Frequently Asked Questions

Below are common questions we receive about GHC 17, grouped by audience.

General Attendees Sponsors Exhibitors
Speakers & Presenters Scholars

General Attendees

When is GHC?

The 2017 Grace Hopper Celebration of Women in Computing (GHC) will take place October 4-6, 2017 in Orlando, FL.

When will registration open?

Individual registration will open to the public July 19, 2017 at 9 a.m. PT.

What is a registration link?

Registration links are provided by your company so you can register using one of their pre-purchased registrations.

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. Chaperones must purchase their own individual general registration.

When will hotel information be available?

Hotel reservations for individuals open July 19, 2017 at 9 a.m. PT. Sponsors will receive specific instructions via email.

Can I cancel my registration?

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

I am no longer able to attend GHC. Can I transfer my registration?

Yes you can transfer your registration to another individual until September 15, 2017. To transfer your registration complete the following steps.

  • Go to GHC Registration page
  • Select “Manage Registration”
  • Enter the email address used to register and the registration reference number found on your GHC registration confirmation email
  • Enter new email address and continue to the next page
  • Update registration information
  • Complete steps and submit
  • A confirmation email will be sent to new attendee

How much should I budget to attend GHC?

Travel and incidental costs can vary widely. GHC will be held at the Orange County Convention Center in Orlando, FL. Final cost per person will depend on type of registration, point of departure, hotel and transportation choices and other factors.

Can a list of Conference registrants be provided?

As a rule and to respect the privacy of all GHC 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.

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 19, 2017.
However, if you represent an academic institution or student group and would like to purchase a group of student or faculty registrations, you can do that in increments of two or more 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 Orlando, 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?

Although there will be a wide variety of food options available, we cannot guarantee that every dietary need will be addressed. If you have a food allergy or religious restriction, please contact your hotel directly to see how it can best accommodate your dietary requirements.

While we strive to provide a nut-free environment, we cannot guarantee all meals will not have nuts (including the child care center).

Please be aware that while there will be gluten free options available, these options will not be truly gluten free as there may be cross contamination in the kitchens.

Sponsors

When will sponsorships become available?

All sponsorships closed July 26,2017.

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

Yes. If you are a sponsor or patron you can purchase additional Student or Faculty registrations. These Registrations are available for purchase on a first come, first serve basis, in increments of one, up to a maximum of 100. If you want to add these to your existing registration, 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. It opened March 1. You can log in using the email with which you registered for sponsorship and your sponsorship reference number.

How can I book hotel rooms for my attendees?

For sponsors, group hotel reservations (10 or more rooms) will open on March 1. If you provided payment, you will receive an email with the link to make your hotel reservations. Please note, to ensure everyone has a chance to secure housing, you can only book rooms for the number of individual registrations you have purchased.

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

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

Can we use the GHC logo on our website or SWAG items?

Any use of the logo, or cobranding with the celebration, must be approved in advance by the Anita Borg Institute. Please email your request to ghc@anitaborg.org.

Can we use Grace Hopper’s image in any of my materials?

The Anita Borg Institute does not own the rights to Grace’s likeness, and cannot share any images or designs with third parties. Your organization will need to make arrangements with the Hopper estate to receive permission.

If you would like to use the Grace Hopper Celebration logo instead, please email your request to ghc@anitaborg.org.


Exhibitors

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

The GHC Exhibitor Reference Guide is a guide which includes details about the GHC location, hours, move-in and move-out hours, convention services contractor, booth packages, early access to the Expo Halls during non-exhibitor hours, the shipping address, and exhibit rules and regulations.

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

The GHC Exhibitor Service Manual contains general information, labor/service order forms, payment, Exhibitor Appointed Contractor information, shipping instructions, union rules and regulations, and other information pertinent to your participation.

We will make this manual available in the GHC Sponsor Portal after July 10.

Who is Hargrove, Inc.?

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

When will we know the booth assignment number

GHC Sponsors will be able to select their Career Fair and Interview Booths online. We base the order of selection on the level of sponsorship, date of agreement, and receipt of payment. Each sponsor will receive an invitation email with instructions on how to select their booth space.  We will send confirmations following the conclusion of each sponsor level selection.

What are the public hours for the Career Fair and Interview Halls?

Career Fair Hall

Dates Hours
Wednesday 10/4 10:30 a.m. – 5:30 p.m.
Thursday 10/5 10:30 a.m. – 5:30 p.m.
Friday 10/6 9 a.m. – 2 p.m.

Interview Hall

Dates Hours
Wednesday 10/4 11 a.m. – 6:30 p.m.
Thursday 10/5 11 a.m. – 6:30 p.m.
Friday 10/6 8 a.m. – 2 p.m.

What are the early access hours?

