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ANNUAL SEMINAR FAQ

Attendee Registration

How do I register someone on their behalf?
I'm trying to edit my company on the form, but it's read-only. How do I update my company name?
I'm a non-member. Do I need an invitation from a TIDA member?
How do I get added to my company's Corporate TIDA membership so I can take advantage of member pricing?
What is included in the spouse/companion registration?
Where do I pick up my registration materials?
What do I do if I need to cancel?
Can I transfer my registration if I can no longer attend?

Exhibitor Registration

What comes with my exhibitor registration?
What events am I able to attend?
Can I cancel my company's exhibitor registration?
Can I change the name(s) of my registered exhibitor representative(s) after submitting registration?
How do I purchase additional exhibitor representative tickets?
When can I set up / tear down my booth?
Where do I ship my booth materials?

Hotel and Travel Information

Is there a deadline to book my hotel room? Where do I make the reservation?
Do I need a passport to travel to Puerto Rico?
Can I receive the discounted room rate for dates before and/or after the conference?
How do I get to and from the airport?
What are the parking fees?

General Questions

How do I get an attendee list?
Can I receive Continuing Education Units for attending the forum?
Can I receive copies of speaker presentation slide decks?
What is the forum attire?
Will there be free WiFi at the seminar?


Attendee Registration

How do I register someone on their behalf?

  • If you are trying to register a TIDA member, you will need the member's login credentials to access the registration form. If the member does not know their login credentials, they will need to submit a password reset and/or username reset request. Note, you must use the valid email address associated with the profile to receive a reset link.
  • Click here to login, select the Register Yourself button and fields will pre-populate with the member's profile information. Note, the name and company fields are not editable.

I'm trying to edit the company on the form, but it's read-only. How do I update my company name?

  • If you're an active TIDA Member who has recently changed companies and would like your profile information updated, you will need to complete this company change form. We will ask for your new contact information and you will have to confirm that your new role still qualifies within the TIDA Bylaws membership description that you are still regularly involved in defending claims or lawsuits against the trucking industry.
  • Note: Be advised that the review process for company changes may take 5-7 business days.

I'm a non-member. Do I need an invitation from a TIDA member?

  • If you fall into either the Attorney or Vendor category, you need to upload an invitation from a current TIDA member to submit Annual Seminar registration. The file MUST be in PDF format (you can convert an email to a PDF), must clearly display the name of the TIDA member as well as specific language stating that you are invited to attend the TIDA 32nd Annual Seminar.
  • TIDA reviews all non-member registrations and invites. If your invitation does not meet the criteria above, your registration will not be accepted. View an example invitation letter.

How do I get added to my company's Corporate TIDA membership so I can take advantage of member pricing?

  • If your company is already a member of TIDA, you can request to be added to their membership. All members must be regularly involved in claims management, risk management, or other aspects of defending claims against the trucking industry to be added to the account and gain full access to benefits.
  • Complete this request form to to be added to your company's membership account. All requests are reviewed and must be approved before any member login credentials will be provided.
  • Note: Be advised that the review process may take 5-7 business for approval.

What comes with the spouse/companion registration?

  • Spouse/companion are able to attend the welcome reception and the cocktail reception. If you plan to bring your spouse to the reception(s), they will need to register and have a name badge. Each reception is $95.00.
  • Spouse registration can be completed at the same time as your registration.
  • Note: If your spouse/companion is involved with the trucking industry they do not qualify for this registration ticket. If you are inviting a guest to attend the conference they will have to register as an attendee. If you have any questions, please contact TIDA Headquarters. 

Where do I pick up my registration materials?

  • You will need to pick up your name badge along with seminar materials when you arrive. Your name badge serves as entry to all events, including social activities.
  • If you do not have your name badge with you at all times during the seminar, you may not be let in to the room.
  • The registration desk will be located in the ballroom foyer of the hotel and will be open starting on Wednesday, October 23 from 1:00 p.m. - 6:30 p.m.

What do I do if I need to cancel?

  • No refunds for cancellations will be provided.
  • Registrants who are unable to attend may send a substitute from the same company/firm. You'll need to complete the substitution form no later than September 18.

Can I transfer my registration if I can no longer attend?

  • Yes! You may transfer your registration to someone else from your same company/firm by filling out a substitution form.
  • Substitutions must be made by September 18.
  • All substitutions must be from the same organization.
  • Substitution pricing difference between member vs. non member or across member types must be paid by one of the participating parties.
  • Forms will be reviewed by TIDA Headquarters and a response will be provided within 7-10 business days.
  • Please note:
    • If your registration substitution is a non-member and you paid for a member registration, an invoice will be created for the difference in registration prices. In order for the substitution to be considered complete, any additional payment will need to be received. TIDA will not refund the price difference in non-member to member substitutions.
    • If your registration substitution is a non-member attorney OR vendor: non-Member attorneys and vendors MUST upload an invitation from a current TIDA member. Emails from current members to non-members, about the event, are considered an invitation and therefore will be accepted. Without an invitation, non-members will not be able to submit a registration. Please have this ready to upload on the form prior to submitting this form.

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Exhibitor Registration

What comes with my Exhibitor registration?

Exhibitor Registration:

  • One (1) company representative complimentary registration; additional representatives may attend at $750.00 per registrant.
  • One (1) six-foot, draped table
  • Two (2) chairs
  • Complimentary electricity
  • Registration list
  • Recognition on signage during the Seminar
  • Logo and URL on event page of TIDA website
  • Special mention at onset of Seminar
  • "Exhibitor" Ribbon on name badge

What events am I able to attend?

  • Representatives are invited to all social events, including networking breaks, breakfast, lunch, and the welcome and cocktail receptions. Exhibitor registration DOES NOT INCLUDE access to the educational sessions at the Annual Forum.

