Annual Meeting FAQ and Tips
These Frequently Asked Questions are presented to encourage users to attempt to find the solutions to their questions before contacting the VEBA staff. We hope to save both our users time and reduce the time spent by the staff researching and answering individual questions.
General
What are the dates of the meeting?
Monday, March 23 – Wednesday, March 25, 2026. Boot Camp will take place at 9 a.m. to approximately 4:00 p.m. Annual meeting sessions begin after Boot Camp on Monday.
Where is the venue?
The meeting venue will take place at the Omni Homestead Resort, 7696 Sam Snead Hwy, Hot Springs, VA 24445.
When is the registration period?
We want you to have ample time to register. To that end, we have set the registration period from 8 AM, Thursday, January 15, 2026 to 8PM, Sunday, March 8, 2026 (a little over seven weeks). No exceptions.
How much does the meeting cost?
The cost for of the Annual Meeting is $475 for VEBA members. This includes training, business sessions, and four meals.
What are the payment options?
Beginning this year, we are pleased to offer online payment options via a credit/debit card. Mailing a check will still be available, however, the check must be received by the VEBA Treasurer by Monday, March 16, 2026.
Can payments be made at the meeting?
Where should checks be mailed?
Checks should be made payable to VEBA and mailed to:
Virginia Electoral Board Association
c/o Voter Registration Office
600 North Main Street, Suite 103
Woodstock, VA 22664
The Annual Meeting
What can I expect at the Annual Meeting?
The VEBA Annual Meeting offers specialized election training tailored to specific regions or locality sizes and provides opportunities to learn from expert speakers on the latest election laws and technology. The meeting also serves as a networking platform to connect with peers, exchange best practices, and address challenges unique to local communities. Additionally, attendees can explore vendor exhibits for new tools and resources to improve election administration. These benefits prepare participants to conduct honest and transparent elections.
Who will be attending?
The Annual Meeting brings together key election officials and stakeholders from across the Commonwealth. Participants include:
- Local Election Officials: Active members from Virginia’s 133 independent local electoral boards, general registrars, and deputy registrars.
- State Representatives: Leadership and staff from the Virginia Department of Elections (ELECT), including the Commissioner of Elections.
- Expert Guest Speakers: A variety of presenters, including federal officials from the U.S. Election Assistance Commission and legal experts. VEBA Leadership: Officers, District Directors, and committee members responsible for association governance.
- Industry Partners: Vendors specializing in election technology, security, and administrative services.
The meeting is designed for all locality sizes—extra-large, large, medium, and small—to ensure comprehensive collaboration across the state.
Can the general public attend the event?
How can I meet the vendors?
- Vendor Reception: An informal, casual gathering featuring hors d’oeuvres and drinks for attendees to connect with vendors and peers.
- Throughout the Day: The vendor area is open during sessions, typically starting as early as 7:00 a.m.
- During Breaks and Meals: Dedicated time for networking is available during session breaks, morning breakfasts, and lunches.
- One-on-One: You may speak directly with representatives at their individual booths to discuss specific locality needs.
- Evening Events: Keep an eye on the schedule for evening receptions where vendors are often present for casual conversation.
What's on the agenda?
There will be a dedicated page for the agenda on the Events site as it is being developed. Note that it is subject to change as the team works to organize the sessions and confirm speakers and facilitators.
Boot Camp Training
When does the Boot Camp take place?
It is scheduled from 9 a.m. to around 4 p.m., Monday, March 23rd.
How do I register for Boot Camp?
This year, we have updated the registration process to include Boot Camp and Annual Meeting options on one form.
Can anyone attend Boot Camp?
VEBA members may attend Boot Camp. This includes Electoral Board members, Registrars, Staff, and Associate Members.
Will lunch be available at Boot Camp and is there a charge?
Yes, lunch will be available only for Boot Camp attendees who registered by the March 8th deadline. An extra $100 is required for registrants whose dues are delinquent. Tickets will be required.
Can I register for Boot Camp at the meeting?
No. Registration is required by the March 8, 2026 deadline.
Hotel Reservations
How do I reserve a hotel room with the VEBA rate?
A link to the Omni reservation page with hotel contact information will be provided on the Events portal when made available.
I am making room reservations for multiple attendees. Should I put them all in one name?
NO! DO NOT DO THIS! This practice has caused confusion in the past. Omni management is requesting that each room reservation be associated with the name of the person staying in the room. This does not mean that one person cannot make and pay for reservations on behalf of others but the name of the occupant must be the person who will stay in the room.
Can VEBA staff help with room reservations and issues?
No. Room reservations are independent from meeting registrations and managed by Omni staff including room types, special requests, and availability. To get the VEBA rate, make reservations through the link on VEBA’s Events portal.
Any tips for staying at the OMNI?
- Accessibility & Navigation: There is a good deal of walking involved so bring comfortable shoes. If you have specific needs regarding handicap access or require assistance, please don’t hesitate to contact the front desk.
- Cashless establishment: The Omni does not accept cash for any services – credit or debit cards are required. However, do bring cash for personal tips for service workers.
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Don’t Forget a Swimsuit: Many guests don’t realize there is a great pool and hot tub available, so pack your swimwear!
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Dining Notes: Keep in mind that the town of Hot Springs has limited dining options outside of the hotel itself.
Guest Registrations
How do I register a guest?
Is there a charge for guests?
There is no charge for meeting sessions for guests as they cannot attend them, however, guest meals can be purchased at registration. If Guest Badge Type is selected on the form, meal costs display: Tuesday breakfast ($48), Tuesday lunch ($77), Tuesday seated dinner ($100), and Wednesday breakfast ($48).
How do I choose meals for guests?
Can guests attend the sessions?
No. Only VEBA members can attend the meetings and workshops.
Other Questions and Tips
How can I know my reservation has been received?
What do I do if I make a mistake on the registration form?
Please contact Josepha Thompson at jthompson@galaxva.com to make corrections to registrations or to cancel them. Do not make duplicate registrations.
How do I cancel a registration?
Will there be a way to provide feedback on the meeting?
Yes. We will have an online survey available at the time of the meeting so you can provide feedback while the content is fresh in your mind if you desire. The feedback form will remain online for a number of days following the meeting.
Under what circmunstances, can refunds be issued?
Refunds will be determined on a case-by-case basis.
Any other tips?
- PLEASE DO NOT TYPE ON THE FORMS IN ALL CAPS.
- Refrain from entering middle initials in the last name, i.e., “A. Jones”. This last name will be sorted by “A’s” instead of “J’s”. We only need first name and last name – no initials or nicknames..
- Please do not contact the staff to confirm registrations that have already been confirmed by the popup and/or an email.
- Please communicate with each other. We receive instances of a GRs, for example, completing forms for EBs and in turn, the EBs complete the forms for themselves.