FREQUENTLY ASKED QUESTIONS- FAQ'S
General
General - Meeting Information
What is the Catholic Social Ministry Gathering?
What is the purpose of the Catholic Social Ministry Gathering?
Where is the Gathering held?
When is the Gathering held?
What are the dates for the next Gathering?
Who should attend?
What is a wrap around meeting?
Who should attend wrap around meetings?
This is my first time attending the meeting – will I need to receive training?
What airports are located near the conference?
When will registration open?
General – Registration
When will registration open?
How can I register?
How much is registration for the Gathering?
What method of payment is accepted?
Hotel Accommodations & Roommates
What are the hotel rates?
When will I be able to make reservations for the meeting?
Will I be able to share a room?
Cancellations & Refunds
Can I cancel my registration/reservation?
Is there a processing fee to cancel my registration?
If I paid with a credit card, will the refund be issued to my credit card?
How long will it take to receive a refund?
Exhibitors
Who should exhibit at the Gathering?
When will I be able to submit an application?
Is there a deadline to submit applications?
How will I know if my application was accepted?
Is there a cost to exhibit at the Gathering?
What is included with the exhibit fee?
What are additional fees for exhibiting at the Gathering?
How should I pay for the exhibit?
Where and when do I ship my materials to be displayed?
Who should I contact once I ship my items to the hotel?
How should I retrieve my shipped items?
When will I be able to set up and breakdown my exhibit?
If I experience problems with my exhibit once I get to the hotel, who should I contact?
How will I keep my items secure if I am away from the exhibit area?
What are the exhibit hours?
What should I do with any extra items after the Gathering?
Visiting Capitol Hill
Does everyone attending the Catholic Social Ministry Gathering make Congressional visits?
Where can I find additional information about visiting Capitol Hill?
What day should I plan my visit to Capitol Hill?
What is a state captain?
What is the state captain's responsibility?
How will I know who is my state captain?
Will I be able to meet with my state captain once I arrive at the meeting?
How should I prepare for the visit to Congress?
GENERAL – MEETING INFORMATION
1. What is the Catholic Social Ministry Gathering?
The Catholic Social Ministry Gathering is an annual event co-sponsored by 18 national Catholic organizations. It is rooted in the Word of God and the Church’s living tradition that builds solidarity, knowledge and skills among social ministry leaders in national Catholic organizations, local arch/dioceses, religious congregations, Catholic education, healthcare, and others. It animates the Church’s social mission for the evangelization of the world.
2. What is the purpose of the Catholic Social Ministry Gathering?
The purpose of the Catholic Social Ministry Gathering is:
- to share information and strategies on priority domestic and international issues affecting the life and dignity of the human person;
- to prepare and organize participants to carry the message on issues both to Congress in Washington, DC and to constituencies and political leaders in their home arch/dioceses;
- to deepen and strengthen participants' efforts to develop leadership and capacity at the diocesan and parish level by sharing Catholic social teaching, providing workshops on skills and strategies, and by sharing materials and activities that are useful at the local level;
- to gather in the context of the Catholic social tradition to teach, pray, and celebrate the work and accomplishments we share.
3. Where is the Gathering held?
The Gathering is usually held in the Washington, D.C. metropolitan area which makes it convenient for participants to go to Capitol Hill for their lobby visit(s). For the next two years (2009 and 2010), the Gathering will be held at the Hyatt Regency Washington Hotel on Capitol Hill, located at 400 New Jersey Avenue, NW, Washington, DC 20001. For more information about the hotel, visit their website.
4. When is the Gathering held?
The Gathering is an annual meeting which is generally held in February or when Congress is in session.
5. What are the dates for the next Gathering?
The dates for the 2009 Gathering are Sunday, February 22 through Wednesday, February 25, 2009; however, wrap-around meetings hosted by several national Catholic organizations begin on Thursday, February 19, 2009.
All participants may attend the core meeting, Sunday-Wednesday. The core meeting consists of sessions on domestic and international issues affecting human life and dignity and preparation for Capitol Hill visits, workshops, and strategy sessions.
6. Who should attend?
Catholic leaders whose work is to advocate for social justice in a national organization, an arch/diocese, or a parish.
7. What is a wrap-around meeting?
The wrap-around meetings are an opportunity for the co-sponsoring national Catholic organizations to meet with their membership for planning, learning, strategizing, sharing, organizing and celebrating their own efforts.
8. Who should attend wrap-around meetings?
Persons who are colleagues, members, or guests of the Catholic social mission organizations that sponsor a wrap-around meeting.
9. This is my first time attending the meeting – will I need to receive training?
It is strongly recommended that all first time attendees attend the New Attendees orientation on Sunday afternoon.