Can I cancel my company's exhibitor registration?

  • No refunds for cancellations will be provided, however you may change your registered exhibitor representative. See below.

Can I change the name(s) of my registered exhibitor representative(s) after submitting registration?

  • Yes! You may transfer your exhibitor representative registration.
  • Transferring of name badges should not be requested onsite. If you need to make changes to who is attending as your exhibitor representative(s), complete the registration substitution form no later than September 18.

How do I purchase additional exhibitor representative tickets?

Expo registration comes with one (1) representative. Additional reps may be added to the online registration form. If your company already registered and you need to add additional representatives, email [email protected] with the following information:

Subject line: TIDA Exhibitor (Company Name) Request to Add Rep
Email body: Include the following information for the rep(s) to be added and you will be followed up with an online link for payment:

  • First and last name
  • Email
  • Job Title
  • Including golf outing add-on? Y/N  If yes, include handicap.

When can I set up / tear down my exhibit table?

  • Booth set up begins at 1:00 p.m. on Wednesday, October 23.
  • 12:00 p.m. on Friday, October 25 will begin the tear down of the exhibitor hall. 
  • Each exhibitor table space is six feet wide, and all backdrops should fit within this space.

Where do I ship my exhibitor materials?

TIDA Headquarters does not accept or handle exhibitor shipments.

Packages may be delivered to the Caribe Hilton up to one (1) week prior to the event. When shipping to the resort, include the ALL following information on all packages to ensure proper storage and booth delivery:

The Caribe Hilton
1 San Geronimo Street
San Juan, Puerto Rico 00901
TIDA Seminar 10/23-10/25
TIDA Exhibitor: (Your company name)
Hold for Arrival: (Your name and arrival date)

Package movements are managed by Bell Services. Additional fees apply. Large deliveries with pallets and/or container trucks require coordination with the resort directly to secure a day and time of delivery. Exhibitors are responsible for all shipping, handling and movement of the large deliveries from/to the receiving area to the meeting space. The hotel does not have a fork lift available, the exhibitor is responsible for the rental of any equipment needed to move the large delivery. Arrangements for shipping materials/items back to the mainland or other countries should be pre-arranged by the exhibitor. Please bring pre-printed labels with your company’s name, address and account number with you, as TIDA Headquarters does not coordinate exhibitor shipments.

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Hotel and Travel Information

Is there a deadline to book my hotel room at the group rate? Where do I make the reservation?

  • Each attendee is responsible for booking their own room.
  • The deadline to book your hotel room at the discounted group rate is September 24 and is subject to availability.
  • Visit the hotel webpage to view the ways to make your hotel reservation.

Do I need a passport to travel to Puerto Rico?

No. U.S. citizens do not need a passport to visit Puerto Rico. Feel worlds away while still using the same currency and cell phone service.

Can I receive the discounted room rate for dates before and/or after the conference?

  • Yes. Attendees wishing to come in earlier or stay later than the actual forum dates will need to call the hotel.
  • TIDA's special rate is available 2 days pre and post the dates of the Annual Seminar and is based on hotel availability.

How do I get to and from the airport?

The Caribe Hilton is conveniently located just 7 miles from the Luis Muñoz Marín International Airport "San Juan Airport SJU." Uber and taxi services are readily available in Puerto Rico. Lyft is not available. There are official kiosks located at the arrival level of the airport which can assist you with taxi service. Taxi Turistico has regulated rates for transportation between the airport, resorts and tourist attractions around the city of San Juan. View zone information and pricing.

Renting a car in Puerto Rico is the same as stateside; you need to be 25 years or older, have a valid driver's license and a credit card. Driving here is on the same side of the road as the mainland as well. More information on rentals.

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General Questions

How do I get an attendee list?

  • 1-2 weeks prior to the event, all seminar registrants will receive an email entitled "Attendee List & Tips For Your Trip." This email will contain the attendee list including name, organization, city, and state in PDF format. The attendee list is not available by request in any other format.
  • TIDA Members have access to the registration list in directory format. Login is required here: https://www.tida.org/annual24attendeelist

Can I receive Continuing Education Units for attending the seminar?

  • Yes. The Annual Seminar education sessions are available for CEU credit. TIDA is working with CEU Institute for credit approvals and distribution afterwards.
  • During the seminar, you will have to pick up the CEU Tracker sheet at the TIDA registration desk and return it back to the TIDA registration desk filled out. TIDA cannot accept the tracker form once you depart from the seminar.
  • After the Seminar, you will be emailed a copy of your certificate directly from CEU Institute.
  • **TIDA does not receive confirmation on states with pre-approval status until 2-3 weeks prior to the seminar. When this information is received, it will be posted here: https://www.tida.org/annual24accreditation
  • If your state is not on the list it will not be pre-approved for continuing education, however you may still be able to self report based on that state's criteria.

Can I receive copies of speaker presentation slide decks?

Not through TIDA HQ. TIDA cannot share speaker presentations with attendees. You may search the member directory to find public contact information. If the speaker is not a TIDA member included in the directory, TIDA HQ cannot share contact information by request. It is the responsibility of the attendee to connect with speakers directly.

What is the forum attire?

  • TIDA Sessions/Social Events: Business casual/resort wear is suitable. This includes dress shorts/capris, slacks, blouses, knit tops, khaki pants, dress shorts, collared shirts, slacks
  • We also recommend bringing a sweater or light jacket to the educational sessions, as the conference rooms can get chilly.

Will there be free WiFi at the convention?

  • Complimentary internet will be provided in all the guest rooms.
  • Basic internet will be widely available in the meeting space. If you require high-speed connection, please plan accordingly.

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