2024 Reservations Process for Participants and Guests

Reservations are now being accepted for the 2024 program. To register, please contact Brenda Hudson, CHA executive assistant, mission via email or at (314) 253-3443.

IMPORTANT REGISTRATION NOTICES:

• Space is limited to approximately 50 participants. Once the 50 spots have been filled, CHA will compile a waitlist. If space permits, those on the waitlist will be contacted.
• Each ministry is limited to reserving space for six participants. If a ministry would like to send more than six participants, any additional participants will be placed on the waitlist.
• Due to the popularity of this program, we suggest you serve space as soon as possible.

PLEASE HAVE THE FOLLOWING INFORMATION AVAILABLE AT THE TIME YOU CONTACT BRENDA HUDSON:

• Coordinator — Name and contact information of the person from your system who will coordinate the details for all registered participants and registered guests.
• The number of spots the system would like to hold for participants in the program and the number of expected guests.

In early October, the coordinators will receive an email with a link to register participants and guests for the program through the CHA website.

IMPORTANT PASSPORT INFORMATION

For those who do not yet have a passport or need to renew – registered participants and guests – please note that there is a 10 – 12 week wait for application and receipt.

Please note: Your passport must be valid for at least three months beyond your planned return date from The European Union.

Starting in 2024, the European Union will require incoming foreigners to fill out an online application before they enter Italy. Travelers will need to apply through the ETIAS process (European Travel Information and Authorization System) online and pay a small fee. Once the application is approved, the ETIAS application number will be linked to your passport.

Though not required, we encourage participants to enroll your trip in STEP (Smart Traveler Enrollment Program) with the U.S. State Department prior to travel. If you enroll in STEP
you will receive important information from the Embassy about any safety conditions in your destination and help the U.S. Embassy contact you in an emergency. Visit this website to enroll - https://step.state.gov/

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What to Expect After Reservation

October 2023

Registration for Participants and Guests
CHA will email the system coordinator a link to register for the program through the CHA website. This registration can be completed by the coordinator or the participant. This registration is due by Nov. 3, 2023.

Registration information includes:

• Participant name, preferred name for badge, title in health care, system or facility name and city/state/zip, personal email and mailing address for pre-program materials
• Guest(s) name and preferred name for badge and if the guest is rooming with a participant or requires a separate room

Additional Information Required
In late October, CHA will email system coordinators and participants to request the following information:

• A (head and shoulder) photo (jpeg) of each participant and registered guest
• Hotel check-in and check-out dates

January 2024
Registration Fees Invoices Mailed

• In early January, CHA will mail each coordinator an invoice. It will include a listing of all attendees – registered participants and registered guests – and the payment amounts for each individual. Payment should be received by March 8.

Request for Participant Information

• CHA will email system coordinators requesting (head and shoulders) photo (jpeg) of each participant and registered guest.
• Participants will receive an email asking them to submit their itinerary information. This is needed to schedule transportation to and from the airport.
• Participants will receive information about optional tour opportunities. Reservations are due by
  Jan. 29.

February 2024

• Participant and Registered Guest photos, hotel check-in/out dates and travel itineraries are due on Feb. 24.

March 2024
Program Materials Available

• CHA will mail hard copies and provide access to electronic program materials on March 1, 2024.

Webinar: Know Before You Go
March 12, 2024, 1 - 2:15 p.m. ET

• This webinar will offer information about the program that will help all attending better understand and prepare for the week of activities. It is very important that everyone who is traveling to Rome attend.

Participant Confirmation

• Participants will receive an email to confirm their check-in/out dates as well as their travel itinerary mid-March.

For additional information about the program, please contact CHA at [email protected]. For information about registration and other details, contact Brenda Hudson, CHA executive assistant, via email or at (314) 253-3434. For travel information, contact Dee Walsh, CHA meeting planner, via email or at (314) 253-3439.