General Event and Registration
Registration Payments and Changes
Hotel and Transportation
Exhibitors
Conference Events and Additional Activities
Onsite Logistics
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GENERAL EVENT AND REGISTRATION (Back to the top)
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| | Who can attend SAPPHIRE® NOW and ASUG Annual Conference? | | | SAP and ASUG reserve the right to cancel or request that an attendee leave the event if that individual is engaged in competitive, harmful, or disruptive behavior.
| | | Where is SAPPHIRE NOW and ASUG Annual Conference taking place? | | | SAPPHIRE NOW and ASUG Annual Conference is taking place at the Orange County Convention Center, North/South Building, in Orlando, Florida.
| | | What are the event dates? | | | The conference dates are Monday, May 14, 2012 through Wednesday, May 16, 2012, with pre-conference seminars on Sunday, May 13, 2012.
| | | How much does it cost to attend SAPPHIRE NOW and ASUG Annual Conference? | | | Registration fees are based on the date you register. The conference offers an early bird rate, regular rate, and a late rate. ASUG members receive an additional discount on the registration fee. Additionally, an allotment - based on the level of participation, or registrations are included in exhibit packages. Registration fees are available here.
| | | Are there show floor only passes? | | | No, there are no show floor only passes available for conference attendees.
| | | Is there a one-day pass? | | | No, there are no one-day passes available for conference attendees. All attendees must have a full conference registration to attend the event.
| | | Is there a student discount? | | | No, the conference does not offer student discounts. | | | | | Are attendees able to bring guests? | | | Attendees are not able to bring guests to the conference.
| | | What is the registration process? | | | To register as a conference attendee, visit http://www.sapandasug.com/ and follow the links to “Registration.” Current registration rates will apply. To register as an exhibitor, please contact the primary contact managing your company's presence at the event for instructions on how to register.
Registration for speakers, press, analyst, bloggers, and event staff are by invitation only. If you believe you should be registered as one of these conference roles, please e-mail registration@sapandasug.com to be directed to the appropriate contact for more information.
SAP employee registration is now available by invitation only.
| | | What does my registration include? | | | Registration includes access to all business presentations, show floor, demonstrations, lunch, and evening events. | | | | | Will there be pre-conference seminars offered again this year? | | | Yes, pre-conference seminars will be offered this year. Pre-conference seminars will be held on Sunday, May 13, 2012. Descriptions and pricing for the pre-conference seminars is available here. There is an additional fee to participate in the pre-conference seminars.
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REGISTRATION PAYMENTS AND CHANGES (Back to the top)
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| | What forms of payment are accepted for registration? | | | Credit card, wire transfer, and company check are all forms of payment accepted for registration fees. Purchase orders are not accepted.
As of Thursday, May 3, 2012 at 5:00 pm ET we will no longer be accepting payment via company check or wire transfer. The only form of payment through the end of the event will be credit card.
If you have any questions concerning this invoice, please contact us at payments@sapandasug.com.
| | | I would like to pay for my registration via credit card; how do I do that? | | | You can submit payment via credit card during the on-line registration process. Once you reach the verification page, please select "Pay now - credit card."
If you have already submitted an on-line registration and would like to pay your balance via credit card, you may re-access your registration using the "Access My Registration" feature. You will need your invoice number or the e-mail address you used to register along with the password you created in the registration process. Once in your record, follow the link "Select your payment type." You will be dropped into the verification page to review your current registration information. From here select “Pay now – credit card.”
| | | I would like to pay for my registration via wire transfer; how do I do that? | | | You will be given the option to submit payment via wire transfer during the on-line registration process. Once submitting your registration information, select "Pay now - check/wire transfer." On the payment information page, indicate your payment type as a wire transfer and enter your billing information. You will be prompted to download the 'Wire transfer form" which will include instructions and bank information for your wire payment. An invoice will be e-mailed to you once your on-line registration is completed.
When submitting your wire transfer, please DO NOT deduct the wire transfer fee from your registration payment. This fee must be added to your final registration fee total. Request that the wire transfer instructions include the registrants' name, company name, and reference the event name.
To be sure your wire transfer payment is properly matched to your registration record, please fax a copy of the wire transfer receipt and completed wire transfer form to +1 (413) 653-9014.
You will receive a confirmation e-mail only once the full payment has been posted and assigned to your registration record.
| | | I would like to pay for my registration via check; how do I do that? | | | You will be given the option to submit payment by check during the on-line registration process. Once submitting your registration information, select "Pay now - check/wire transfer." On the payment information page, indicate your payment type as a check and enter your billing information. An invoice, including mailing instructions, will be e-mailed to you once your on-line registration is completed.
