reimbursed for my travel expenses?

Once your attendance at GHC 16 has been verified, you will be required to complete the stipend  expense report on our website. This portal will become live shortly after the conference. You will not need to submit receipts but you will be required to submit either a W9 (U.S. residents) or a W8BEN (international residents) tax form.

I am staying in Houston after the conference, will you still reimburse me for my flight back if the date is later?

You will be making your own flight arrangements and the stipend is to cover this expense. You are able to make whatever flight arrangements best fit your needs. Please remember that you will have to purchase your flight out of your stipend.

I would like to visit somewhere else before/after Houston. Will you reimburse me for all those flights?

The stipend is to cover your  travel to/from the conference. If you choose to add an additional stop on your trip that will be your choice. The stipend amount will not change regardless of route you take to arrive/depart the conference.

Can I join the Scholar Facebook page?

Only those selected as a GHC 16 scholar are eligible to join this closed group. 2016 Scholars will start to be added to the group by July 1.