Frequently Asked Questions 

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List of Questions for:



Attendee Frequently Asked Questions

How far is the Conference site from the airport?
What is the best way to get to the Conference Site from the airport?
How do we make hotel reservations?
What should I do if I cannot book my hotel reservation online?
If the Westin Diplomat Resort and Spa does not have space on the nights I need, what steps should I take to secure accommodations to attend the Conference?
What is the cancellation Policy for my Hotel Room?
What is the cancellation Policy for the NCBFAA Annual Conference Registration?
What will the weather be during the Conference dates?
Is there a way to get more information on “things to do” in Hollywood and the surrounding areas?
How can we keep track of Conference events?
Will there be an NCBFAA Educational Institute Workshop this year at the Conference?
Is there a business center at the Western Diplomat Resort and Spa?
Will there be Internet kiosks during the Conference this year?
What is NCBFAA doing to go Green?
What is the AC 12 Daily?
What are the hours of the Registration/Information Desk?
What are the rules regarding Conference badges?
What do the different badge colors indicate?
How can a registered Spouse/Guest participate?
Where is the golf tournament?
Will there be a golf clinic this year?
What programs are included in the Spouse/Guests in the Spouse/Guest Registration?
Where else can spouses and guests get together?
What is the Conference policy on the use of mobile devices?
Will a hospitality area be available during the Conference?
What is the "First Timers Reception"?
Is there an official opening event?
Is there an official closing event?
How can we best support our generous sponsors?
What are the breakfast arrangements?
Will there be an exhibit area this year?
Is there an Affiliated Presidents’ Lunch scheduled this year?
Will panels have a chance to meet before their presentations?
What is the dress code?

Exhibitor MarketPlace Frequently Asked Questions

When can I move into my booth?
How many people can work in the booth?
What else is included in my exhibit fee?
Will internet be provided in the Exhibitor Marketplace?
Where do we ship our materials and how do we order items for the booth?
How do I find out information about the conference?
Can we have guests visit the booth?
Will there be presentations again this year at the Opening Breakfast?
When is the NCBFAA Exhibitor MarketPlace open?
Do I need to remove my materials Monday night?
Is the Marketplace open during sessions?
Is there an exhibitor lounge area?
Will there be a Happy Hour again this year?
What is the schedule of other functions in the MarketPlace?
Are raffles allowed in the booths?
As an Exhibitor, is it possible to golf in the Sunday tournament?
When does the MarketPlace close?
Will there be an annual Exhibitor Marketplace meeting again this year?
Can I sign up for an Exhibit for next year at the Westin Mission Hills Resort & Spa, Rancho Mirage, CA?


Frequently Asked Questions
For Attendees

The Westin Diplomat Resort and Spa, host of the 2012 Annual Conference from the National Customs Brokers and Forwarders Association
The Westin Diplomat Resort & Spa is eight miles from the Ft. Lauderdale/ Hollywood International Airport, a trip that normally takes 15-20 minutes and up to 40 minutes during rush hour. The Miami Int'l Airport is 17 miles from the Westin, a trip that normally takes 30-35 minutes and up to an hour during rush hour. The Westin Diplomat address is 3555 Ocean Dr., Hollywood Beach, FL. The address of Ft. Lauderdale Airport is 200 Terminal Drive, Ft. Lauderdale, FL 33315. The Miami Int'l Airport is 4200 NW 36th Street, Miami, FL 33122.

What is the best way to get to the Conference Site from the airport?

  • From Fort Lauderdale Airport (FLL):
    • Go Airport Shuttle offers a shuttle (which stops at multiple hotels) that can be taken directly from the airport, and costs $13 per person, or a private car for up to 4 people for a flat fee of $45. They can be reached at (954) 561-8888 or online via
  • From Miami International Airport (MIA):
    • Supershuttle can provide transportation between the Westin Diplomat Resort & Spa and the Miami International Airport (MIA). The cost is $22 each way, and reservations can be made by calling: (954) 764-1700.  

