Partner FAQs

BFS-DC 2019 will take place on August 1st at the Hyatt Regency – Reston, VA

1800 Presidents St.

Reston, VA 20190

 

Shuttle 

Our hotel offers a complimentary shuttle to and from Dulles Airport.

Text the keyword “SHUTTLE” to 703-991-2117 when you arrive at the airport. The requested pick up times will be at the top of each hour between 6 a.m. to 10 p.m. Monday through Friday, and 7:00 a.m. to 10:00 p.m. on Saturday and Sunday. Requests for pick should be received at least 15 minutes prior to the top of hour. The pick-up and drop-off point will be at curbs 2A and 2H, adjacent to the lower level baggage claim level.

Return shuttle transportation from the hotel departs 45 minutes past the hour, beginning at 5:45 a.m. Monday through Friday, and 6:45 a.m. Saturday and Sunday.

Hyatt Parking/Transportation Information

The Special Hotel Rate for DC-BFS Attendees is $145/night.  You must specify that you are with BFS-DC Conference as part of the DCAC Fitness Convention. You can make your reservations by calling  877-803-7534 or using the link below.  This room rate only applies to reservations made before July 9, 2019, while space is available  Click here to place your reservations.

Each table top will include a 6ft rectangular table with linens. You must provide your own signage, easels or stand up signs. Since there aren’t walls, we suggest using retractable signs or table skirts. If electricity, AV or internet drops are needed please contact admin@bfsconferences.com. Exhibitors will be responsible for all additional charges and request forms must be completed by July 15th.

Set up will begin at 7am on August 1st.

Please contact admin@bfsconferences.com if you intend to ship packages.

The Hyatt Regency Reston will only accept pre-paid packages The Hotel will refuse any packages delivered C.O.D. and the Hotel will make no notification to the shipper. All packages must contain a label giving the following information:

All packages MUST include the following: 

List your Return Address

And –

Hyatt Regency Reston

1800 Presidents Street, Reston, VA 20190

Attention:  DCAC Fitness Conventions / Shannon Elkins / Regency AB

Event Planning Manager: Tara Miller

Date of person’s arrival: Tues. July 30, 2019

For ease of locating your packages:  Please e-mail the tracking #’s to admin@bfsconferences.com. Please have all packages/pallets delivered on or after Tuesday, July 30, 2019.

Handling and Storage Fees Storage: Collateral and materials received prior to three days before the start date of the event will be assessed a $5.00 per box per day storage fee OR a $100.00 per day flat rate per pallet. Storage charges are subject to 6% tax. If boxes are left after the event longer than three days, this storage fee will also be assessed.

Handling: The fee structure is $5.00 for boxes from 0 – 15 pounds; $15.00 for boxes from 16 – 49 pounds; $20 for boxes 50 pounds and up. There is a flat rate of $95.00 per pallet. These charges apply both in and out. Handling charges are tax exempt.

The Hyatt Regency Reston shall not be liable for safe or timely arrival of any packages sent to the Hotel by or for the Group. It is the Group’s responsibility to check on the arrival of any packages and check to ensure that the contents are intact. The Hyatt Regency Reston accepts no liability for lost, stolen or damaged goods.

For shipping packages back to your office, there are two (2) options:

  • Pre-Paid UPS Label:
    Packages affixed with pre-paid UPS labels may be left at booths/tables and hotel will bring to loading dock for ship-out.
  • Pre-Paid FedEx Label:
    Packages affixed with pre-paid FedEx labels must have pickups scheduled and you must call the main FedEx line (​1-800-463-3339​) to coordinate the pickup from the Hyatt Regency Reston. The FedEx pick-up confirmation number must be written down and attached to the labeled packages (just with a sticky note or piece of paper). The packages may then be left at your exhibit table and hotel will bring to loading dock for ship-out.

All items must be taken with you at the end of day.

Please register your event staff HERE by July 10th. If you need additional sponsor badges they can be purchased for $100. Please contact admin@bfsconferences.com to purchase.