Conference
Frequently Asked Questions:
Registration & Payment:
Q: Are payment plans available, or does the full registration fee need to be paid upfront?
A: We require full registration to be paid up front.
Q: What is the cancellation policy?
A: For participants —
Cancellations made up to 45 days before the event will receive a full refund, minus a $300 processing fee. Cancellations made between 30 and 45 days prior to the event will receive a 50% refund.
Unfortunately, cancellations made less than 30 days before the event are non-refundable. Please contact us as early as possible if you need to cancel, and we’ll be happy to assist with any questions.
However, if you find a suitable replacement to attend in your place, we will waive the cancellation fee entirely, no matter when the cancellation is made. This option allows you to transfer your spot without any financial penalty. Please reach out to us with any questions or to arrange a replacement, admin@hart-med.com.
(H)Arts in Medicine reserves the right to cancel the conference for any reason, without cause. If we need to cancel the conference for any reason, we will refund our participants in full, minus the processing fees required by our sales platform.
Q: What is the 3% fee for?
A: This is the payment processing fee required by our sales platform. If you pay with a direct deposit method, then we will refund this percentage to you.
Q: Are there any discounts for a group?
A: Please contact us if you would like to inquire for a group of ten or more participants, admin@hart-med.com.
Q: How do I get the “refer a friend” rebate?
A: It’s easy! Have your friend put YOUR FULL NAME in the “how did you hear about us?” box when they register and we will rebate you $100 back to the payment method you used!
Q: What is included in each package option?
A: See below chart…
(*Final payment price at checkout will also include a 3% fee from service vendor. We are happy to reimburse this if you pay with direct deposit option. State tax is also added at time of purchase).
Conference Preparation:
Q: Will there be Wi-Fi available at the conference venue for those who need to stay connected?
A: Yes there is Wi-Fi available throughout the hotel and conference room, but we encourage you to disconnect from devices during our Core Sessions in order to allow some time to “detox” from technology and devices and to truly be able to focus on yourself instead of others during that time.
Q: Are there any restrictions on photography or recording during sessions?
A: Recordings of the conference sessions is not permitted. We recommend common courtesy and asking permission to take photos of any of your colleagues who are in sessions with you, in order to protect everyone’s personal privacy.
Q: Is there any pre-work for the conference?
A: We will send out an email to all participants prior to the conference that will contain a survey about personal preferences and needs in order to best accommodate for each individual throughout the conference. Some of the questions in the survey are a first step in the workshop work regarding beliefs and values, but nothing you need to study for!
Conference Structure:
Q: Can I attend part of the conference if I can’t make the full duration? Is there a pro-rated fee?
A: You can attend as much or as little of the conference as you choose. HOWEVER, the fee for the Core Package, which is for our Core 8 Sessions, will not be pro-rated. This conference might feel different from other medical conferences that are non-continuous. Instead, our conference is especially designed to flow from one session to the next for a continuous learning process through the Core 8 Sessions. We encourage our participants to commit to attending all 8 Core Sessions to the best of their ability.
Q: If I sign up for the Core Sessions can I decide on Elective Activities later? Or do I need to book them in advance?
A: We strongly recommend booking in advance in order to ensure you access to these venues. Our venues are very popular and commonly sell out closer to the activity date. We will always be happy to direct you towards purchasing entry to venues on your own, or at a later date, but we want our participants to know that the best way we can guarantee their experience is to allow us to plan ahead and to make reservations and purchases ahead of time.
Q: Is there a dress code for any of the evening events?
A: Santa Fe tends to be a pretty relaxed environment, even for up-scale venues like the Santa Fe Opera. Since Santa Fe is in a high desert, the temperatures can often change dramatically between day and night, or if weather systems come in. We usually recommend layers for all events, and some type of light jacket or covering for evening/night events. Having said that, many people will dress up for the Opera, even sporting masquerade-type costumes for themes for each show, especially on opening nights, and tail-gating is a much-appreciated people-watching event of its own!
Q: Are there scheduled breaks between sessions to allow for personal downtime?
A: There are only two sessions scheduled for each day, purposely to allow for personal down time in the afternoons. Yoga is also available each morning at no additional cost to participants, but there is no requirement to attend should people need more personal time in the morning. There is break time of 15 minutes in between the two morning sessions to attend to any personal needs.
Additional Logistics:
Q: Is transportation provided between the hotel and conference venue, or will attendees need to arrange their own?
A: The conference venue is located at Piñon Court by La Fonda, which is where we recommend our guests stay in order to minimize transportation needs in the morning. Parking is also included with their hotel reservation. Should participants choose to stay elsewhere, they will need to arrange for transportation to and from the conference on their own. Piñon Court is in a very walkable location from most areas in Old Town Santa Fe. Transportation to and from most afternoon/evening Electives is provided to and from Piñon Court in order to allow for a relaxed and safe event for our participants. We are unable to provide transportation to/from other hotels, but participants staying elsewhere are welcome to walk or arrive at Piñon Court on their own in order to make use of our arranged transportation IF they have purchased their Elective venue with us.
Q: Are there any networking events or opportunities to connect with fellow clinicians outside of sessions?
A: There are lots of networking opportunities throughout this conference because there are so many fun things to choose from that are not during our Core Sessions! Participating in our Elective Sessions is a great way to network, build a supportive community, meet new people, and share experiences! This is what they are designed for! We will also have an introductory social hour on the Wednesday evening of check-in for you to meet the people you will be spending the next few days with!
CME Credits:
Q: How do I collect my CME credits for these activities?
A: We will ask you to sign in for each Session/Elective that you attend. At that time you will be given a link to a brief evaluation and from there, a link to collect your CME certificate, or a printed CME certificate. This link can also be emailed to you at a later time as needed. We encourage participants to collect their CME credits as soon as possible after each Session.