Registration Coordinator & Group Registration FAQ’s Welcome to ACWA’s new Registration Coordinator & Group Registration system! This new process allows a designated Registration Coordinator to register and manage attendees for conferences and events. The following questions and answers are designed to help you navigate this improved registration process. Frequently Asked Questions 1. How do I become my organization’s Registration Coordinator? You are considered the Registration Coordinator if you register on behalf of one or more attendees in your organization. You must have an ACWA Portal login & password in order to register your group. If you do not have an ACWA login, please contact the ACWA Portal Support Team at portal@acwa.com for assistance. Please note: To receive the event’s applicable group discount, the group must be registered by one Registration Coordinator. 2. Can an organization have more than one Registration Coordinator? Yes, an organization can have multiple Registration Coordinators. However, to qualify for the event’s group discount, all participants must be registered together by a single Registration Coordinator. 3. Can I register more than one attendee at the same time? Yes. The system is designed to allow the Registration Coordinator to register multiple attendees during a single registration session, making the process faster and more efficient. The Registration Coordinator may register the entire group at once, or you can enter a few registrants and return later. Please note that payment is required at the end of each group registration session. 4. Do I need to register all staff at the same time to receive the group discount? No. You do not need to register everyone during the same session to receive the discount. The Registration Coordinator may register attendees at different times. If all eligible attendees are registered before the registration deadline, the applicable group registration discount will automatically be applied during the registration process in accordance with ACWA’s registration policy. 5. Do I need a login and password for each attendee? No. In order to register on behalf of one or more attendees, the Registration Coordinator must have an ACWA portal login & password for themselves only. If you do not have an ACWA login, please contact portal@acwa.com. 6. What forms of payment are accepted? The Registration Coordinator may pay by credit card or any other payment methods accepted by ACWA at the time of registration. Payment options will be displayed during checkout. 7. Will I be able to register each attendee from my organization’s employee list? To abide by online security standards, the new registration process no longer allows the Registration Coordinator to pull from a list. To complete registration, please gather the required information in FAQ #14. 8. Can I register consultants, board members, elected officials or other representatives of my organization? Yes. Registration Coordinators may register consultants, board members, elected officials, guests, or other organization representatives if registration and payment is authorized by your organization. 9. How do I transfer a registration to someone else? Substitution can be requested by contacting Teresa Taylor at teresat@acwa.com. Substitutions must comply with the event attendee terms & conditions and deadlines. 10. How do I cancel a registration, and can I receive a refund for cancellations? To cancel an attendee’s registration, the Registration Coordinator must email Teresa Taylor at teresat@acwa.com. Cancellations and any resulting refunds are subject to the event’s cancellation policy published in ACWA’s attendee terms & conditions. Any approved refunds will be issued according to these terms. 11. Can I change the attendee’s registration type after they have been registered? Yes. Registration changes may be requested by contacting Teresa Taylor at teresat@acwa.com. Registration types may be changed before the applicable registration deadlines, provided the requested registration type is still available. Any additional fees or credits will be applied accordingly. 12. Will I receive a confirmation for each attendee I registered? Yes. A confirmation email will be sent to each registered attendee. The Registration Coordinator will also receive copies of every registration confirmation. To receive copies of any other event communication, please be sure to include the Registration Coordinator’s email as the registrant’s CC during the registration process. 13. Can each attendee make their own hotel reservation? Yes. Once registered, each attendee may reserve their own hotel accommodation using the official ACWA hotel room block booking link provided in their registration confirmation email. 14. What information will I need for each attendee? To complete registration, you should have the following information available for each attendee: First and last name Email address Job title Agency Emergency contact information (name & phone number) Registration type Dietary or accessibility requests (if needed) Any event-specific information requested during registration 15. Can I use an acronym or abbreviation for my organization name? No. During registration, ACWA requires the full organization name to ensure attendees receive the appropriate member pricing and are associated with the correct organization. Please do not enter acronyms or abbreviations. 16. What happens if someone from my agency registers outside of the designated group registration process? If another individual registers separately, they will not automatically be included in your organization‘s group registration or count toward any applicable group discount. The Registration Coordinator should contact Teresa Taylor at teresat@acwa.com to determine whether the registration can be linked to the group. 17. How do I add a guest to my group registration? Guests are an add-on to an attendee’s registration and are not available to anyone with a professional reason to attend. Please contact Teresa Taylor at teresat@acwa.com for assistance. Need Additional Help? If you have questions that are not answered here, please contact the ACWA Events Team @ events@acwa.com or Teresa Taylor at teresat@acwa.com. We are happy to assist you before, during, or after the registration process.