10. What airports are located near the conference?
- Ronald Reagan Washington National Airport (DCA) is located 4 miles from downtown Washington, DC.
- Washington Dulles International Airport (IAD) is located approximately 25 miles from downtown Washington DC.
- Baltimore/Washington International Thurgood Marshall Airport (BWI) is located approximately 30 miles from downtown Washington, DC. Trains run regularly between BWI and downtown Washington.
11. Will I be able to use other transportation modes to get to the conference?
Yes, Amtrak stops at Union Station and is within in a few minutes walking distance from the hotel.
GENERAL - REGISTRATION
1. When will registration open?
Registration for the Gathering opens December 1st and continues through January. Check our online registration website.
2. How can I register?
Either online, by fax, or by mail. Attendees are strongly encouraged to register online.
Additional information will be available when registration opens. Check our website for updates.
3. How much is registration for the Gathering?
The cost to attend the 2009 Gathering (core meeting is Sunday through Wednesday), is $260 for early registration or $310 for late registration. There are additional registration fees to attend the wrap-around meetings.
Daily registration rates range from $35 to $70 depending on which day you attend.
4. What method of payment is accepted?
Visa, MasterCard or American Express and checks made payable to USCCB/JPHD are acceptable forms of payments.
HOTEL ACCOMMODATIONS & ROOMMATES
1. What are the hotel rates?
The hotel rates for 2009 are: $200 for single occupancy; $210 for double occupancy; and $220 for triple/quadruple occupancies. Full payment of hotel costs are due at the time of the registration.
2. When will I be able to make reservations for the meeting?
Once registrations opens, attendees will be able to make their hotel reservations through the registration company.
3. Will I be able to share a room?
Yes, you can either identify your own roommate with whom you will be sharing a room or Capitol Services, Inc. can match you with a roommate(s).
Important:
In an effort to minimize housing expenses, we will make every attempt to match you with a
roommate, but we cannot guarantee that a roommate will be found. Roommates are assigned on a
first come, first served basis.
Neither the USCCB-JPHD nor Capitol Services Inc. is responsible for roommate incompatibility.
In the unlikely event that we are unable to match you with a suitable roommate, you will be
responsible for paying the total room cost. The balance of the charges will be due on January 23,
2009. Your credit card account will automatically be charged unless an alternate form of payment is
provided before that date.
Roommates must share two queen-sized beds. The hotel does not allow roll-away beds due to fire
code restrictions.
CANCELLATIONS & REFUNDS
1. Can I cancel my registration/reservation?
Yes, you must submit a written request to ytaylor-burwell@usccb.org or to Yolanda Taylor-Burwell, USCCB-JPHD, 3211 Fourth Street, NE, Washington, DC 20017 no later than January 30, 2009.
No refunds will be granted after January 30, 2009.
2. Is there a processing fee to cancel my registration?
Yes, a $75.00 processing fee will apply for processing refunds.
3. If I paid with a credit card, will the refund be issued to my credit card?
No, all refunds will be issued by check, even if you paid by credit card. All refunds will be made
payable to the person who registered, unless otherwise specified.
4. How long will it take to receive a refund?
All refunds are processed approximately 10-12 weeks after the Gathering.
EXHIBITORS
1. Who should exhibit at the Gathering?
National Catholic organizations whose mission is promoting social justice. There is a limited amount of space available and online applications are accepted on a first-come, first-served basis. USCCB-JPHD has the right to deny exhibit space to those organizations whose mission is not related to Catholic social teaching.
2. When will I be able to submit an application?
We will begin accepting applications in December. Click here to register online.
3. Is there a deadline to submit applications?
Yes, applications will be accepted until January 5, 2009.
4. How will I know if my application was accepted?
Once your application has been approved, you will receive an invoice and a confirmation letter with additional information.
5. Is there a cost to exhibit at the Gathering?
Yes, exhibitors fees are $175.00 for the entire conference.
6. What is included with the exhibit fee?
One clothed, 6 foot table and one chair
7. What are additional fees for exhibiting at the Gathering?
Additional fees apply for pipe and drape, electricity, audio/visual equipment, internet connection, shipping/handling, etc. Fees are as follows:
Pipe and Drape |
$200.00 (very simple set-up) |
Electricity |
$40.00 per day |
TV |
$150.00 |
VCR/DVD |
$125.00 |
Internet Connection |
$700.00 per day |
Handling |
$11.00 per box |
Storage |
Charges TBD but, the hotel will only store items up to 3 days before the meeting (2/21/08). |
You will be billed after the Gathering for any of the fees listed above. Each exhibitor is responsible for any additional costs incurred.
8. How should I pay for the exhibit?
Once you have received an invoice and a confirmation letter with additional information, payment should be made with a check payable to the USCCB-JPHD.
