Frequently Asked Questions (FAQs)
Frequently Asked Questions (FAQs)

Program Questions

When will I receive meeting materials?

Meeting information is currently available online. The 2018 Annual Meeting printed brochure is scheduled to arrive at co-ops in mid-December. will have the most up-to-date information about the program, meeting registration, and hotel reservations. 

Who is performing at Entertainment Night?

Trace Adkins!

A Nashville icon for more than two decades, Trace Adkins has made his mark on the country-music industry with 11 million albums sold, hit singles like "You're Gonna Miss This" and "Ladies Love Country Boys," GRAMMY nominations, Country Music Television and Academy of Country Music Awards, an autobiography and even a slew of movie and TV roles to his credit. But ask Adkins what's left to prove in his career and the small-town Louisiana native says it's simple: the itch remains – to create, to collaborate, to continually feel the excitement that comes after whipping up a new song out of thin air and laying it down to tape. It's what, after all these years, he says he still craves. "It's an adrenaline rush and I love it," says Adkins, who spent much of last year in a Nashville studio writing and recording Something's Going On, his 12th studio album — released March 31, 2017 — and his first release on his new label, BBR Music Group/Wheelhouse Records. "There's nothing else like that," the Louisiana naive offers. "That is still my favorite thing to do in this business. Go into the studio with just some lyrics and a melody and then let the finest musicians in the world help take it and turn it into something magical. It liberates me. I just dig it!"

When should I arrive and depart?

Director education courses are held daily from Thursday, February 22, through Sunday, February 25, at the convention center. All classes begin at 8 a.m. Most end at 4 p.m. Please check the specific course for ending time.

The 2018 Annual Meeting runs from Sunday, February 25, through Wednesday, February 28, at 11 a.m. The first General Session will begin at 8:30 a.m. on Monday, February 26. The Expo runs Monday, Tuesday and Wednesday. Your badge will admit you to all three days of the Expo. There will be a complimentary lunch on Wednesday at noon in the Expo. Check the schedule on for more details.

What are the breakout session topics? 

Breakout sessions will be offered Monday and Tuesday afternoons. They will cover a wide range of industry topics. As soon as the sessions are finalized, they will be posted on, pre-registration for the breakout sessions is not required. Breakout sessions will take place Monday from 10:45-11:45 a.m., 1 - 2 p.m. and 2:15-2:45 p.m. Tuesday breakout sessions will take place from 1:30-2:30 p.m. and 2:45-3:15 p.m. Again this year, there will be a special Sunday afternoon forum to discuss Proposed Resolutions at 4 p.m.

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Business Meeting Questions

When are voting delegate certification forms due?

January 5, 2018. If you wish to certify a new voting delegate or alternate delegate, the form must be signed by the board president and board secretary for the delegate to be eligible to vote at the 2018 NRECA Annual Meeting. Be sure that you are certifying individuals that are/will be registered for the Annual Meeting and will be able to attend the Business Meeting on Tuesday, February 27th. The forms will available on in mid-November 2017.

Note: Access is limited to voting member CEOs/General Managers, voting member cooperative board presidents and board secretaries, and voting member administrative assistants. Please contact with questions regarding the online form.

Whom do I contact if I have not received my voting delegate forms?

NRECA’s Membership Department at 703-907-5868 or

When is the business meeting?

Tuesday, February 27, 2018 at approximately 10:30 a.m.

Does our delegate need to do anything before the business meeting?

Your system’s voting delegate must be registered and pick up a voting credential card and ribbon prior to the business meeting. There will be a voting delegate desk in the on-site registration area in the convention center. Delegates should also review the 2018 Proposed Resolutions prior to arriving in Nashville. The proposed resolutions will be posted to and distributed via email to CEOs, voting delegates, alternate delegates, and co-op administrative professionals in late January. Before the Annual Meeting, delegates should talk to their co-op board, CEO, and state association about the position to take on the proposed resolutions. View complete information regarding voting delegates.

Whom do I contact if I have questions about the proposed resolutions?

Contact with questions about the 2018 Proposed Resolutions, or bring your questions to the Proposed Resolutions Forum held Sunday, February 25, 2018, at 4:00 p.m.

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Registration Questions

Why do you recommend that I register online?

To avoid delays in processing time by mail or fax, we encourage you to register online. Once you register for the meeting online, you gain immediate access to online Annual Meeting hotel reservations.

What is the deadline for Annual Meeting registration?

Registration is available until February 20, 2018. However, the early-bird meeting registration discount ends on January 17, 2018 (hotel cutoff is same day.) After that, regular registration fees apply. Registration will also be available on-site.

