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NAMIC Annual Convention - Where The Industry Comes Together, A NAMIC Event | September 25-28, 2016 | Vancouver, B.C.

Frequently Asked Questions

Is advanced registration the same as early registration?
No. The advanced registration deadline (August 25, 2016) refers to the last day to register and have your name printed on the attendance list. The early registration deadline (July 26, 2016) is the last day to receive the discounted early bird registration fees.

What registration options are available?
Online registration accepts credit card payments, check payments, and multiple registrations under the same payment method.

Does my convention registration include a hotel reservation?
No. You will need to use the hotel reservation link that NAMIC will supply to make a room reservation. However, you cannot make a room reservation until you have registered to attend convention. A unique hyperlink is required to reserve a room during convention and is contained in the confirmation email. For more information on the confirmation email, please read the paragraph below. The Group Room Block is intended for registered attendees only.


Occasionally, groups claiming to be a “Convention Housing Bureau” (or a similar name) have contacted registered and/or regular attendees of the NAMIC Annual Convention claiming the ability to secure room reservations at the official NAMIC hotel in September at a discounted rate. Please be aware that these companies are not authorized to represent NAMIC, and cannot secure rooms within the group room block. Unfortunately, this problem is becoming more prevalent among convention groups. If you are considering alternative housing arrangements for the Annual Convention, please keep in mind that there are benefits to booking your reservation through NAMIC including discounted rates, protected reservations, and the ability for NAMIC staff to assist you with a reservation should you experience a problem. Please alert NAMIC should you be contacted directly by a company in regards to making room reservations for the convention. Read More >>

Do I have to register for the convention to get a room in the official group room block?
Yes. The group room block has been negotiated with the convention hotels for the benefit of registered attendees. If you plan on attending the convention, but choose not to register, there may be rooms available outside of the NAMIC block at a higher room rate, or at other nearby hotels.

When and how is registration confirmation sent?
Confirmation is sent via e-mail, so please enter a valid e-mail address. If registering more than one person at a time, you will need to forward the confirmation e-mail to each attendee. Paying online with a credit card allows for the most expedient confirmation. Confirmation will be sent immediately after you submit your credit card information. If registering online and indicating a check will be mailed separately, a confirmation e-mail will be sent once NAMIC receives and processes your payment. Your confirmation includes a receipt, information on securing room reservations, cancellation policy, and other event information.

I am registered but plans changed and I am unable to attend, what do I do?
You may substitute a person to come in your place or cancel your registration. All registration cancellations and transfers MUST be made in writing. Cancellations received on or before August 25 are 100 percent refundable. After August 25, a $25 processing fee will be deducted. Any refund due will be issued within 15 business days following NAMIC’s receipt of the cancellation notice. No refunds are available after September 1, so please plan accordingly. Please forward all requests to or fax (317) 415-0802. Cancelling a convention registration with NAMIC does not cancel a hotel or tour reservation.

Who do I contact with questions about the hotel?
Please contact the hotel directly for general questions about the location. If you still have questions after speaking with the hotel, please call NAMIC at (317) 875-5250. If you are going to make a room reservation, you will need the information contained in your confirmation e-mail. You will not be able to make a reservation without the hyperlink contained in your confirmation.

Who do I contact with questions about optional tours?
A variety of optional tours for attendees and guests have been arranged. A complete listing of the options, along with a link to register, are available in the Optional Activities section. The company handling all optional tours is:

Venue West Conference Services, Ltd.
#301 - 1040 Hamilton Street
Vancouver, B.C. V6B 2R9 Canada
Telephone: 604.681.5226
Fax: 604.681.2503
Toll Free in North America: 1.866.481.5226

What is the suggested attire?
Dress is business casual for all events except the Leadership Dinner (invitation only) and the Closing Celebration, which are both business attire.

Where will convention activities take place?
All convention functions and events will be held at the Vancouver Convention Center.

As a registered guest, what functions am I allowed to attend?
Registered guests at NAMIC’s 121st Annual Convention are invited to attend the Chairman’s Reception on Sunday evening, the Monday Guest Luncheon program, the Tuesday luncheon and the Wednesday Closing Celebration. Guests are also welcome at all general sessions.

