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        Registration Instructions

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        The Online Conference Registration System will be used to register your chapter for all conference activities. The Online Conference Registration System will open on Tuesday, February 28, 2017.

         

        Using the Online Conference Registration System

        Log on to http://www.bpa.org/nlc/crs with your web browser. Enter your username and password (the same username and password utilized to register your members).

         

        Step 1: Conference Registration

        • Select the members attending the National Leadership Conference. Members who have registered for chapter membership will appear on this list.
        • Add guests using the “Guest/Alumni” section at the bottom of the page.
        • Select gender for each student. You will not select gender for the advisors.
        • Click the Submit button after you have checked on each member.
        • The “Add Member” button will allow you to add additional members registered in your chapter not initially submitted.
        • The “Add Guest/Alumni” button will allow you to add additional guests. Guests will be able to participate in conference activities and special event but will not receive conference souvenirs.

        Select the items below by clicking each “Add” button. The following items must be added to each member individually.

        • Item:  Purchase Graduation Tassels, Graduation Cords and other items for sale.
        • Contest: Register your students for their competitive events.
        • T-Shirt: Pre-order T-shirts for your participants.
        • NLC Assignment: Register for your advisor assignment/job at NLC.
        • Intern: Register your student participants for an Internship Assignment.
        • Leadership Academy: Register your student participants for the National Leadership Academy (S/PS Only).
        • Special Olympics: Register your participants for the Walk for Special Olympics
        • Special Event: Register your participants for the Special Event & any optional meal selections.
        • Certifications: Select the exam, time and day you wish to register for certifications.
        • BPA University: Register your participants for the sessions of their choice.
        • General Sessions: Register your participants for the General Sessions.
        • Tour: Reregister your participants for the Tours of their choice.

         

        Step 2: Hotel Reservation
        Click “Hotel Reservations” at the bottom of the page.

        Reserving Hotel Rooms

        Use the BPA Online Conference Registration System (CRS) to make your hotel reservations. Unsubmitted reservations will not be saved in the CRS. Reservations must be submitted prior to leaving the system or they will be deleted. After April 1, you must contact the hotel directly for all reservation changes.

        • Select the members that will be rooming together.
        • Input arrival date and departure date.
        • Input Special Needs if applicable.
        • Click “Calculate Total” for your chapter hotel reservation total.
        • The “View by Room” button will allow you to see the members by room.
        • The “View Split Out Details” will allow you to see the price of the room per member.
        • Unsubmitted reservations will not be saved in the Conference Registration System. Reservations must be submitted prior to leaving the system or they will be deleted.

        Participants confirming a hotel reservation with BPA, but failing to show at the hotel to fulfill their reservation without proper cancellation will be responsible for all charges associated with a no show fee. BPA has the right to collect fees from schools directly should a no show fee result in a direct expense to BPA.

        Hotel rooms may not be held under generic/general space saving names. If generic/general space saving names are used for the purpose of blocking a room, they will be automatically removed from our system.

        For assistance prior to Sunday, April 2, 2017, please contact Shawna Gfroerer, Director of Member Services & Events, at sgfroerer@bpa.org.

        Participants are required to stay at an official conference property. Non-compliance is cause for disqualification.

        The hotel reservation deadline is Saturday, April 1, 2017. The BPA blocked room rates are not guaranteed after this date. All payments and reservations must be made at the appropriate hotel according to your state/division assignment.

         

        Modifying an Existing Reservation

        • Prior to or on April 1, e-mail Shawna Gfroerer, Director of Member Services & Events, at sgfroerer@bpa.org to make any changes to an existing reservation. This includes deleting and adding rooms.
        • Please note that it make take up to 10 business days to receive a revised invoice copy from the hotel after making changes to your initial reservation.

         

        Hotel Room Bed Type Assignments

        Room types are automatically assigned by capacities:

        • 1 Bed: 1 or 2 people
        • 2 Beds: 3 or 4 people, subject to additional fees. (Double/Double or King plus Rollaway)

        If auto assigned a one-bed room, you may request a two-bed room after April 1 by contacting the hotel directly.

        Advisors and students are not permitted to share a room.

        Males and females are not permitted to share a room.

         

        Sharing a room with students from other chapters (Mixed Reservations)

        Chapters are permitted to share rooms with students from other chapters. To complete a Mixed Reservation: 

        1. Chapters must determine who will be responsible for making the reservation.
        2. The chapter charged with booking the reservation will click the Hotel Reservation link, located inside the conference registration system. Then, click the “Add Additional Individual” button found on the reservation page near the bottom of the screen.
        3. Type in the student’s name you are adding from the other chapter and continue to assign them to a room.
        4. The chapter NOT booking the reservation will leave the student off of their reservation completely. This chapter must make arrangements for payment with the chapter booking the reservation as the fee for the room will only appear on the booking chapters invoice.
        5. If you have a chapter where ALL of the members are sharing with another chapter and you are therefore booking NO rooms under you chapter ID, click the Hotel Reservation link, then click the Delete Reservation link. You will then type in the name and Chapter ID you are sharing with and continue with your conference registration.

         

        Arrival/Departure

        • Please bring copies of your housing forms and acknowledgements with you. Call and confirm your housing reservation 2-3 days prior to departure. Document the name of the person confirming your room reservation.
        • Note on the online reservation page your earliest arrival and latest departure dates.
        • The hotels have a limited number of rooms available for early arrival and late departure beyond the conference dates. Be aware that early arrival dates may not be available at your hotel and you may need to be housed elsewhere for early arrivals or late departures. Please make your room reservations early if you plan a pre-conference or extended stay. 

         

        Step 3: Finalize Your Reservation/Registration

        • Print a copy of the hotel invoice.
        • Click “Submit reservation.”
        • Print a copy of the registration invoice.
        • Click “Submit” on the Conference Registration Page. This will generate an e-mail to you, your state advisor, and the National Center.
        • Your state advisor will approve your contest selection.


        Adding On After Submitting an Invoice
        You can add on new attendees or add items to previously registered attendees.


        Adding on New Attendees

        • Log back in with your username and password.
        • Click “Add New Invoice.”
        • Select the new member.
        • Follow steps listed above for adding items.


        Adding Items to Previously Registered Attendees

        • Log back in with your username and password.
        • Click “Add New Invoice.”
        • Select members you wish to add onto.
        • Follow steps listed above for adding items.
        • The “Add Previously Registered Guest” feature will allow you to add tours and other items onto guest registration which have already been submitted.
        • While you will receive a new invoice, there are no charges for adding new contests, adding jobs, sessions, awards (for qualifying participants).


        Adding On To Hotel Reservations

        • Prior to or on April 1, you must e-mail Shawna Gfroerer at the National Center: sgfroerer@bpa.org to make any changes to an existing reservation. This includes deleting and adding rooms. After April 1, you must contact the hotel directly for all reservation changes.
        • Please note that it make take up to 10 business days to receive a revised invoice copy from the hotel after making changes to your initial reservation.

         

        Helpful Hints

        • Collect all necessary information prior to starting your online registration.
        • If sharing hotel rooms with another school, ensure you book at the same time to ensure you are assigned to the same hotel. Hotels do fill up and it is possible your state may be assigned to multiple hotels if the state block is exceeded.
        • Check hotel availability prior to booking an early conference flight (arrival prior to May 10).

         

         

         

         

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