PSATS' 2023 Annual Educational Conference and Exhibit Show
 

CONFERENCE FAQ’s - QUICK REFERENCE

You have questions? We have answers.

Here are some of the most frequently asked questions (FAQs) asked by attendees about the 2023 PSATS Educational Conference and Exhibit Show.

If you don’t find your answer here and you have a question about the Conference?
Call PSATS at 717-763-0930 ext. 190
or
Email us at conference@psats.org

 

When & Where

  • Where is the conference held?
  • When does the conference begin?
    • The official start of the conference is Sunday, April 23, at noon.
  • Who attends this conference?
    • Attendees include township board members, secretaries, administrators, treasurers, managers, roadmasters, emergency management coordinators, road crew/public works/parks department employees, solicitors, engineers, members of township planning commissions and zoning hearing boards, zoning/building code officials, and all other township employees. Spouses/guests are also welcome.
  • When is conference check-in?
    • Conference check-in begins Sunday morning at 10 a.m. at the Hershey Lodge. Early Saturday check-in is available and begins at 11 a.m.
  • Where is the check-in?
    • Conference check-in will be in the Chocolate Lobby of the Hershey Lodge. Exhibitor check-in will be in the Great American Lobby across from the main entrance to the Great American Hall. See the map for more details.
  • Where is check-in for Sunday morning workshops?
    • Check-in for Sunday morning workshops is at 7:15 a.m. in the Confection Lobby (downstairs) at the Hershey Lodge. You will also be able to have early conference check-in at that point.

 

Registration

  • When do I get my registration materials?
    • Attendees should have received their materials in December; however, they are also available online at conference.psats.org
  • When does conference registration open?
    • The conference registration and hotel reservation system open Tuesday, January 9, 2023, at 9 a.m.
  • May I register for the conference online?
  • How do I register for the conference?
    • Visit conference.psats.org and click on the red “Register Here” button in the lower left corner of the page. Select your registration category and proceed.
  • How do I access a copy of the invoice?
    • A copy of the registration invoice may be retrieved by the primary participant (in most cases, the first to register) logging into the registration system to modify their registration. A button has been placed in the left corner to access the invoice. Directions to login to modify a registration were included in the registration confirmation email you received.

 

Workshops

  • Do I have to “pre-select" workshops?
    • There is no “pre-selection” of workshops, but you can create a personal agenda for yourself on the conference mobile app.
  • Is there pre-registration for conference workshops?
    • While there is no pre-registration for conference workshops, affiliate association seminars and select other events require a separate registration. Those courses can be found at learn.psats.org.
  • Where do I find a list of workshops?
    • Multiple locations:
      1. conference.psats.org
      2. The conference mobile app
      3. Pa. Township News: print and digital (center spread January-April)
      4. The conference program book and Schedule-at-a-Glance (at the conference)
  • Will I receive any workshop materials?
    • There are two ways to access workshop materials:
      1. Download copies of the workshop materials through the conference mobile app
      2. Order a flash drive with all workshop materials pre-loaded

Note: Printed materials will not be provided at the PSATS 2023 Educational Conference and Exhibit Show.

  • Where are workshops held?
    • Workshops will be held at various locations in the Hershey Lodge, including the Chocolate Ballroom, Cocoa Suites, Cocoa Terrace, Confection Hall, and Tower Suites. See the map for more information.
  • What time do workshops begin/end each day?
    • Monday:
      1. 10:45 - 11:55 a.m. (Population Committee Roundtables)
      2. 1:15 - 2:25 p.m.
      3. 2:45 - 3:55 p.m.
      4. 4:15 - 5:25 p.m.
    •  
    • Tuesday:
      1. 1:15 - 2:25 p.m.
      2. 2:45 - 3:55 p.m.
      3. 4:15 - 5:25 p.m.

