Frequently Asked Questions (FAQs)

Music City Center 
201 Rep. John Lewis Way S 
Nashville, TN 37203 

The conference takes place at Music City Center located within a quick walk from all of our hotels.  Visit our Hotel & Travel webpage for directions and accessibility details.

Hotel booking and pricing can be found in your registration confirmation email and on the Hotel & Travel page. 

Housing notice: Please be aware of companies that may call or email you to assist with hotel reservations for VRMA 26 Nashville. The intent is to convince you that the offer is made on VRMA’s behalf, or that the soliciting company is a viable alternative to going directly to the hotel. These companies are not affiliated or working in partnership with VRMA, and reservations made through these companies cannot be guaranteed. Contact vrma@vrma.org with any questions or concerns.   

Business casual is recommended. Be sure to wear comfortable shoes, as you may be walking between sessions and events. The average temperature in Nashville in October is around 70°F. Meeting rooms can be cool, so consider bringing a sweater or light jacket to stay comfortable indoors.  

Full-conference registration includes all general sessions, breakout sessions, the expo hall, networking events, and select receptions (Welcome Reception and Closing Happy Hour).  One day registrations include sessions and events only happening on that day. 
 
Add-ons like the pre-conference labs and the Advocacy Luncheon are available for an additional fee.  

If the event is canceled, shortened, delayed, or rescheduled due to circumstances beyond VRMA’s control, only the portion of the registration fee reimbursed by insurance or a third party will be refunded. VRMA is not responsible for any additional costs, including travel or lodging.  

Yes. VRMA may photograph attendees during the event. These photos may be used in VRMA publications, promotional materials, and online platforms. Your attendance implies consent to be photographed and for your image to be used.  

Children under 16 are not allowed in the Expo hall or at conference functions.  

• General Inquiries - vrma@vrma.org 

• Registration Support -  registration@vrma.org 

• Expo Questions - vrmaexhibits@vrma.org 

For full details on our policies, visit our Terms and Conditions page. 

1. Please click here to access the VRMA 26 Nashville webpage.  

2. Enter your email address. 

3. If you are a VRMA member, please use the email address associated with your company.

4. If you were provided with a discount code for this event, enter it in the Discount Code box and click Apply. If you do not have a Promotion Code, proceed to the next step.  

5. Select your registration type and click Continue. If you are registering multiple attendees, please select the Group Registration type.  

6. Fill out the required registration demographics and select any add-on options.  

7. If you are registering additional attendees, please click Add Another Person to register your group on Step 5 of the registration process.  When you have finished adding people to your group, please click Continue.  

8. Review and confirm that the registration summary is accurate. Once confirmed, click either Credit Card to submit payment via credit card or Invoice. After submitting, you will receive an email confirmation.  

Notes for Exhibitors:

• Exhibitors can follow the same instructions and enter their complimentary allotment code in the “Discount Code” box and click Apply as noted in step 4.   

To receive the member rate, please use your company or organization email address. Please review the purchase summary page to ensure you are paying the correct member or non-member pricing. If you are seeing non-member pricing and believe you should be paying the member rate, please do not register. Email registration@vrma.org for assistance.   

If your company just recently joined or renewed your VRMA membership, please wait three business days to register for the conference so our system will recognize your company to unlock the member rate. Please contact us at vrma@vrma.org to verify your current membership status or troubleshoot any issues.  

Important:Please do not register under any company other than your own, as this will result in the cancellation of your registration.   

The guest pass includes access to the social events only - the opening reception and closing happy hour.  

Refunds, less a $100 administrative fee, will be given for cancellations prior to September 11, 2026. No refunds will be granted after this date. All cancellations must be submitted via email to registration@vrma.org. Registrations are transferable between individuals from the same company. Note that cancellations for the hotel should be submitted directly to the hotel. 

For full details, see our Terms and Conditions or email us at registration@vrma.org. 