9. Where and when do I ship my materials to be displayed?
Your items should not be shipped to the hotel prior to February 18, 2009. Please note that the hotel charges handling fees and storage fees for items shipped to the hotel prior to the Gathering. The handling rates are $11.00 per box or item. Storage fees are to be determined. You will be billed after the Gathering for any shipping charges incurred.
When shipping items to the hotel each label should have the following information (see sample below).
(Sample Shipping Label)
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10. Who should I contact once I ship my items to the hotel?
Send Yolanda Taylor-Burwell ytaylor-burwell@usccb.org an email, prior to February 18, 2009, with the number of items that you shipped and what those contents are so she can be sure that the correct number of items are placed at your exhibit table.
11. How should I retrieve my shipped items?
Go to the Regency Foyer on Saturday morning, February 21, 2009. Your materials should be delivered to a pre-assigned table. Click here to see the hotel’s floor plan.
12. When will I be able to set up and breakdown my exhibit?
The exhibit setup opens on Saturday, February 21, 2009 from 12:00 noon to 6:00 p.m.
The exhibit room breakdown begins at 10:00 am on Wednesday, February 25, 2009. All exhibits must be removed from the exhibit hall no later than 1:00 p.m.
13. If I experience problems with my exhibit once I get to the hotel, who should I contact?
Leave a message (include your name, cell phone number and sleeping room number if applicable) at the Catholic Social Ministry Gathering registration desk for Yolanda Taylor-Burwell.
14. How will I keep my items secure if I am away from the exhibit area?
Security of all items in your booth is the exhibitor’s responsibility.
15. What are the exhibit hours?
Saturday, February 21, 2009 |
1:00 pm until 6:00 pm |
Sunday, February 22, 2009 |
8:00 am until 4:00 pm |
Monday, February 23, 2009 |
8:00 am until 6:00 pm |
Tuesday, February 24, 2009 |
8:00 am until 6:00 pm |
Wednesday, February 27, 2009 |
8:00 am until 10:00 am |
16. What should I do with any extra items after the Gathering?
It is the exhibitors responsibility to remove all of their items from the exhibit room before the room closes which is on Wednesday, February 25, 2009 at 1:00 p.m. The exhibitor is also responsible for shipping their items. The hotel has a Fed/Ex Kinkos located in the hotel.
VISITING CAPITOL HILL
1. Does everyone attending the Catholic Social Ministry Gathering make Congressional visits?
All Catholic Social Ministry Gathering attendees are strongly encouraged to visit their members of Congress. It is a great opportunity to bring a unified Catholic message to Capitol Hill.
Be sure to request your appointment prior to coming to Washington, DC and to coordinate your visits with your state captain.
2. Where can I find additional information about visiting Capitol Hill?
For more information on how to set up your visit with legislators and what to expect, visit our website.
To find out who your representative is, visit www.house.gov Enter your zip code in the space provided and it will list the name/s from your state.
3. What day should I plan my visit to Capitol Hill?
Tuesday is typically the day set aside for Capitol Hill visits; however, your visit may take place on Monday or Wednesday depending on the Representative’s/Senator’s schedule. On Tuesday evening following the Hill visits we come together to share our Hill visit experiences. This usually takes place at a reception on Capitol Hill.
4. What is a state captain?
A state captain is a Catholic Social Ministry Gathering attendee who volunteers to coordinate the state delegation's Capitol Hill visits. State captains are selected prior to the Gathering. For some states, particularly larger ones, a co-captain assists with the coordination.
5. What is the state captain's responsibility?
The state captain’s primary responsibility is to coordinate the meetings with the Senators on behalf of the state delegation. Each Catholic Social Ministry Gathering attendee sets up a visit with his/her Representative. In order to avoid duplication, it is important to communicate with the state captain about setting up your meetings.
State captains are encouraged to communicate with their delegation prior to the Gathering. There is also an opportunity to meet with members of your delegation on Monday at the meeting.
6. How will I know who is my state captain?
Your state captain will communicate to you prior to the meeting either by email or telephone. If you have not heard from your state captain by January 30, 2008, contact Roxana Barillas, chair of the Capitol Hill Visits Committee, Rbarillas@usccb.org or 202-541-3445 to get your state captain’s contact information.
7. Will I be able to meet with my state captain once I arrive at the meeting?
The state captains meet with their individual delegations on Monday during the Gathering to coordinate who should attend which visits - especially the ones that have been confirmed recently and to decide who will be the spokesperson on each issue.
8. How should I prepare for the visit to Congress?
It is strongly recommended that all first-time attendees attend the Capitol Hill Visits 101 workshop which is scheduled for Sunday afternoon, February 22, 2009 at the Gathering.