How do I reserve a seat at the Closing Celebration and entertainment on Wednesday night?
Online seating prior to arrival at the convention will be available. The reservation process will open to registered attendees on August 5. While you will still have the ability to make a seat selection onsite, we encourage you to select your seats early so that you have the greatest number of seating options. Attendees with a registered guest, or anyone who has registered multiple people from the same company, will be able to make group reservations at the same time. More information about the process is available here.

When will the Registration Desk be open?
The convention Registration Desk will begin operation on Saturday, September 24 from 1 – 6 p.m. The Registration Desk is where you will pick up your registration packet, purchase event tickets.

Registration hours of operation:

Saturday, September 24: 1 – 6 p.m.
Sunday, September 25: 7 a.m. – 7 p.m.
Monday, September 26: 7 a.m. – 5 p.m.
Tuesday, September 27: 8 a.m. – 4 p.m.
Wednesday, September 29: 8 a.m. – 12 p.m.

What hours will the Marketplace for Mutuals exhibit show be open?
The Marketplace for Mutuals exhibit show will be held in Exhibit Hall B on the lower level of the Vancouver Convention Center, and will be open the following hours:

Monday, September 26

8 – 9:30 a.m.


11 a.m. – 1 p.m.


4 – 5:30 p.m.

Tuesday, September 27

8 a.m. – 1 p.m.


2 – 4 p.m.


What meal functions are included with my convention registration?
The Chairman’s Reception will take place on Sunday evening from 5:30 – 7:30 p.m. The menu includes hors d’oeuvres and beverages. Luncheon buffets will be held on Monday and Tuesday, from 11:30 a.m. – 1 p.m. The Closing Celebration will take place Wednesday evening. A cash bar is available from 6 – 7 p.m. Doors for seating open at 6:30 p.m. Dinner begins at 7 p.m. with entertainment from 8:45 – 9:45 p.m.

Additional ticketed food functions will take place during convention, such as the NAMIC Prayer Service and Breakfast, and the NAMIC Merit Society Luncheon. If you purchased a ticket to one of these functions, please check your registration packet for your ticket. A limited number of tickets will be available to purchase on-site for these activities.

What are the roundtable breakfast that take place on Wednesday morning, for the PFMM, FMDC and Property Casualty Conference Senior Executives? Can I attend?
These are three outstanding networking opportunities designed with specific audiences in mind. Those individuals that have attained their Professional Farm Mutual Manager (PFMM) designation or are enrolled in the program will be invited to attend a casual breakfast, to connect with peers, foster new relationships, and share insights. Likewise, the Property Casualty Conference Senior Executive Breakfast is intended for the top management of property casualty primary writer insurance companies. This breakfast will have roundtable discussions on topics related to their operations, and encourage sharing of ideas. Lastly, the FMDC Roundtable Breakfast is for those attendees that have attained their Farm Mutual Director Certification. All three breakfasts will be by invitation only, and are offered at no charge to the attendee.

Are speaker handouts or video copies of presentations available?
Speaker presentations will be available online for any speaker that has provided handouts in advance. At this time, due to copyright restrictions, no video or audio taping will be distributed.

How do I obtain an advance copy of the registration list?
In an effort to provide our sponsors, speakers, and attendees the best level of service, we will send an electronic list of current registrants for events to the attendee or to the e-mail listed as the main contact as follows:

Attendees: 14 days in advance of the event with the pre-conference communication.

Sponsors: 90, 60, 30 and 15 days in advance of the event, once payment has been received.

Exhibitors: 30 and 15 days in advance of the event, once payment has been received.

Speakers: 60 and 30 days in advance of the event.

Questions and complaints can be directed to the Meetings & Exhibits Manager, or the Assistant Vice President.

Posted: Wednesday, March 12, 2008 12:00:00 AM. Modified: Wednesday, September 21, 2016 9:29:44 AM.

317.875.5250 - Indianapolis  |  202.628.1558 - Washington, D.C.

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