Dates Career Fair Hall Early Access Interview Hall Early Access
Wednesday 10/4 8 a.m. – 10:30 a.m. 8 a.m. – 11 a.m.
Thursday 10/5 8 a.m. – 10:30 a.m. 8 a.m. – 11 pam.
Friday 10/6 7 a.m. – 9 a.m. 7 a.m. – 8 a.m.

When can we set-up our booth?

Dates Hours
Sunday 10/1 By appointment only, starting at 12 p.m.
Monday 10/2 8 a.m. – 5 p.m.
Tuesday 10/3 8 a.m. – 5 p.m.
Wednesday 10/4 8 a.m. – 9 a.m. (final touch up)*
9 a.m. – 10:30 a.m. (final cleaning)

*You must complete your booth set-up by 9 a.m. We will perform final
aisle cleaning at 9 a.m. and the Expo Halls will open promptly at 10:30 a.m.

When can we dismantle our booth?

Dates Hours
Friday 10/6 2 p.m. – 10 p.m.
  • You must not dismantle or pack before the Expo closes at 2 p.m. on Friday.
  • Hargrove will return cartons/crates after removal of the aisle carpet. Please anticipate
    receiving your crate(s) between two and four hours after the Expo Halls close.
    Please check with Hargrove at the Exhibitor Service Desk at the back of Hall
    WB1.
  • You must remove all exhibit materials from the Expo Halls by 10 p.m.

What is material handling?

Material handling are services performed by Hargrove, the official GHC services contractor, which includes delivery of exhibit materials from the dock to assigned space, removing empty crates, returning crates at the end of the event for re-crating 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.

During the GHC conference, I need to contact Hargrove for booth order questions. Where can I find them on-site?

We provide an on-site Exhibitor Service Desk to assist sponsors during the conference. The Service Desk will be located in the back of Hall WB1.

Speakers & Presenters

What type of room will I be assigned?

We will assign your room format based on the type of session. We host Presentations and Panels in theater style rooms. Workshops rooms have a banquet style set-up.

Who is considered a speaker?

Speakers are those whom we accepted through the formal Call for Participation (CFP) process, including panel moderators and panelists, people making presentations, workshop facilitators, and poster presenters.

As a speaker, am I entitled to registration benefits?

If we accepted you as a speaker through the formal CFP process, you will receive a complimentary one-day pass for the day of your assigned session. If you would like to attend the entire conference, you can purchase a general registration pass at the discounted rate of $600.

Can we find out how many submissions there were for a particular track or overall to GHC?

Each year, our Call for Participation (CFP) generates hundreds of submissions for technical talks, workshops, and panels. While we would like to accept all the great submissions we get, due to limited program slots, our Conference Leadership Team must make some hard decisions about what to accept. Our review process is outlined here.

To protect the integrity of our CFP review process, we do not disclose submission information outside of the review process. Submitters are individually notified of acceptance decisions on May 10. We publish the final program in August.

When and where can I register?

We will include speaker registration information in the CFP acceptance email, which we will send to all accepted speakers on May 10. Review the instructions in this email to successfully register as a speaker at GHC. Along with registering, you will also need to update your submission information in stage 2 of the CFP application. If you do not register or submit your stage 2 material by May 31, you will be ineligible to speak at GHC 17.

Where can I stay during GHC?

The Anita Borg Institute will open hotel requests to individuals starting July 19. Booking one of our contracted hotels guarantees the lowest prices for those dates. You may book a hotel that is not a part of our contracted hotels, but you must arrange your own transportation to and from the conference.

Can my company book a hotel for me?

If your company is a GHC Sponsor, you can inquire if there is a room booked for you through them via the sponsorship owner. If there isn’t, you can request the sponsorship owner to add a room for you so you may stay in the same hotel as others from your organization. This will also allow you to avoid booking at personal cost.

If you have any additional questions, please contact ghc@anitaborg.org.

Scholars

When will scholarship applications open?

Scholarship applications opened mid-January. They closed March 8, 2017 at 5 p.m. PT.

Who can apply for a scholarship?

We offer two types of scholarships – Students and Faculty.
Scholarships cover conference registration, flights, hotel accommodations, and you will also receive a stipend that, when used wisely, covers travel day meals, transportation to/from the airport, and other travel incidentals.

Can I have more than one letter of recommendation associated with my application?

No. As GHC grows in popularity, we receive more and more applications. To respect the time of our volunteer reviewers, we are limiting applications to one letter of recommendation.

When will my recommender be contacted to submit my letter of recommendation?

An email with information about how to submit a recommendation will be sent to your recommender within thirty minutes of your providing your recommenders email information within the application.

Can I check to see if my recommendation was submitted?