How do we make hotel reservations?
All guests should make reservations directly with the Westin by Friday, March 2, 2012 by calling 1-888-627-9057 and asking for the National Customs Brokers & Forwarders Assn. of America, (NCBFAA) group rate of $209.00 or online.

If you cannot book all of your nights online, call the hotel number at (954) 602-6000 and you will be directed to the in house reservation desk. The hours of operation are Monday through Friday, 8 AM to 8 PM Eastern time. Guests who call after office hours will be transferred to the Central Reservations Team, who can also assist in securing room reservations for you. The Central Reservations Team can also be reached 24 hours a day directly at 1-888-627-9057
If this occurs you may go to an online source such as to make an alternate hotel reservation, keeping the cancellation policy in mind should accommodation availability change. The closest hotel to the Westin Diplomat is the Crowne Plaza at Hollywood Beach.
The cancellation policy is up to 72 hours prior to arrival date without penalty. After 72 hours the penalty is 1 day plus tax. 

We’ll be sorry that you won’t be able to join us for this exceptional learning and networking experience! However, we understand that things happen so if you can’t attend, please notify us in writing by March 30, 2012. Refunds will be processed less a $75 administrative fee. No refunds will be made after March 30, 2012, or for no-shows. Cancellations may be submitted via email to or fax to 202-466-0226. Substitutions may be made at any time, so if you are unable to attend but someone else from your organization can be there in your place, please notify us in writing via email at

What will the weather be during the Conference dates?

Florida is a tropical climate, and Hollywood is no exception. In April, temperatures average between 66-84, but can get as low as the 40’s or 50’s. April is right before the heavy rain season, but showers can begin to kick in at the end of the month.
Go to: for tourism information about the area. You can go to the hotel website to find out all the hotel has to offer:
Up until the day of the Conference you can go to the NCBFAA website on the program page. Once on site, registrants should refer to the Mini-Annual Conference Program provided at registration, which fits conveniently behind your name badge, and be sure to take it with you wherever you go during the Conference. Last-minute changes to the program will appear in the AC 12 Daily newsletter.
Yes! The NEI Workshop will be held Thursday, April 26 this year, so be sure to plan accordingly when booking your flight reservations.
Yes. The Corporate Business Center will be open Monday through Saturday from 7 a.m. to 8 p.m., and Sundays from 8 a.m. to 8 p.m. A full range of services are offered, including staff (secretary, graphic designer, notary, etc.) and equipment (computers, office equipment rentals, etc.) to manage all of your needs while at the conference. Local, same day delivery service is available at the Westin Diplomat, and shipping is arranged individually through a carrier.

Will there be Internet kiosks during the Conference this year?
No, unfortunately this year we will not be providing internet kiosks.

What is NCBFAA doing to go Green?
All materials this year will be available on the NCBFAA website, and Registrants will be emailed a link prior to the Conference to grant access to the materials.

What is the AC 12 Daily?
The AC 12 Daily will contain updated Conference information available each morning under your hotel room door, as well as at the NCBFAA Registration Desk. Budding writers are encouraged to drop off their written material on important matters and general information in the box by 4 p.m. each day at the Registration desk. 

What are the hours of the Registration/Information Desk?
The NCBFAA Registration/Information Desk will be open in the Grand Ballroom Foyer, from 9 a.m. to 8 p.m., Sunday, April 22. Then Registration will be held from 7 a.m. to 6 p.m., April 23 through April 25. Please stop by and see us if we may assist you in any way.

What are the rules regarding Conference badges?
Badges are required for admission to all Conference sessions and functions, and are to be worn "High and Right" if they are not on a lanyard. Badges are non-transferable. Individuals needing badges can pick them up at the NCBFAA Registration Desk upon completion of the registration process. NCBFAA encourages participants to leave their badges at the registration desk when departing from the Conference so they can be recycled.