To be sure your check payment is properly matched to your registration record, please reference your invoice number along with the event name with your check payment and include a copy of your invoice with the check itself.
All check payments must be received no later than Thursday, May 3, 2012. As of Thursday, May 3, 2012 at 5:00 pm ET we will no longer be accepting payment via company check or wire transfer. The only form of payment through the end of the event will be credit card.
If you have any questions concerning this invoice, please contact us at payments@sapandasug.com.
| | | How can I obtain an invoice for my registration? | | | You can obtain a registration invoice by re-accessing your registration using the "Access My Registration" function. You will need your invoice number or the e-mail address you used to register along with the password you created in the registration process. Once in your registration you will be able to e-mail yourself a copy of your registration invoice.
| | | How can I obtain a receipt for my registration? | | | You can obtain a registration receipt by re-accessing your registration using the "Access My Registration" function. You will need your invoice number or the e-mail address you used to register along with the password you created in the registration process. Once in your registration you will be able to e-mail yourself a copy of your registration receipt.
| | | I would like to update my payment type to pay for the balance due on my registration; how can I do this? | | | To submit payment for a balance due record, re-access your registration using the "Access My Registration" function. You will need your invoice number or the e-mail address you used to register along with the password you created in the registration process. Follow the link "Select your payment type." You will be dropped into the verification page to review your current registration information. From here select your payment type to continue.
| | | Are attendee substitutions permitted? | | | Substitutions will be permitted only if you are substituting your registration with someone from the same company. There is no fee for name-change substitutions, as long as no payment information is changed. A US$150 administrative fee will apply to any substitutions requiring updates to payment information.
To initiate a substitution, please re-access your registration using the "Access My Registration" function and select the SUBSTITUTE REGISTRATION link. If you have any questions regarding the substitution process, please contact SAPPHIRE NOW and ASUG Annual Conference Payments department at payments@sapandasug.com.
Registration substitutions will not automatically update your hotel reservation. Changes or cancellations to an existing hotel reservation can be made on-line by using the "Access My Registration" function and selecting "Book/Modify My Hotel”. You will need the last name and the reservation number of the hotel reservation to log in – this information can be found on your hotel confirmation e-mail. An automatic response will be sent to the e-mail address on file. Please keep this e-mail for your records. For additional assistance, please contact SAPPHIRE NOW and ASUG Annual Conference housing at sapandasug@tphousing.com.
| | | What is the registration cancellation process? | | | Written cancellations must be sent by e-mail to payments@sapandasug.com or faxed to +1 (413) 653-9014.
Registration cancellations will not automatically update your hotel reservation. Changes or cancellations to an existing hotel reservation can be made on-line by using the "Access My Registration" function and selecting "Book/Modify My Hotel”. You will need the last name and the reservation number of the hotel reservation to log in – this information can be found on your hotel confirmation e-mail. An automatic response will be sent to the e-mail address on file. Please keep this e-mail for your records. For additional assistance, please contact SAPPHIRE NOW and ASUG Annual Conference housing at sapandasug@tphousing.com.
All hotel cancellations must be received three days (72 hours) prior to arrival to receive a full refund of the deposit. Refunded credit card deposit will appear on your next credit card statement.
All hotel cancellations made within three days (72 hours) of arrival date will forfeit the deposit. Failure to check in to the hotel on the designated arrival date will also result in a forfeiture of the deposit and the remaining nights of the reservation will be cancelled. SAP and ASUG will not be responsible for any lost deposits.
| | | Is there a cancellation fee to cancel my registration? | | | A US$350 service charge applies to all registration cancellations submitted in writing and received on or before Friday, April 6, 2012 at 5:00 PM PDT. A registrant must provide the registration confirmation number and submit a written cancellation request either via e-mail to payments@sapandasug.com or faxed to +1 (413)653-9014. SAP and ASUG will not accept a cancellation request over the telephone.
SAP and ASUG will not issue refunds on cancellations received after Friday, April 6, 2012 at 5:00 PM PDT.
Conference no-shows are ineligible for a refund.
Is there a cancellation fee to cancel my Pre-Conference seminar?
Pre-Conference seminar cancellations received by Friday, May 4, 2012, will receive a refund, less a US$25.00 processing fee. Regrettably, no refunds will be given on cancellations received on or after Friday, May 4, 2012. Cancellations must be submitted in writing and e-mailed to registration@sapandasug.com.