Yes, we do offer a discount for those organizations bringing more than one person to the event. Please select the group registration type when you register. Please contact registration@vrma.org if you do not see the group rate reflected before submitting payment.  

Yes, onsite registration will be available. However, we highly recommend registering online in advance to take advantage of the best rates and to access our quick and easy self-check-in service onsite. Save time, skip the line, and secure your spot before you arrive. 

Yes! You can log back into your registration here. The login will be your email address used to register, and the password created during the registration process.

Please note: If you would like to transfer your registration to another person or cancel your registration, please contact registration@vrma.org to do so.   

Yes! To add a guest or pre-conference lab to a pre-existing registration, log back into your registration here. Once you are logged back into your registration, return to the Add-Ons section of the registration process to make changes.  

You may transfer your registration to another person in your company.  Please contact registration@vrma.org to transfer your registration.   

Opening June 1, each company will receive a registration allotment code based on booth size which can be applied at checkout. For more information about registration, rates, and instructions please click here.   

Your main contact should have received badge registration details and your complimentary code from vrmaexhibits@vrma.org. If you didn't receive this information, please contact us.  

The Alliance Exhibitor Services Kit will be sent via email to all exhibiting companies in early July. All forms and booth ordering details will be included then.   

Each 10x10 Booth Package includes:  

• Complete pipe and drape for inline and perimeter booths  

• 6’ table  

• (2) chairs  

• Wastebasket  

• ID Sign  

• (1) 20-amp electrical package per company  

• Complimentary Basic Wi-Fi in Expo Hall  

• Exhibitor listing on conference marketing materials (website and the mobile app)  

• (1) Full conference registration 

Important Note: All exhibitors are required to have booth flooring. VRMA will provide carpet for the aisles and common spaces. Exhibitors that purchased the booth package inclusive of carpet require no further action. Companies may purchase carpet through the Alliance Exhibitor Services Kit or bring your own flooring to cover the entirety of your purchased booth space. 

Yes, each company includes a (1) 20-amp booth drop. If you purchased an in-line booth (400 sq ft or less), it will be located along the back drape. If you have an island booth, you will need to indicate the location for the electrical drop based on your booth design. If you need additional electrical, the online ordering form will be provided with the Exhibitor Service Kit.   

VRMA will provide basic Wi-Fi throughout the Expo hall; however, we cannot guarantee its bandwidth or reliability. If you need to place an internet order for your booth, the online ordering form can be found in the Alliance Exhibitor Services Kit (available in early July).   

All exhibitors must abide by the IAEE Rules and Regulations and VRMA’s Rules and Regulations. Submit your booth diagram to vrmaexhibits@vrma.org for final approval.

All requests will be reviewed and approved by VRMA. Please submit your booth activation request(s) to vrmaexhibits@vrma.org. All food and beverage must be ordered from the Music City Center directly.   

All hotels are located within a quick 3-5 minute walk from the Music City Center. Please view our hotel map to see specific locations . 

All questions can be sent to the VRMA Events Team, who can be reached at vrmaexhibits@vrma.org. 

Select breakout sessions at the event will be recorded and available post-event. Conference recordings are available for purchase during the registration process ($175) for members and ($225) non-members. Once the full schedule is launched, each session description will indicate whether it will be recorded.  

Breakout sessions do not require pre-sign ups. Learning Labs (pre-conference sessions) do require a pre-registration and additional costs. These should be added on to your conference registration either during the registration process or adding on after you register for the event. We do accept onsite registrations should you decide to join us last minute! 

VRMA does not provide CEs for attending sessions. 

Sessions are geared towards both beginners and advanced professionals. Once session details become available, you can use the filters on the website to sort by track or experience level and find the sessions that best match your interests and goals.  

Yes, session presentation slides and materials will be available to attendees' post-event within the mobile app. You can download all materials from there.  

Speakers will be listed under each session – once sessions are confirmed.