 

Exhibit Show

  • What is the exhibit show?
    • The PSATS Exhibit Show is the largest municipal exhibit show in Pennsylvania with close to 300 exhibits both inside and outside. Vendors include those who sell various products to municipalities, as well as state and federal agencies that have information and assistance to share with townships.
  • When is the exhibit hall open?
    • Sunday: 1pm - 8 p.m.
    • Monday: 7:30 a.m. - 4 p.m.
    • Tuesday: 7:30 a.m. - 1:30 p.m.
  • How do I find a specific exhibitor?
    • The conference program book contains a categorical list of exhibitors with their booth number(s). The exhibitors are also listed on the mobile app.
  • Where are the exhibits located?
    • The indoor exhibits are in the Great American Hall, the Great American Lobby, and the Chocolate lobby. The outdoor exhibits can be accessed from the indoor hall through a giant walkway that will be open during most of the show, weather permitting.
  • Are there any available food/beverage options in the exhibit hall?
    • Water coolers are available throughout the hall. We also host a Continental Breakfast with Exhibitors on Monday and Tuesday mornings starting at 7:30.
  • What if I am already registered for the exhibit show?
    • You will need to go back into your existing registration to check everything from last year, update registrant information, sign up for the Welcome Reception if planning to attend, and make sure all other registration information is accurate. After you check out, you will move on to the Hotel Reservations section to reserve rooms if needed.
    • Please refer to the more detailed registration instructions on the bright green cover page in the materials that were mailed to exhibitors in December. This information all appears under the Exhibitor Materials section of this PSATS Conference site.  

 

General Session

  • What is the “general session”?
    • The general session is the “kick off” event each morning Monday through Wednesday of the conference. The general sessions feature guest speakers, the business session, an awards ceremony, important announcements, and special interactive forums and panels.
  • What time is the general session each day?
    • Monday: 8:30 - 10:30 a.m.
    • Tuesday: 8:30 a.m. - noon
    • Wednesday: 8:30 - 11:30 a.m.
  • Where is the general session?
    • The general session is held in the Chocolate Ballroom at the Hershey Lodge.
  • Who can attend the general session?
    • Anyone registered for the conference may attend the general session.
  • Do I get to vote on resolutions?
    • Only voting delegates may vote on resolutions, and each township may appoint a voting delegate. County Associations can also appoint voting delegates. However, everyone may attend the voting session.                                                             
  • What are punctuality prizes?
    • Punctuality prizes are given out to the attendees who are present at the start of each morning’s general session. As you enter the general session each morning, you should fill out that day’s punctuality card, located in the back of the program book, and drop it in the "Punctuality Prize" boxes at the ballroom doors, which are manned by the sergeants-at-arms.

 

First-Time Attendees

  • How do I find other first-time attendees?
    • First-time attendees have a distinctive “bee” logo on their name badge, symbolic of being a “new-bee.”
    • “New-bees” are invited to visit the “hive” gathering spot near the Information Desk to meet other first-timers and catch all the 2023 conference buzz.
  • If I have a question during the conference, where do I go for help?
    • Go to the Conference Information Desk in the Chocolate Lobby. PSATS staff will be there to help you.                                                             
  • Is there a map of the Lodge and surrounding area?
    • You will find a diagram of the Hershey Lodge and a map of the Hershey area in your program book and Schedule-at-a-Glance and on the mobile app.

 

Conference Events/Networking

  • What networking events are available at the conference?
    • There are many networking events at the conference where you can meet and talk to your peers, including the Welcome Reception and Dessert with Dave on Sunday evening; Donuts with Dave and Continental Breakfast with the Exhibitors on Monday morning; the Road to the Future Reception on Monday evening; Continental Breakfast with the Exhibitors on Tuesday morning; Grassroots/Legislative Reception on Tuesday evening; and Donuts with Dave on Wednesday morning. See a full list of events in the Additional Conference Information booklet, on the conference mobile app, or in the program book.
  • Are these events free or do I need a ticket?
    • There is a mix of ticketed and free events. See our registration materials for more information on which events require tickets.
  • Is there a location at the Lodge where I can network with others?
    • Anywhere during the conference is a perfect opportunity to network with your fellow delegates, but we do have a Member Lounge, located in Cocoa Suite 1 and Cocoa Terrace, where you can meet others, relax, grab a snack, and purchase PSATS merchandise.                              
  • Are there any activities for attendees during break times?
    • Yes! This year we will be featuring a new, exciting, and interactive game for all conference attendees to enjoy: Scantrivia. Attendees can play Scantrivia by scanning QR codes, which will be located through the Hershey Lodge, Exhibit Hall, and on a large 8’x10’ Game Wall in the Chocolate Lobby. When a player scans a QR code, a question appears, and players are given only one chance to answer the question correctly. If answered correctly, the player earns points. The more points you earn, the higher you will climb on the leaderboard. Great prizes will be given to the top winners!
  • If I meet someone during the conference that I want to follow up with, where can I find their information?
    • All attendees, exhibitors, sponsors, and speakers are listed on the mobile app. Attendees’ contact information is available based on what they enter in the app.

