Cancellation of ALPCA 2020 Convention
Tulsa, Oklahoma, July 8-11, 2020
Frequently Asked Questions
Why was the convention cancelled?
Many things influenced the Board of Directors' decision: the health and safety of our members, many of whom are considered at-risk for the virus, current and anticipated travel restrictions and quarantine mandates, both domestic and international, plus the overall discouragement (and possible restriction) of large gatherings, particularly those where social distancing cannot be easily maintained.
Will the 2020 tulsa convention be rescheduled?
The Board discussed the possibility of shifting the convention to later in the year. However, that was deemed not to be feasible for a number of reasons: availability of key staff, volunteers and board members; adverse impact on existing Regional meets that have been scheduled during certain times of the year for decades; and the close proximity to other major events that attract our members, such as Fall Carlisle and Hershey.
Will my registration and table fees be refunded?
- Fees for registration, tables, and guest badges will be refunded automatically, no request is required.
- Members who ordered souvenirs will have an $8 charge ($12 for outside of the US) deducted from their refund to account for shipping the items to your home.
- To ensure an error free refund process, funds cannot be applied to future dues or for next year's convention.
What about the convention t-shirt and/or souvenir license plate(s) that I ordered?
- Revised souvenir designs that reflect that the convention did not actually happen should be available for viewing on or about 15 May on the club website, and in the June issue of PLATES.
- Members can opt to keep their order with the revised design or request a refund if they do not like the revised design. Send requests for souvenir refunds directly to secretary@alpca.org.
- The ordering deadline is extended to 1 July 2020.
- Souvenirs will be shipped in mid to late August.
How long will it take for me to receive my refund?
- Refunds will be provided no later than 30 June.
- Refunds to US members will be provided via a check mailed to the address on file regardless of the original method of payment.
- International members will receive refunds via PayPal.
I have a reservation for air travel to attend the convention. What should I do?
Due to the COVID-19 outbreak, many airlines are offering flexible cancellation and reschedule policies. Please contact your airline as soon as possible to explore your individual options. It is your responsibility to cancel your flights.
What about my hotel reservation?
If you already have a hotel reservation, you are responsible for handling your own cancellation. Our host hotel, the Doubletree Tulsa Downtown, is a Hilton property. Like most hotels, Hilton has implemented a very liberal cancellation policy in conjunction with the COVID-19 pandemic, which allows guests to cancel up to 24 hours before the scheduled date of arrival. More details are available via the Hilton coronavirus website.
Will I be able to get a convention badge?
Convention badges are made for and distributed to members and their guests (for an additional fee) if they attend Convention. Badges are not made for non-attendees. Since we are not having a convention this year, badges will not be made.
Why are you going ahead with producing t-shirts and souvenir plates, but not the badges?
Members who do not attend the convention have always been given the option to purchase t-shirts and souvenir plates. However, they have not been able to purchase convention badges.
I take great pride in the number of alpca conventions that I've attended. How is my "attendance streak" impacted by the cancellation?
With the Tulsa convention being cancelled, ALPCA's 66th convention will be held in 2021 in Covington, KY. If you attend that convention your "attendance streak" will be maintained.
Will there be an annual business meeting this year?
The annual Business Meeting is held in conjunction with the convention. Since there will not be a convention this year, no an annual meeting will not be held.
Why arent you having a "virtual" business meeting?
Much of the annual Business Meeting agenda is tied to an actual, face-to-face convention. And a good bit is ceremonial - remembering departed members, recognizing military service, convention attendance, past presidents, board and other club leaders, including regional officers and meet hosts, Hall of Fame members, etc.
Also, a significant amount of time at the annual meeting is used to recognize and photograph display award winners, which we will not have, without there being a convention.
The typical agenda also includes a report on convention statistics and auction proceeds by the Secretary, as well as a "promo" for the next convention. Any new business is last on the agenda and usually consumes very little time. Members who have questions are always welcome to contact the Board via "Ask the Board" (asktheboard@alpca.org)
Is there a possibility for a virtual convention?
The Board had a lengthy conference call during which we considered the viability of delivering various elements of our convention virtually, but this was not a feasible option because of the human, technological, and financial resources that would be required.
Why can't we have a virtual trading floor?
PLATES magazine, the ALPCA Discuss email listserver and the ALPCA Facebook group already exist, which provide opportunities for members to advertise what they wish to buy, sell, or trade in a virtual environment.
Why can't we have a virtual awards program?
A virtual awards program that is equitable and accessible to all members would take significant lead time to build, communicate guidelines, develop judging procedures and coordinate the logistics, etc.
What will happen to the awards, plaques, etc. For this year's awards program?
The awards were designed for the 66th convention. However, none have been physically made due to vendors' COVID-19 restrictions, etc.
Why not a virtual auction?
We decided against having a virtual auction for a number of reasons, including: logistics of receiving, cataloging, storing and shipping items, or relying on individual "donors" to process and ship items in a timely manner, plus dealing with sales tax requirements in some states. Our auction is also heavily supported by DMV donations, which they understand is being offered during a members-only live auction at our convention.
I normally bid on a special number souvenir plate at the auction. Will these plates be available this year?
We intend to have these plates made as part of our souvenir plates order, this year. Since we will not have a convention auction this year, these plates will be retained and offered for bidding during the auction at our next convention.