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Scan-and-Go Questions

When will I receive badges for the people I register?

You won't! NRECA is providing Scan-and-Go to print badges onsite at the Annual Meeting similar to last year.

How does it work?

An email confirmation will be sent to the registrant and registration contact (provided that there is an email address) at least 3-4 weeks before the start of the meeting. The confirmation email will include a bar code that can be scanned at any of the Scan-and-Go stations. If for any reason the bar code does not appear on the email confirmation, the registration can be looked up by entering the four- or five-digit confirmation ID that is provided in the same email, or you can simply type in your name. Registration assistants will be there to help.

What happens if I forget to bring the email confirmation with bar code?

No problem. You can still use the Scan-and-Go station by simply typing in your first and last name.

Where will the Scan-and-Go stations be located?

Stations will be located at the convention center, Omni Hotel and Renaissance Hotel; exact locations will be included in the Scan-and-Go confirmation email.

What time will the stations be open for printing badges?

Stations will be available starting at 7:00 am on Thursday, February 22, 2018 at the Convention Center (exact location will be included in the Scan-and-Go confirmation email).

I have registered 15 people. Am I going to get 15 emails with bar codes?

Yes, a confirmation email will be sent to the registrant's email address (if one is available) as well as the "registration contact" (the person who registered the attendee). If you register 15 people, you will receive one email for each person (if an email address was provided).

How does Scan-and-Go prevent one person from getting two name badges or tickets?

Attendees will be allowed to print their name badge ONCE from the stations. If they lose or need a replacement name badge, they need to go to the onsite registration counters located in the Convention Center.

Can I print badges for people in my group?

Yes, you may print a badge on site for attendees in your group. Each person's badge can only be printed once from the stations, so please coordinate accordingly.

How do I get my tickets for ACRE® Breakfast, International Luncheon and Entertainment Night?

Tickets for the ACRE® Breakfast, International Luncheon and Entertainment Night will be printed together with your name badge. 

What does my guest/spouse fee cover?

Guest/spouse fee includes admittance to all general sessions, educational forums, TechAdvantage® Expo, and shuttle service. 

Note: Tickets to ACRE® Breakfast, International Luncheon and Entertainment Night are an additional charge and are non-refundable.


Let’s say I register several attendees online for the meeting and receive a confirmation. What is the procedure if I need to register another attendee?

You may register additional attendees through at any time. Simply go to the Annual Meeting section on and click on the green “Register Now” button.

What is the process to make a change to an existing registration?

Members with a login can make cancellations and changes such as adding tickets, courses to an existing registration online as long as they are the registrant or the registration contact. Simply log into > Member Center > My Registrations. If you do not have access to, need to make a substitution or you are not the registration contact, the changes need to be sent to Accounts Receivable via email at or faxed to 703-907-5951. All requests must be submitted by February 19, 2018; otherwise they must be made on site.

If I register by fax or snail mail, how can I check to see if my registrations and ticket orders have been processed?

Visit, hover on “Conferences & Education,” select the “Conferences & Meetings” option, and click on “2018 Annual Meeting” listed under the 2018: Upcoming Events calendar. On the main events page, under the “Registration” tab, click on “View My Co-op’s Registrants.” If the registrations have been processed, a list of your registrants should appear, as well as any tickets purchased.

How is Annual Meeting registration handled for VIP groups?

NRECA will register members of the NRECA board of directors and their guests. These individuals will be contacted directly. Statewide officials (president, manager and editor) and platinum associate members register themselves. (For VIP hotel reservations, see Hotel Questions below.)

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Hotel Questions

What is the deadline for hotel reservations?

  • January 17, 2018 (Group Cut-Off Date): All hotel reservations must be secured through the NRECA Housing Center before or on January 17, 2018 9:00 p.m. ET. The online hotel reservation site will be closed after this time.
  • January 18-26, 2018: The Housing Center will be available business days (8:00a – 5:00p (CT) between the dates of January 18-26, 2018 to assist with securing additional guestrooms  (based on availability) and/or modifying existing reservations via email: or phone: 800-424-5249 (toll free) or 847-996-5829. 
  • January 31, 2018 (Contact Hotel Directly): On and after January 31, 2018, all guestroom requests (to include changes, substitutions and cancellations) must be made directly through the hotel. Please do not call the hotel to confirm hotel reservation(s) until January 31, 2018. 

Whom do I contact if the hotel is sold out before the cutoff date? 

