FAQs

1.  Why did the conference organizing committee not book a bigger venue?
 
We did not anticipate that demand for our conference would challenge the capacity of the resort.  The District Conference in 2011 was held at the J.W. Marriott without any difficulty.  The highest conference registration from the last three years was in Orillia where 301 registered.  That number would have been easily accommodated.  However, the interest in this conference has been unprecedented, and as a result we capped registrations at 350, but then were subsequently able to increase that to 436.   In light of the large waiting lists that had built up, we expect that registrations will again have to be capped so if you have not registered yet, sign up immediately!
 
2.  How do I cancel my registration?
 
Contact Registrar Don Watkins at dswatkins@sympatico.ca or 705-743-7693.  There is a $25 cancellation fee.
 
3.  What happens to my room at the J.W. Marriott if I cancelled my registration?
 
Rooms reserved for people who have cancelled their conference registration have been released so that the room can go to someone on the waiting list for a room at the J.W. Marriott. 
 
4.  I have registered but do not have a room – what can I do?
 
Not everybody will be staying on site, since some will instead be coming from homes or cottages within easy driving distance.  However, if you want to stay and do not have a place yet, ask friends who do have their rooms if they wish to share (numerous suites have been booked that are ideal for sharing).  As well, you can book a room now at Clevelands House at Rotary District Conference  and/or go on the waiting list for a room at the J.W. Marriott by sending your request to Steve Meadley at smeadley@live.ca.
 
5.  I have registered and have a room registration but my partner/spouse/roommate has not registered – can they still attend?
 
Yes, he or she can attend, but unless registered for the full conference, your roommate/spouse/ partner will not be able to join you at the meals your registration has paid for.  Full registration spots are, however, currently available. 
 
If you wish to add someone to the waiting list for the Saturday Masquerade only, please contact Jean Polak at ejpolak@polaklaw.com.  This partial registration option will only be opened up if the full registration spots have not been used up, and will in any event not be made available until October.
 
6.  I have reserved a room at the J.W. Marriott but have not registered for the conference – can I still come?
 
If you thought you had registered and are only now discovering you did not, we are very sorry that our process confused you.  However, we did send out an email in February to everyone with a room reserved warning them that registrations were going to be capped.
 
Registrations were frozen as of Rotary Weekend in April, but we have since been able to squeeze in more people and a limited number of new registration spots have now been opened.  We therefore recommend that you immediately register.  This is a “first, come, first served” opportunity and if you do not register before we fill up again, you may not be able to attend the conference!
In order to take advantage of this opportunity, please immediately go to https://www.regonline.ca/register/checkin.aspx?EventId=1707978&MethodId=0&EventSessionId=&startnewreg=1 and register now. 
 
There is a waiting list for the rooms at the J.W. Marriott.  If you are not going to come to the conference, please advise me by reply email as we would like to re-assign the room you reserved as soon as possible.  If you still have not registered by June 15, we will be in contact either to urge you to register (if any spots remain open) or to advise that your room is being re-assigned (if registrations are once again full).
 
7.  Is there a waiting list for the Saturday night Masquerade only?
 
There is a waiting list was that was started during the Rotary Weekend for a partial registration for only the Masquerade on Saturday night.  That list is still being maintained, but we are giving priority to people who wish to attend the full conference.  If all of the full registrations spots have not been taken by the end of September, any available spots remaining will go to those on the waiting list on a “first come, first served” basis.
 
Jean Polak is managing the waiting list for Saturday night partial registrations.  She can be contacted at ejpolak@polaklaw.com.
 
8.  Why are partial registrations for Saturday and Sunday no longer available?
 
Due to the high demand for full registrations combined with the limits on capacity, the decision was made to remove the Saturday/Sunday partial registration option.  But it is still worth getting a full registration even if you have to miss some of Friday’s programs, because the full conference registration fee includes the wonderful Friday night meal and social events.
 
9.  Who is managing the waiting lists for room reservations?
 
Steve Meadley is managing the waiting list for room reservations at the J.W. Marriott.  He can be contacted at smeadley@live.ca.   There is currently no waiting list at nearby Clevelands House.  To reserve there:
​​​​​​​​​​​​​​10.  Why have the media camp and the children’s programs been cancelled?
 
Unfortunately, registrations for the children’s program and media camp have fallen far short of the critical numbers we would have needed to run these programs ourselves.  The registration fee you have paid was based upon their meal cost, and if they still want to come (and we hope they do!) we will still feed them.
 
However, if you would still like to bring your young ones, there are a couple of options for you to consider. We will explore each option with the resort once we know the number of children in each age category:
  • the J.W. Marriott Resort does offer a supervised children’s program.  Details are available from Linda Brouillette (lgbrouillette@vianet.ca).  The cost of these programs would be borne by you. Again, there may be critical numbers required to run these programs so we cannot guarantee at this point that they will be available.  We will ascertain your interest and get back to you once we discuss the running of the program with hotel staff.
  • If your child is of legal age to be left unattended while you attend conference sessions, it is possible to have them present at the resort.