What do the different badge colors indicate?
GREEN badges indicate Regular Members who are fully registered for the Conference.
ORANGE badges indicate Affiliate Members who are fully registered for the Conference.
MAROON badges indicate non-members who are fully registered for the Conference.
BROWN badges indicate Associate Members who are fully registered for the Conference.
BLUE badges indicate Spouse/Guests who are fully registered for the Conference.
BLACK badges indicate NCBFAA staff.
Clear badges indicate a temporary registrant pass.

How can a registered Spouse/Guest participate?
Registered Spouses/Guests are invited to attend all social events. All registered Spouses/Guests are also encouraged to attend the breakfast on Monday, April 23. Those who have joined NCBFAA for past conferences know that the special friendships made during the spouse/guest events are memorable, as verteran attendee's focus on meeting new attendees and help them enjoy all the Florida area and conference has to offer. There are Spouse/Guest activities each day and all are encouraged to attend every evening function. (See the special Spouse/Guest Program section in the program).

The Westin Diplomat Golf Course
The Westin Diplomat Golf Course is the beautiful site of this year’s Golf Outing, sponsored by Avalon Risk Management. The cost for golf this year is a fantastically low $120, and you can sign up when registering for the AC. On the day of the tournament, registration begins at 7:00 a.m. on Sunday, April 22, with a golf clinic at 7:30 a.m., and shotgun starts at 9 a.m.. Lunch will be available immediately after the NCBFAA Tournament at the course with a cocktail reception. If you plan on playing in the NCBFAA Tournament on Sunday April 22 and need to rent your clubs they have a pro shop. All special arrangements will need to be made directly through the golf course, which can be reached at (954) 883-4449.

Please contact us prior to the tournament if you wish to pick members of your foursome. However, to keep the Tournament fair, those who pick members of their group may not be elligible for group awards.

The time was changed from the afternoon to the morning to allow for more time for events in the late afternoon/evening, and so attendees would have some more time to relax after the tournament.

Rental Equipment
The Country Club will be able to provide any rental club needs, it is suggested you contact them in advance at (954) 883-4449. The cost per set will be $79.50, which will include an amenity pouch with six (6) golf balls. The cost per pair of shoes will be $15.90. The group and person(s) using the clubs will be responsible for any lost or damaged clubs. Please contact The Country Club for replacement fees.
Dress Code
The Dress code at the Country Club at the Westin Diplomat Resort & Spa is as follows
  • Men
    • Slacks or shorts, Shirts with sleeves and collars
  • Women
    • Slacks or shorts, Dress/skirt and blouse
Denim pants or shorts are permitted, however, cut-off jeans are not permitted for men or women.
Any player not complying with the dress code may be denied access to or removed from the golf course.

Will there be a Golf Clinic this year?
Yes, it will be held this year from 7:30-8:30 a.m., and as always will be free with golf registration.