If no rooms are available at the designated hotel, “Hotel Pending” should be selected as a hotel option. Selecting this option ensures that the reservation request will be processed as soon as additional inventory is secured and/or an alternate hotel has been identified. Members who secure a reservation using Hotel Pending will receive an email confirmation identifying the hotel name, location and rate once the hotel has been confirmed. NRECA guarantees a guestroom to all members who have secured a guestroom through the NRECA Housing Center prior to the published cut-off date.

How can I get additional room nights if they show up online as “not available”?

Rooms “not available” are generally rooms that have sold out at the hotel and NRECA is unable to secure additional inventory. Make a reservation online for any available dates. Then contact the Housing Center at or 800-424-5249 or 847-996-5829 for additional assistance.

Whom do I contact to obtain room nights outside of the room block pattern provided?

Members wishing to extend their stays beyond the dates provided online may do so on an availability basis only. Reservations for the nights proceeding Saturday, February 24, 2018, and after Wednesday, February 28, 2018, may not be available. Please make a reservation online for any available dates; then contact the Housing Center via email to request a date change to the reservation. The Housing Center works closely with NRECA’s convention hotels to accommodate all requests and confirmation of these additional nights will be provided as quickly as possible. Extended stay requests will be confirmed based on hotel availability and are not guaranteed.

What if I have problems securing my online hotel reservations?

Contact the Housing Center at 800-424-5249 or 847-996-5829. The customer support team is trained to answer your questions. However, if challenges are encountered and appropriate resolutions are not obtained, please contact the NRECA Housing Coordinator at

How are hotel reservations secured for VIP groups?

As a courtesy to NRECA’s Board of Directors and their guests and statewide officials (president, manager and editor), NRECA secures reservations for these members using a separate reservation process. Special housing arrangements have been made. These individuals and/or their assistants will be contacted directly for information. Members may opt out of this process and secure reservations using the online system, if applicable.

May I contact the hotel directly to secure my reservations?

The NRECA Housing Center is set up to manage all reservations for Annual Meeting events. Only reservations received by the hotels from the NRECA Housing Center will be accepted into the NRECA room block. Room reservations secured in ways other than through the NRECA Housing Center (via may be subject to (1) higher rates and/or (2) being transferred from the NRECA room block to a neighboring hotel. Only after the hotel cutoff date will members be able to secure reservations with the hotels directly. NRECA will not be responsible for rooms reserved outside of the NRECA block.

Are the hotels within walking distance to the convention center?

All of the convention hotels are located within two miles (or 10 blocks) of the convention center. Shuttle service will be available to all Annual Meeting convention hotels beginning Sunday, February 25, 2018, to and from the convention center.

Will shuttle service be provided to and from the hotel where the Director Education programs will be held?

No. Director Education participants should plan to arrange for their own transportation. Director Education courses are scheduled beginning Thursday, February 22, through Sunday, February 25, 2018 and will be held at the Convention Center. Shuttle service to and from the convention center begins Sunday, February 25, 2018.

When can I expect to receive a hotel confirmation number?

An immediate confirmation of the reservation request will be forwarded to the contact person via email from the Housing Center once the reservation has been completed. Completed reservation requests require the appropriate payment information. The reservation request confirmation email will be the only notice members will receive from the Housing Center regarding hotel accommodations. This notice guarantees the reservation at the hotel assigned. Please review all information for accuracy. If a reservation confirmation email is not received within 2-3 business days of completion, please contact the Housing Center at or 800-424-5249 or 847-996-5829.

The Housing Center can assist members with gathering hotel confirmation numbers for groups of 10 or more reservations. Otherwise, hotel confirmation numbers may be obtained by contacting the hotel directly on and after January 31, 2018. 

When I enter my credit card information, a prompt states that my credit card is invalid. What’s going on?

Valid credit card information is provided when the rooming lists are forwarded to the hotels. The credit card used must not expire after February 2018. A valid credit card is needed in order for the hotels to charge the one-night deposit due at the cutoff date.

What is NRECA’s room cancellation policy?  

All cancellations must be submitted in writing to the Housing Center by January 17, 2018, 9:00 p.m. ET to avoid a cancellation fee. A non-refundable deposit equal to one (1) night’s room and tax may be charged for cancellations made after January 17, 2018, to the credit card used to guarantee the reservation. NRECA's cancellation policy overrides any hotel policies concerning room cancellations. Please note: Reservations not cancelled and/or if registrants do not arrive at the hotel on the check-in date requested, the first night's deposit will be forfeited and the entire reservation will be cancelled.

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