 

Lodging/Buses/Parking

  • When do the shuttles run?
    • Our free shuttle service runs between the Hershey Lodge, all conference hotels, and a satellite parking lot at the Giant Center.
      1. Times for the hotel shuttles are:
        • Sunday: Noon - 11 p.m.
        • Monday: 7 a.m. - 11 p.m.
        • Tuesday: 7 a.m. - 11 p.m.
      2. Times for Giant Center shuttle are:
        • Sunday – NO GIANT SHUTTLE SERVICE
        • Monday: 7:00 a.m. - 11:00 p.m.
        • Tuesday 7:00 a.m. - 11:00 p.m.
  • What hotels/locations do the buses serve?
    • Shuttle buses will run between the Giant Center and all hotels that are servicing PSATS Conference hotels. Please see the Housing Directory and Shuttle Bus map to see which hotels are served by these shuttles.
  • How can I track the shuttles?
    • A GPS tracking system provided Allied Communications can be viewed on a monitor in the Chocolate Lobby vestibule, as well as online through the conference mobile app.
  • Where do I park?
    • Parking at the Hershey Lodge Sunday through Tuesday is limited due to the sheer volume of conference attendees staying at the Lodge, plus the space consumed by the outdoor exhibitors. We strongly suggest parking at your hotel and taking our shuttle buses to the Hershey Lodge.
  • Is there a special hotel rate for attendees at the hotels other than the Lodge?
    • Yes, PSATS negotiated a special PSATS rate at all conference hotels, which varies by location. However, you must reserve rooms through PSATS. If you try calling the hotel for a room, the hotel will direct you to PSATS. See the next bullet for details.
  • How do I make a hotel reservation?
    • Room reservations can only be made online through the PSATS room reservation system after your conference registration is confirmed. For help, call the Hotel Reservation Help Desk at (717) 763-0930, ext. 190.
      1. Reservation Help Desk Hours:
        • January 11: 9 a.m. - 4:30 p.m.
        • January 12 - April 22: 8:30 a.m. - 4:30 p.m. (during normal business hours)
  • How do I cancel a hotel reservation?
    • To cancel a hotel reservation, please call PSATS at (717) 763-0930, ext. 190. Do NOT call the hotel.
  • Do I still have to register for hotel reservations if I am already registered for the conference?
    • Yes!

 

Technology/Mobile App

  • Is there a conference mobile app?
    • Yes. You can download the app on mobile devices (both Apple and Android) or access it on a desktop at confmobile.psats.org beginning in February. For more details on how to use the app, PSATS will have mobile app tutorial videos available once the app is up and running.
  • Does the Hershey Lodge have WiFi?
    • Yes, PSATS has arranged for free WiFi to be available at the Lodge for attendees and exhibitors. A password for accessing the free Wifi service will be listed on the BACK of your name badge.
  • Will there be places at the Lodge with computers that I can access?
    • Computers and printers will be available in the conference store and lounge, located in Cocoa Suite 1 and Cocoa Terrace.
  • How do I access the shuttle bus app?
    • Through the conference mobile app.
  • When can I access the mobile app?
    • The conference mobile app will go live in February, and more information will be added as it becomes available up to and during the conference.
  • How do I access the mobile app?
    • Download the app through the Apple App Store, Google Play Store, or online at confmobile.psats.org. PSATS will be sending instructions to all attendees on how to do this.

 

Miscellaneous

  • Are meals included in the conference registration fee?
    • No. Meals are not included; however, there are various meal options available in and around the Hershey Lodge so plan accordingly. Several nearby restaurants offer discounts to conference-goers; a list will be included in the conference tote you receive when you check in at the conference. A list of Hershey Lodge Restaurants is available on page 6 of the Conference Delegate promotional booklet.
  • What should I pack to wear during the conference?
    • Whatever you feel comfortable in! We do suggest, however, that you bring comfortable walking shoes and a light jacket/sweater since the Lodge air conditioning will be running at times.
  • Are there things for my family to do at the Hershey Lodge or in Hershey?
    • A list of nearby attractions is available on page 6 of the Conference Delegate promotional booklet. The Lodge also has the Water Works waterpark.
  • Are there separate programs for guests?
    • There are three scheduled guest programs for the 2022 PSATS Educational Conference and Exhibit Show, which are….
      1. Tuesday, April 25, 2023 – Pennsylvania Bingo at the Hershey Lodge from 7:45 p.m.  to 9:45 p.m.