What other options are available for those not participating in the golf tournament?
There will be a tour of Sawgrass Recreation Park in the Everglades, which is also open to registered Spouses and Guests.
Sunday, April 22, 2012, optional
Take a tour of the Sawgrass Recreation Park in the Everglades consisting of subtropical wilderness in one of the most unique landscapes in the world. Included is a 30 minute airboat ride and guided tour, along with a tour of Gator Island, featuring animal shows and more to explore. Don’t miss out on your chance to experience this incredible and diverse ecosystem. This tour is open to all fully paid registrations, however, there is an additional fee.
Transportation will be provided to and from the tour site, from 10 a.m. to 2 p.m. Cost per person $60
Tour of the Everglades
Orientation 9 a.m. - 9:45 a.m. Included in Spouse/Guest Registration
We will be providing all the information you could want to know about the Hollywood, FL area, to help you make the most out of your stay, as well as a welcome mamosa toast to start off the AC. There will also be a raffle, which you must be present to participate.
First Lady’s Luncheon 12:00 p.m. - 2:00 p.m. Details coming soon! Included in Spouse/Guest Registration
Tuesday, April 24, 2012-Two Options Available
Spa Services (Your Choice, first come first serve, space available): 6 a.m. - 6 p.m. at The Spa at the Diplomat
Registered Spouse/Guests will receive a $75.00 voucher towards any Treatment at The Spa at the Diplomat at the Westin Diplomat Resort and Spa. To receive your voucher, please register with NCBFAA first, and then make a reservation at the spa; the spa recommends that this be done at least 2 weeks in advance (direct line for reservations: (954) 883-4900). Upon your arrival at the conference, you will find the $75 voucher in your registration envelope, but only if you are pre-registered for the spa treatment. Thus, it is imperative that you call the spa and make a reservation after registering with us; unfortunately without a reservation, the spa may not be able to accommodate you once you arrive. The voucher is non-transferable. Please visit this site for a list of treatments and prices:
Please note that any value that exceeds $75 is the responsibility of the registrant spouse/guest. If you plan to cancel your reservation, please do so 24 hours in advance by calling the spa to avoid paying a cancellation fee. Please arrive at the spa at least 30 minutes before your reservation time. You will receive a robe, slippers and a locker during your visit. Swimsuits are required when using the outdoor spa facilities. Please make sure to let the spa personnel know of any medical conditions that you may have. Please do not bring valuables or cell phones into the spa. On the day of your appointment you will have complimentary use of the fitness and motion studios as well as the private indoor and outdoor whirlpools, steam rooms, saunas, spa pool and relaxation lounge

The Village of Gulfstream Park
Head out to the Village at Gulfstream Park, one of South Florida’s newest outdoor shopping and entertainment destination. With a huge variety of places to shop, from fashion to home accessories, you can make the most of your day while enjoying dining from around the world. If you’re looking for some entertainment, the Village also offers nightclubs and the Gulfstream Casino to occupy your time. To learn more about what the area has to offer, visit The Village website
Lunch and Transportation will be provided to the area at 10 a.m., and back to the Westin Diplomat at 2 p.m. However, the Village is about 2 miles from the hotel, and participants are welcome to stay as long as they wish, as long as they provide their own transportation back. All AC 2012 attendees who stay at the Westin Diplomat will also receive $15 in free chips at the casino, and discounts in the shopping area at any time.
Wednesday, April 25, 2012

South Beach Miami
The South Beach Tour des Forks is a 3-hour guided walking and tasting tour of South Beach. The walk is a leisurely 1.5-mile stroll covering Lincoln Road and Espanola way. At each stop the group is seated and served a sampler plate where they have a chance to taste a variety of dishes from each restaurant being showcased. Guests attending this tour will also have the opportunity to explore South Beach on their own for approximately one hour.

Transportation will be provided to South Beach departing at 10 a.m., returning at 4 p.m. Lunch will be included with the tour.

To see more details, please see the full Spouse/Guest Program section.
On Tuesday and Wednesday mornings, the Annual Conference Committee has reserved tables in The Café from 8 a.m. until the end of breakfast service for the sole use of those wearing Spouse/Guest badges. This year also promises to be an especially exciting way to begin your day, with a new surprise this year for all guests and spouse participants.
We understand that pressing business may interrupt you, but please be considerate of your fellow attendees, presenters and special guests. These devices should either be turned off or set to vibrate. In the event of a call, please step OUT of the room. We also request that participants not make recordings of the sessions. Thank you in advance for your cooperation and consideration.
During the Conference, refreshments and beverages are available every day from Noon to 5 p.m. through the generous courtesy of Roanoke Trade Services, Inc.

