Frequently Asked Questions

Question: What can I expect from the 2018 Annual Conference?

  •  In addition to the Resident Review Workshop on Thursday morning, there will also be an additional concurrent pre-conference workshop which focuses on drug shortages.  Both workshops are open to everyone and require a fee.
  • NEW:  Poster presentations will take place on Thursday afternoon from 3:00 pm – 5:00 pm.  This session begins in the ballroom with Residents providing a very brief oral overview of their poster prior to viewing.
  • Friday night will be a FREE night to get out and do what you’d like in the Louisville area.
  • We have an all-inclusive guest ticket for adults and children that will allow access to the Welcome Reception and Saturday evening Closing Event.
  • Each half day session will focus on a particular theme.  Saturday afternoon will be filled with general abstracts that may not fit in one of the four pre-selected categories.  On Saturday afternoon, there will be a concurrent abstract session focsed on molecular/pre-clinical studies.
  • The Resident & Technician Awards and Membership Meeting have been combined and will take place on Saturday afternoon at 3:30 pm.
  • The closing event will be held at the Kentucky Derby Museum at Churchill Downs.

Question: What meals are provided at the conference?

  • There are a variety of breakfasts and lunches provided throughout the conference.  Refer to the conference schedule for details.  When you register you will be asked which of these meals you will attend.
  • RTOG will have a business meeting on Saturday at 12:15 pm in the main ballroom. Lunch is NOT provided for this meeting.
  • Mid-morning and afternoon food & beverage breaks are provided each day.
  • Light hors-d’oeuvres are available at the Welcome Reception.
  • One ticket to the Saturday evening Closing Event, which includes food and beverage, is included in your registration fee.  You must register for this, as well as the transportation, if you plan to attend.

Question:  What time does the conference end?  Abstract presentations will end at approximately 3:00 pm on Saturday, October 2oth followed closely by the Awards Reception and Membership Meeting at 3:30 pm.  The closing event will take place at the Kentucky Derby Museum at Churchill Downs on Saturday at 7:00 pm. You can find a complete conference schedule here.


Question:  I have been selected to present a poster at the conference.  When and where do I hang it?  You will hang your poster in a designated location as early as possible on Thursday, October 18th.  Your name will be on the board in which you are to hang your poster.  Residents must be in the Grand Ballroom by 2:45 pm, ready to line up for a brief oral introduction of their poster before going to stand with their poster.  Refer to the abstract page for details.  Posters must be 3 feet wide by 4 feet tall (vertical) so that two posters can fit on one board.  You can only  present ONE poster during the conference.  Posters will remain up throughout the conference, therefore, if you don’t arrive until after the poster presentation time you may still hang your poster.

Question:  I have been selected for an oral abstract presentation.  Do I have to submit this presentation prior to the confreence?  Yes.  All those who are selected for oral presentation (except SOTA and Keynote presenters) will receive an email that includes an individualized link in which to submit your oral presentation.  All presentations must be uploaded by October 16th at 11:59 pm CST.

Question: How many CE hours will I receive by attending this conference and when will I receive the certificate?  Those attending the Resident Review Workshop will receive 3.5 CE hours.  Those attending the Drug Shortages workshop will receive 3.0 CE hours.  General conference attendees receive 17 CE hours.  Technicians have the opportunity to earn 15 CE hours as long as they attend the 3.5 hour Thursday afternoon workshop, otherwise, they will earn 11.5 hours.



Question: I want to register as a VCS member but haven’t paid my 2018 dues yet. What should I do?  If you have not renewed your dues for 2018 we recommend that you do so prior to  registering for the conference so that you can take advantage of the VCS member rates and save a minimum of $100.  To do so, log in HERE using your email address and password, select the online store, select your membership category and proceed to payment. If you have difficulty call Sandi Strother at 573-823-8497.

Question: I am a Resident who was selected to present an oral or poster abstract.  What registration fee do I use? If you are a current VCS member Resident, use the VCS Member Resident Presenter fee of $125.  If you are NOT a VCS member Resident who has been selected to present an oral abstract, use the non-member Resident rate.  Residents should wait until they receive notification of their assignment in late July before registering for the conference.

Question: I recently completed my residency (within the past year) and have been accepted to present my abstract.  What conference registration rate do I use?  Because you are no longer a Resident, you are required to pay the Professional registration rate for the conference.  You are still eligible to present in the Resident category and accept one of the Resident Awards if your abstract is selected as a winner.

Question:   I am a student or intern whose abstract has been accepted in the oral or poster category.  Which registration rate do I use?  Students or interns selected to present a poster or oral abstract must register for the conference paying the STUDENT or INTERN rate.

Question:   I plan to register on site.  What will that cost?  The late fee of $100 will be charged in addition to the regular registration fee when registering onsite.  See the registration page for more information on rates.

Question:  I am paying for Saturday only.  Does the single day fee include the Closing Event?  No.  You must pay separately for the Closing Event if you wish to attend.

Question:  Will there be a live stream this year?  Due to low interest over the past several years, we will NOT be live streaming the conference this year.  We will be recording the Keynote and State of the Art presentations for future viewing.



Question: Is there shuttle transportation to and from the airport to The Galt House?  There are options for getting to the hotel from the airport See the TRAVEL page on The Galt House’s website for information.  The hotel will offer a $12 once in/once out parking pass for those who are commuting each day.

Question: How do I get to the hotel if I am driving?  You may get information for travelling to the Galt House on the hotel website.  There is a discounted parking fee ($17 for overnight self-parking and $28 for valet parking) for conference attendees.  Be sure to pick up a voucher from our registration desk each day to secure that discount.  Valet parking is also available.


Question: When can I make my reservation at The Galt House?  The group block will open July 2nd.  A link will be located on the accommodations page.  Due to a hotel renovation, we anticipate that rooms will sell out quickly.  The group rate is $147.00.  Once the block at The Galt House sells out we will add information about an overflow hotel approximately 6 blocks away.

Question:  Is there a discounted rate available for Students/Residents/Interns ?  Yes, there is a discounted rate of $105/night plus tax on a group of 25 double rooms for those students, interns, residents who are on a limited budget, however, you must follow the instructions on the accommodations page to secure a room in this block.

Question:  What is the website address to the conference headquarters hotel?  You will find the website here.

Question: When is the last day that I can make a hotel reservation?   The block closes thirty days prior to the conference but please know that it is highly likely to sell out prior to that dates.  After that time, there may be rooms available but you may not be able to get the conference rate.  Links to nearby hotels will be located on the accommodations page once the block sells out.

Question: I am travelling alone.  Can VCS help me find a roommate?  VCS does not pair roommates, however, you may email us at and let us know that you are looking for a roommate. If others contact us looking for the same, we will let you know.

Question: Is there babysitting service available?  No.

Question: Is there a spa at the hotel?  Yes.  Click HERE for more informationThe spoffers a 15% discount to anyone that books their appointment at least two weeks prior and a 10% discount to anyone that books their appointment the week of, on all services for our group.  Be sure to ask about this when you call.

Questions:  Are there restaurants nearby?  Yes, there are MANY restaurants within very easy walking distance to the hotel.