Yes, log back into your application and you can see if your recommender has submitted your recommendation yet or not. You may also send a reminder to your recommender directly from the application system.

I am graduating in May or will no longer be a student in October, can I apply for a scholarship?

The GHC scholarships are only available to those still enrolled in a university during the conference (October 2017).
We do have a program, GHC Hopper, which allows individuals to attend GHC for free if they donate eight hours of time. Hoppers still have to pay their own travel expenses. The applications will open in summer. Learn more about this program and more volunteer opportunities.

Can high school students/teachers apply for a scholarship?

The Anita Borg Institute works with college students and above. We do not have the capacity to serve K12 students or teachers, and thus, we are unable to offer scholarships to that audience.

When will I be notified if I have been selected to receive a scholarship?

ABI will send an email on May 10, 2017 to all who have submitted a complete application (completed application and letter of recommendation) regarding your selection status.

How do I book my travel for GHC?

All scholars can book flights with the ABI contracted partner, Corporate Traveler. In mid-July, we will send you an email with a form to complete that you will send directly to Corporate Traveler. At that time, we will provide you the email addresses of the travel agents you are to work with. You will not pay for your flight; ABI will pay Corporate Traveler directly.

If you book your flight yourself and don’t use Corporate Traveler, you will not be reimbursed for this expense.

What dates should I plan to be in Orlando?

We highly recommend arriving in Orlando Tuesday, October 3 and not departing prior to Saturday, October 7. This will allow you to take advantage of all of the GHC events, including the famous Friday night party!

Can you book your flight to arrive prior to GHC or stay a few days after GHC?

Yes! ABI is happy to accommodate these requests, as there is no additional expense associated with this request. You are required to be in Orlando over October 4-6, 2017, but we do understand some will want to take advantage of all that Orlando has to offer. Any costs associated with your extended stay will be at your own expense.

How will I get to the hotel from the airport?

You can pre-arrange Super Shuttle (approximately $20 each way) or get a taxi/rideshare. Last year, many scholars met up and shared a taxi/rideshare to keep costs down.

There is no shuttle service that runs from the airport to GHC hotels.

Will travel be provided from the hotel to the convention center?

Shuttle service will be provided. Route information from the hotel to the convention center will be available on our website as we get closer to GHC.

Do I have to make my own hotel reservations?

ABI provides hotel rooms to all scholars. If you decline to use the ABI-provided hotel, you will not be reimbursed for this expense.

ABI-provided hotel rooms will be for check-in Tuesday, October 3 and check-out Saturday, October 7. If you need hotel accommodations before or after those dates, you must book the additional nights on your own. The scholarship program cannot do this for you.

Notification of your hotel assignment will be sent in mid-September. All conference hotels are within three miles of the convention center.

When will I be notified if I have been selected to receive a scholarship?

ABI will send an email on May 10, 2017 to all who have submitted a complete application (completed application and letter of recommendation) regarding your selection status.

Will I have a roommate?

Most student scholars will be assigned a roommate, unless you are bringing a child with you or have indicated a specific need on the stage 2 application.

Can I choose my own roommate?

We do not take roommate requests. You will be notified who your roommate is in mid-September when you are notified which conference hotel you will be assigned.

Do I have to purchase a GHC registration?

ABI will register you for GHC. You will receive a confirmation email by July 19, 2017.

Are meals covered by my scholarship?

Scholars will receive a meal card as part of their scholarship upon arrival at the conference. There will be a Scholar desk at registration where you will be able to pick up information you will need at the conference.

The meal card is good at all convention center food services, including kiosks, concessions, and restaurants within the convention center.

Are any other costs covered by my scholarship?

Scholars will receive a stipend card as part of their scholarship upon arrival at the conference. There will be a Scholar desk at registration where you will be able to pick up information you will need at the conference.

This card will have your cash funds preloaded for use. The purpose of the debit card is to cover costs associated with travel to GHC and home from GHC, such as baggage fees, taxi/rideshare/shuttle costs, meals during travel, and, for international travelers, your fee for a visa.

Are there any events specifically for scholars?

You are required to attend the GHC Scholarship Networking Event, which will be held on Wednesday, October 4, 2017. The event is currently scheduled to begin at 4:30 PM ET and will be two and a half hours in length. This is a requirement of your scholarship to attend this event for the entire time. Details on location and content for the event will be emailed this summer. This event brings in over 150 mentors for scholarship recipients to interact with.

How can I meet other scholars before GHC?

If you have not already joined the Scholars Facebook group, we recommend doing so as you are able to meet other scholars prior to GHC. Additionally, that is the first place we update new information for GHC Scholars.

Who sponsored my scholarship?

You will find out your scholarship sponsor in late August. Scholarships are randomly assigned to sponsors by ABI.