What is the "First Timers Reception"?
For all of our first time Annual Conference attendees, special arrangements have been made for the Officers and Board of Directors to officially welcome you to the Conference. This is scheduled for Sunday, April 22 from 6 – 7 p.m. Historically, it has proven to be a great way to meet new colleagues and often sets the momentum for new participants.
There will be a Welcome Reception to officially open the Annual Conference on Sunday, April 22 from 7 to 9:30 p.m. Renew old acquaintances, make new friends and remember to extend a special welcome to our "First Timers," identified by ribbons on their badges. We strongly encourage our very hospitable attendees to take the time to greet our First Timers at various times during the course of the Conference, with a big welcome smile, every time they see a "First Timer" ribbon!
There will be a Closing Reception to officially close the Conference on Wednesday, April 25 from 6:00 to 7 p.m. in the Atlantic Ballroom, for final goodbyes until next year, to all your friends and colleagues.

How can we best support our generous sponsors?
The funding supplied by our considerate sponsors contributes greatly to making it possible for the Association to provide attendees with the Conference experience they have come to expect over the years. In light of this welcome support, we encourage our attendees to not only visit each of the Exhibitors in the Marketplace, but also thank all of our gracious sponsors who can be easily identified by their Sponsor ribbons.
All fully paid registrants are invited to breakfast, Monday through Wednesday, April 23-25. All registrants, including spouses and guests, are invited to the Breakfast on Monday, April 23. Everyone will receive a coupon for the buffet breakfast in the restaurant The Café for Wednesday. The breakfast coupons are good from 6:30 –11 a.m. Tuesday will include breakfast for Spouse/Guests at The Café, and Regular Registrants will be provided breakfast at Tuesday morning's Breakfast and FMC Update session.

Please note that the daily coupons received in your registration packet are only redeemable for each day as indicated. Special registration rates may not include breakfast. Check with the NCBFAA for details.
Exhibitor booths will be featured this year with products and/or services geared to the broker/forwarder/NVOCC industry. We once again remind and encourage everyone to be sure to take time to visit the diverse exhibits Monday and Tuesday during coffee breaks, lunch, and Monday’s Happy Hour. There will be a raffle on Tuesday at the last break for attendees who visit each of the booths, so make the 'rounds and try your luck!
Yes, there will be a lunch this year. If registered at the Conference as an Affiliated Association President, or representing the Association on behalf of the President, you are cordially invited to attend the Annual Affiliated Association Presidents' Lunch on Tuesday, April 24 from Noon to 1:30 p.m. Please be prepared to discuss relevant issues you feel are pertinent to the national and the industry at large, as suggested at previous APN monthly meetings.
All moderators are requested to contact their speakers and panelists to finalize their presentations for that day. The NCBFAA Team will be happy to assist in coordinating conference calls between you and your panelists prior to arriving on site. Once on site, Kim O'Beirne (pronounced O’Burn) in the NCBFAA Meetings Department will coordinate Moderator reservations in The Café on the morning of the presentation.
Participants are expected to attend the Conference in business casual attire during the day and at most evening functions. With our industry partners and colleagues attending, it is important for each of us to reinforce the Association's professional image (no shorts, tee-shirts, or flip flops please). We encourage guests to dress in Caribbean-themed attire and ask that you keep it business casual.

Any other questions?
Call us at 202-466-0222 or send an email to:


Frequently Asked Questions
Exhibitor MarketPlace


Exhibitor set-up will be on Sunday, April 22 starting at 12:00 p.m. Exhibits must be finished by 6 p.m. Sunday night, without exception.
There is no limit to the number of booth workers. One registration is included in the exhibit fee along with the option to pay for one additional worker at a reduced rate. All other workers need to register as an attendee via the website at full registration price. If two booths are purchased, then two registrations will be included as well as the option to add one additional worker at the reduced rate. All registrations will include conference materials and typical registration access to meals, social functions and sessions.
One 8’x10’ piped and draped exhibit space
One 7”x44” identification sign
One complimentary registration
One 6’ x 30” skirted table
Two side chairs
One wastebasket
A mailing list of all registered NCBFAA attendees (as of 3/19/12) via e-mail
A follow-up mailing list after the NCBFAA Annual Conference
Your company listed in the “Exhibitor” section of the conference program binder
Your company listed in the “Exhibitor” section of the NCBFAA website
Ribbons reflecting “Exhibitor” and “Host” (Monday Evening Happy Hour in the MarketPlace)
30-second presentation to attendees at the Opening Breakfast
Yes, internet access will be provided this year and in 2013 to all of our Exhibitors this year free of charge. However, in future years there will be a charge. 

