The dress code for the event is business casual. ACS branded apparel is encouraged! And because hotel meeting rooms can be chilly, a light sweater is also a great idea.

The health and safety of all our guests and participants is our number one goal. Please see below for important details which will continue to be updated based on our unique needs and review the COVID-19 Waiver. If you are feeling sick or have been recently exposed to someone who recently tested positive for COVID-19, you should stay home. People who have underlying health conditions or taking medications that weaken the immune system, should talk to their healthcare provider before attending large gatherings.

RECOGNIZE COVID-19 SYMPTOMS

The CDC has identified the symptoms of a COVID-19 infection. If you have one or more of these symptoms on the day of the event, please stay home. If you are waiting for COVID-19 test results or have had close contact with a person who has tested positive for or who has COVID-19 symptoms, please stay home unless you get a negative test result before the event.

YOUR SAFETY IS OUR NUMBER ONE PRIORITY

The COVID-19 virus and its variants are highly contagious. Some people infected with these viruses get severely ill, become hospitalized or die. Event attendees acknowledge the risk of exposure to the COVID-19 virus, assume all such risk, and the American Cancer Society, Inc., shall not be held liable.

PROTECT OUR COMMUNITY

Help protect our community. It is strongly encouraged that individual attendees are vaccinated. The wearing of face masks at the event will follow local guidelines. Please report to your staff partner if you later contract COVID-19 and believe you could have received or spread the virus at the event.

COVID-19 INFORMATION HUB

Take a moment to review the information hub as you prepare to travel. BCD Travel’s COVID-19 Information Hub (health & safety FAQs).

The Volunteer and Staff Travel policy requires all travel reservations for American Cancer Society and American Cancer Society Cancer Action Network meetings be made using the Concur Travel link provided during the registration process. Reservations must be made no less than 14 days prior to departure.

COMPLIANCE

American Cancer Society and American Cancer Society Cancer Action Network will pay the lowest logical round-trip airfare (or rail fare when applicable) for all meeting participants. Failure to book travel using the Concur Travel link provided during the registration process will be considered non-compliant. Tickets should not be purchased from third party travel websites or directly with the airlines. 

TICKETING

Airfare (and rail fare when applicable) will automatically be direct billed to American Cancer Society or American Cancer Society Cancer Action Network. Personal forms of payment will not be accepted. An electronic reservation confirmation including important travel information will be sent within 24 hours of the ticketing process.

CHANGES AFTER TICKETING

Changes and cancellations to airline reservations are permissible only if made for business reasons. For ticket changes or cancellations, contact BCD Travel at 800-952-5770.

After you submit your registration, find the link to Concur Travel link located on the Registration Confirmation page. Click this to link book your flight in Concur Travel.

The Volunteer and Staff Travel Policy requires all travel reservations for American Cancer Society meetings be made using the online travel link provided during the registration process. Reservations must be made no less than 14 days prior to departure. 

The American Cancer Society will pay the lowest logical round-trip airfare (or rail fare when applicable) for all meeting participants. Failure to book travel using the online link provided during the registration process will be considered non-compliant. Tickets should not be purchased from third party travel websites or directly with the airlines.

Changes and cancellations to airline reservations are permissible only if made for business reasons, and will also require approval from the event stakeholder. For ticket changes or cancellations, contact BCD Travel directly. BCD will then contact the meeting stakeholder for approval before any changes are made. 

BCD TRAVEL

NOTE: ACS incurs fees for phone-based booking transactions

Office Hours 

Monday - Friday 8:00AM to 6:00PM ET

800.952.5770

Afterhours Emergency

NOTE: Additional fees apply

877.609.0994 (reference ACS code 24PA when calling)

To ensure that we are being mindful stewards of our donor dollars, please reference the Rental Car Calculator to determine the most cost effective mode of transportation. If you are an external partner, please note this link may not work for you. For any questions, reach out to your ACS meeting stakeholder.

PERSONAL CAR

NOTE: Mileage reimbursement must not exceed lowest available airfare.

• Staff: Mileage is a reimbursable expense.
• Volunteers: Should complete registration and reach out to their ACS meeting stakeholder for reimbursement instructions.

RENTAL CAR

NOTE: Attendees will be required to provide a valid credit card at time of pick-up. Rental car expenses are reimbursable.

• Staff: Rental cars should be booked on Concur once the registration has been submitted.
• Volunteers: Should complete registration and reach out to their ACS meeting stakeholder to book for them on Concur.

RAIL

NOTE: Rail ticket charges will be automatically billed to the ACS or ACS CAN central credit card.

• Staff: Rail should be booked on Concur once the registration has been submitted.
• Volunteers: Volunteers should complete registration and reach out to their ACS meeting stakeholder to book for them on Concur.

The American Cancer Society (ACS) has a partnership with Lyft to provide ground transportation to attendees. Please check with your ACS meeting stakeholder for details on how to use Lyft.

Beginning May 7, 2025, every air traveler 18 years of age and older will need a REAL ID-compliant driver’s license, state-issued enhanced driver’s license, or another acceptable form of ID to fly within the United States. For information by state, visit the Department of Homeland Security’s REAL ID website and click your state on the map.

These documents can be found under Resources on the home page of the registration site, or under resources in the mobile event app.

If you have questions on the event, the event planner contact information is listed at the bottom of the page.