October 3 & 4, 2017



Frequently Asked Questions

 

Why attend OTA Encyclo-Media?

 

Who do I contact if I have a question?

 
How do you verify that I am a member of an organization that qualifies me for the $95 rate?
 

What if I registered at the nonmember rate, but I really qualify for the member rate?

 

How do I pay by credit card?

 

Can I pay with a purchase order?

 

I plan to use a purchase order, but I didn't have the number when I registered.  Now what?

 

Can I pay by check?

 

What if I miss the published deadline for paying or providing a PO number?

 

What if I accidentally register more than one time?

 

What if the registration site is closed?

 

How does on-site registration work?




 
 
Why attend OTA Encyclo-Media?

This is the 36th year for the Encyclo-Media Conference.

The OTA/Encyclo-Media Conference has boasted an attendance of close to 2,000 educators from across the state and 150+ vendor booths. The educators include teachers, tech directors, library media specialists, administrators, teachers of gifted, counselors, technology center staff, colleges of education, and public librarians. The sessions at the conference cover a wide range including: technology, library media, administrative, technology directors, counselors, gifted & talented, distance learning, and curriculum. Two keynote speakers keep attendees updated on current and upcoming trends for technology and education.


 
Who do I contact if I have a question?


 
How much is the registration fee?

Members of these organizations pay the member rate of $99 to attend the conference.
  • Oklahoma Technology Association (OTA)
  • Oklahoma Library Association (OLA)
  • Oklahoma School Librarians (OKSL)
  • Oklahoma Association of the Gifted, Creative and Talented (OAGCT)
If you are not a member of one of these organizations, the nonmember rate is $150.

If you are an undergraduate student working on a Bachelor's Degree, you may attend the conference at the student rate of $25.


 
How do you verify that I am a member of an organization that qualifies me for the $99 rate?

When you submit your registration for the conference, we verify your membership with the organization's membership records.  If we do not find a record of your current membership with the organization, you will be contacted to provide proof of current membership.

If it is determined that you do not qualify for the member registration rate, you will be charged at the nonmember rate.  It will be your responsibility to pay the balance due or work with your accounts payable department to change your PO.

If you decide that you cannot attend the conference, please email otaok@cox.net by October 1.  As part of the registration process, you (or the person who completed the registration) agreed that if you register and do not attend without canceling, you are still responsible for payment of the registration fee.


 
What if I registered at the nonmember rate, but I really qualify for the member rate?

If we determine that you qualify for the member rate, we will edit your registration.  We will then email you about the change so that you can notify your accounts payable department know that you will be invoiced at the member rate.  If you paid the higher price in advance, you will receive a refund for the over-payment.


 
How do I pay by credit card?

If your registration for the conference indicates you plan to pay by credit card, you can do that online during the registration process. This isn't a registration secured with a school purchase order and therefore requires payment by October 1.


 
Can I pay with a purchase order?

Yes. A purchase order secures your registration.  The registration fee isn't paid until the school sends a check.  We don't invoice for payment until after the conference.


 
I plan to use a purchase order, but I didn't have the number when I registered.  Now what?

If your registration for the conference indicates you plan to secure that registration with a purchase order and you do not include the purchase order number, your registration is not considered final.  As soon as you have that PO#, please fax a copy of it to 405-265-1031 by October 1. If you cannot get a PO, you will need to pay for the registration before the conference or bring payment (or PO) to the conference with you.

If you determine you cannot get a purchase order and/or that you cannot pay for the registration yourself and therefore cannot attend the conference, please email to cancel by October 1.  As a part of the registration process you, or whoever registered you, agrees that if you register and do not attend without canceling, you are still responsible for payment of the registration fee. 

To cancel, you may contact Paula at 405-201-7368, otaok@cox.net


 
Can I pay by check?

Absolutely!

If your registration indicates that you will pay by check, we need to receive your check by October 1.  This isn't a registration secured with a school purchase order and therefore requires payment in advance.

Please mail it to:

Oklahoma Technology Association

PO Box 852076

Yukon, OK 73085


 
What if I miss the October 1 deadline for paying or providing a PO number?

We will attempt to contact you by email if we have not received either a purchase order to secure your registration for the correct amount or payment by check or credit card.  The deadline to hear from you is October 1.   After that date WE WILL NOT BE ABLE TO RECEIVE FAXES OR PICK UP MAIL until after the conference.

If you still will be able to have either the PO or payment in time to attend the conference, you will need to see Paula at the Solutions Table in the registration area when you arrive at the conference.  Bring a copy of the PO or payment with you.  Your registration will NOT be available at the preregistration tables.

Remember: if you now determine you cannot attend, you need to email Paula (otaok@cox.net) with your cancellation statement BEFORE October 1.  WE STRESS THIS because as a part of the registration process you, or whoever registers you, agrees that if you register and do not attend without canceling, you are still responsible for payment of the registration fee. 


 
What if I accidentally register more than one time?

If we have 2 or more registrations for you using the same PO#, we will delete all but one.  We will send you—or whoever registered you--an email saying your registration was canceled because of a duplicate registration.


 
What if the registration site is closed?

If you miss the online registration, you will need to register onsite when you arrive at the conference.  Just bring a copy of the Purchase Order or payment (cash/check/credit card) with you.  Go to the Onsite Registration Table to complete your registration.


 
How does on-site registration work?

On-site registration will be open on both days of the conference.  If you miss the online registration, bring your purchase order or payment (check, cash, or credit card) with you to the registration area at the entrance to the Exhibit Hall.

© Oklahoma Technology Association
Powered by Wild Apricot Membership Software