Once your exhibitor registration has been processed, we will provide your contact information to the company in charge of the exhibit space, Expo Convention Centers. They will provide an exhibit kit to you that will detail shipping information, how to order electric, internet, display material, etc.
For information on the NCBFAA Annual Conference, please visit the conference FAQ page for details.
All attendees on the floor must be registered either as an attendee, exhibitor or paid guest. If you wish to have someone come visit the booth, they will need to see the NCBFAA Registration Desk to get registered or be registered ahead of time.
Yes! This very popular event will take place again this year. It’s a great opportunity to let all the attendees know that you are there and where to find you in the MarketPlace. As in the past, some exhibitors have been bit more daring with their presentations, but this is not required. It’s a fast moving event, each exhibitor will be given only 30 seconds, so whether you are doing a Broadway production or having a simple speech, we ask you adhere to the time limit, and keep your presentation tasteful. 
Official ribbon cutting of the Exhibitor MarketPlace is at 9:30 a.m. on Monday, April 23 and will be open through the Exhibitor sponsored Happy Hour until 6 p.m.
On Tuesday, April 24, the MarketPlace will be open 9:30 a.m. – 3:30 p.m.
During hours that the MarketPlace is closed, NCBFAA will provide security. No one will be allowed in the hall when the MarketPlace is closed, including exhibitors. We will allow exhibitors access to the hall 10 minutes prior to each opening on Monday and Tuesday. We recommend, though, that electronics such as laptops and other expensive items be monitored or placed out of site when you are not at your booth.
Yes, the hall will be open all day. We ask that there always be someone in the booth, but if you need to step away, again, please place any valuables out of sight or have your neighbor keep an eye on things.
Yes. The NCBFAA will once again provide a closed off area in the Hall, where you can find a moment alone as well as coffee, tea and water. This area is not to be used for meetings.
Yes, from 5-6 p.m. on Monday night, the exhibitor sponsored Happy Hour will provide a more social atmosphere for you to meet the attendees. Drinks and light fare will be served.
There will be two breaks as well as lunch served for the attendees both days in the MarketPlace hall as well as a Happy Hour on Monday from 5-6 p.m.
Yes, feel free to collect business cards and hold a raffle. At the last break on Tuesday, we will have a microphone available to announce your winner(s). We will begin the raffle announcements about 20 minutes prior to the MarketPlace close to ensure attendees have time to make it to the next scheduled session. If you plan on having more than one winner, please pull the winners prior to stepping up to the microphone to help speed things along.
If you plan to golf, which we encourage you to register for, just keep in mind you will still be required to have your booth set up at by 6 p.m. on Sunday evening. So plan accordingly to ensure you will have enough time to get your booth set up when you return from the Tournament.
The MarketPlace will close on Tuesday, April 24 at 3:30 p.m. There is absolutely no dismantling of booths prior to 3:30 p.m. as this is not only a breach of the contract, but very disruptive to the MarketPlace and booths around you. Teardown must be completed by 6 p.m. If you must catch an early flight, arrangements must be confirmed in writing in advance for EXPO to dismantle the booth for you.
Definitely! There will be an exhibitor meeting from 2:30 to 3 p.m. on Tuesday in the Hall, to discuss the 2012 and 2013 exhibits.
Yes! The 2013 exhibit floor plan will be made available to those who would like to purchase a discounted 2013 booth, with a 10 percent deposit due at signing. Balance must be paid by January 6, 2013, to hold space.
More questions? Just call us at (202) 466-0222, M-F, 8:45 a.m. - 5 p.m. or email and we'll get back to you right away.
Ready to sign up? Go here to register as an Attendee, or go here to register as an Exhibitor.


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