FAQ



1. Do I have to make my own lodging reservations?  

Yes, each participant is responsible for their own lodging. We have a discounted block of rooms for reservations. You can put up to 4 people in a room (2 double beds). Cost is $109 per room per night, regardless of the number of occupants up to 4.  Lodging tax is additional. The first 100 rooms will be offered at a deeply discounted rate of $109. The next 50 rooms after that will be offered at $149. After that the rate will revert to the normal $199 fee. So reserve your room early!

 The hotel contact information is under the Lodging page. If you can get other discounts or choose to stay elsewhere that is your choice (Cadets must have the required two seniors to chaperone at a different hotel). 

2. I have other commitments that weekend.  Do I have to come for the entire conference? 

No.  We understand that people are busy and that the conference is a long drive for many. You are welcome to come for all or parts of the conference as your schedule allows. Registration options are Saturday Daytime Only (general session, networking lunch, morning/afternoon breaks, and seminars), Banquet Only (reception, banquet, and dance/hospitality room), and Full Conference (all of the above plus Friday night hospitality room).  Some will come in Saturday morning and/or leave Saturday night to reduce expenses or to meet other commitments. Do what is right for you.  Please note that breakfast is on your own.

3. What is the Early Registration Incentive and why do we have one? 

The Early Registration Incentive is an additional benefit to encourage participants to sign up early for the benefit of both the conference staff and hotel staff. It is very difficult to plan a conference without knowing who and how many people will be attending. There are cutoff dates in the hotel contract with our catering order that cannot be missed for meals. We also have production cutoff dates for the conference challenge coins. We stretch our deadlines to the last possible minute we can to help you. We ask for you to please help us and not wait until the last minute to register. For those who can make the early registration, we say thank you by giving you a complimentary conference coin.

4. What is offered as the Early Registration Incentive?

All participants who register by the early registration deadline (2359 on 3 MAR) will get a commemorative challenge coin at no additional cost.

5. I didn’t make the Early Registration cutoff.  Can I still get a coin? 

Yes, coins will be offered on an first come, first served basis as we order a limited number of extras each year. You may register through Eventbrite under the additional coins ticket sales while supplies last.

6. What is a cadet sponsor/chaperone for the conference?

Each cadet is required to have a designated supervising senior member (preferably from their home squadron), as outlined in the Cadet Protection Policy. One senior member can supervise multiple cadets.  Cadets should check with their squadron to find a sponsor.  If no seniors are available, commanders should contact their group commander or Lt Col Tim Day to arrange for a sponsor.  The supervisor is not required to spend the entire conference with the cadet but they must be onsite the same time their sponsored cadets are onsite; cadets will be free to choose which activities they want to attend just the same as senior members. It is merely a way to provide additional accountability. In the event that a cadet goes missing or in the rare case of a cadet misbehaving, the supervisor will be contacted on their mobile phone to assist. Unlike other activities, the VAWG cadet programs team is not strictly controlling the schedule of cadets who attend the conference. We treat them as young adults and expect them to act accordingly.  We have established rules for the conference to comply with CAPR 52-10, which are available here.

7. What is the uniform for the conference?

The uniform will be: 

TRAVEL, REGISTRATION, AND FRIDAY NIGHT HOSPITALITY ROOMS

Casual civilian attire at the hotel.  Civilian attire authorized when travelling by Corporate Vehicles, in accordance with CAPR 39-1, para 1.2.4.2.  Appropriate CAP uniforms are required for air travel.

SEMINAR SESSIONS: 

CADETS 
 - Men's and Women's Service Dress Uniform (Cadets are authorized to wear both the old and new style service coats.), Optional
 - Men's Long-sleeve Shirt, with tie
 - Men's Short-sleeve Shirt, no tie 
 - Women's Long-sleeve Blouse, with tab
 - Women's Short-sleeve Blouse without tab
 - Civilian Suit or equivalent
 - No BDUs or Field Uniforms

SENIOR MEMBERS
 - Men's and Women's Service Dress Uniform, Optional
 - Men's Long-sleeve Shirt, with tie
 - Men's Short-sleeve Shirt, no tie
 - Women's Long-sleeve Blouse, with tab
 - Women's Short-sleeve Blouse without tab
 - Men's and Women's Aviator Shirt with Epaulets
 - Men's and Women's Knit (Golf) Shirts
 - Civilian Suit or equivalent (non-member guests only)
 - No BDUs or Field Uniforms

BANQUET SESSION:

CADETS 
 - Men's and Women's Service Dress Uniform (Cadets are authorized to wear both the old and new style service coats.)
 - Men's Long-sleeve Shirt, with tie
 - Men's Short-sleeve Shirt, with tie
 - Women's Long-sleeve Blouse, with tab
 - Women's Short-sleeve Blouse with tab
 - Men's and Women's Blue Semiformal Uniform (Cadets Only)
 - Men's and Women's civilian semiformal to formal attire
 - No BDUs or Field Uniforms

SENIOR MEMBERS
 - Men's and Women's Service Dress Uniform
 - Men's Long-sleeve Shirt, with tie
 - Men's Short-sleeve Shirt, no tie
 - Women's Long-sleeve Blouse, with tab
 - Women's Short-sleeve Blouse without tab
 - Men's and Women's Mess Dress Uniform (Senior Member Officers and NCOs only)
 - Men's and Women's CAP Blazer Uniform
 - Men's and Women's Aviator Shirt with Epaulets
 - Men's and Women's civilian semiformal to formal attire
 - No BDUs or Field Uniforms

SUNDAY TRAVEL: 

ALL: Civilian Attire

8. What is a hospitality room?

A hospitality room is a room set aside to relax and socialize in the evenings. It’s a place to see old friends and acquaintances and meet new ones. There will be separate cadet and senior hospitality rooms with appropriate snacks and drinks.  The cadet hospitality room will be open Friday night and on Saturday will combined with the cadet social activity in the ballroom after the banquet. The senior member hopitality room will be open on Friday and Saturday nights.

9. What happens at the banquet?

The banquet will start with a “no-host” reception for an hour. An appetizer will be served, plus drinks will be available for purchase.  The banquet is open seating, with a few exceptions, so make sure you arrive before the doors open to the dining room if you want to sit with a large group. The ceremonies will begin with presentation of the colors and an invocation, followed by dinner. After dinner, there will be a guest speaker.  This will be followed by a few awards presentations including the Senior of the Year, Cadet of the Year, Cadet NCO of the Year, Squadron of the Year, and Spaatz and Wilson Awards (if any).  When the banquet ends, we’ll have a social event for the cadets (and any seniors who wish to join us) and the Senior Member hospitality room will be open.

10. What about transportation?

The wing commander usually authorizes corporate funding (C8 sorties) for corporate vehicles and aircraft to transport for the conference. Be efficient and maximize passengers.  Corporate vehicles and drivers will be needed for transportation during the conference.  We will arrange for transportation from a nearby airport for those who fly in.  Mission Number is TBD.

11. What are my payment options?

Payment options are credit/debit card and check via the Eventbrite registration page.  Everyone should complete the online registration form.  To pay by credit, choose the credit card payment option.  To pay by check, mail your check to Virginia Wing Hadquarters at 7401 Airfield Drive, Richmond, VA  23237.  Include "Wing Conference", name(s), and CAPIDs on the memo line.