Are there any group discounts available at SAPPHIRE NOW and ASUG Annual Conference?
Yes, SAPPHIRE NOW and ASUG Annual Conference will be offering a Buy 7, Get 8 group promotion. The Buy 7, Get 8 promotion is conveniently set up so you can take advantage of this from the public registration site. You just need to select this option when you register the first / “lead” registrant. Once that person is registered and paid – they will obtain access to a Buy 7, Get 8 invite console where they can extend (7) invitations to other colleagues that will be part of the group. The payment is collected as one bulk payment and attached to the lead registrant.
Buy 7, Get 8 package participants should NOT register independently. Instead each participant should wait to receive an invitation-to-register e-mail from the lead registrant. If a Buy 7, Get 8 package participant registers on their own, they will be required to cancel their own registration and pay the US$350 service charge before they can register under the Buy 7, Get 8 package.
Only paid registrations qualify for this promotion. This promotional offer cannot be used in conjunction with any other discounts or promotions. SAP employees are not eligible to participate and/or purchase registrations for this promotion.
What if a colleague has already registered and paid for an individual registration and now I would like them to be part of the group promotion?
If a Buy 7, Get 8 package participant registers on their own, they will be required to cancel their own registration and pay the US$350 service charge before they can register under the Buy 7, Get 8 package.
What if I purchase the Buy 7, Get 8 package and then don’t fill all eight spots, can I get a refund?
No, unused Buy 7, Get 8 registrations are forfeited and ineligible for a refund. No exceptions.
| | | I do not remember my login information. How can I get this information? | | | If you do not remember your login information, please use the "Access My Registration" function, enter your e-mail and click "Reset My Password". An e-mail will then be sent to you with instructions on how to reset your password.
| | | How can I reset my password? | | | You can reset your password by re-accessing your registration using the "Access My Registration" function, enter your e-mail and click "Reset My Password". An e-mail will then be sent to you with instructions on how to reset your password.
| | | What if I have not received my confirmation e-mail? | | | You can obtain your confirmation e-mail by re-accessing your registration using the "Access My Registration" function. Once you have accessed your registration you will be able to e-mail yourself a copy of your confirmation e-mail.
Please make sure you have the correct e-mail address included in your registration record and that the event e-mail account 'registration@sapandasug.com' is on your safe sender list.
| | | I am not a US resident. Do I need a visa to travel to Orlando, Florida, USA for the conference? | | | Many attendees who are non-US residents will require a visa to enter the United States. Please check with your local embassy to determine your personal travel requirements. All visa applicants are advised to apply for their visa as soon as possible as it may take up to or longer than three months to obtain a travel visa.
| | | How do I request a formal "Letter of Invitation" for the purpose of obtaining a visa? | | | SAPPHIRE NOW and ASUG Annual Conference requires that attendees have completed an on-line registration and paid in full for all registration fees prior to the issuing of a "Letter of Invitation". Once you are registered and confirmed for the event, please submit your request by e-mailing: registration@sapandasug.com.
Please have the following information readily available with your "Letter of Invitation" request: confirmation number, full name (as it appears on your passport), passport information (number, date of issue, place of issue, and expiration date), as well as your company name and address details.
- "Letters of Invitation" will only be issued to the registrant and only after the registration is paid in full.
- "Letters of Registration" are only issued in the name of the registrant and will be sent via e-mail as an Acrobat PDF file.
- "Letters of Invitation" are only good for the person stated on the letter and will not allow an additional person or guest entrance to the conference. All additional persons must register and pay the required fees.
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| HOTEL AND TRANSPORTATION (Back to the top) |
| | Are hotel accommodations included in the registration fee? | | | No, the registration fee only includes access to SAPPHIRE NOW and ASUG Annual Conference.
| | | Are there discounted room rates for attendees? | | | SAP and ASUG have negotiated special discounted hotel room rates at a variety of Orlando properties. To reserve a hotel reservation in an SAP and ASUG hotel block, you must be a registered attendee. After completing an on-line registration, attendees will have the opportunity to book housing.
Do you have a list of all the SAP and ASUG contracted hotels?
Yes, click here for a PDF download of this list.
Is there a map of the Orlando area that shows where the SAP and ASUG contracted hotels are in relation to the Orange County Convention Center?
Yes, to download a map of the SAP and ASUG contracted hotels, please click here.
| | | How do I book my hotel reservation? | | | You will be given an opportunity to book your hotel immediately after submitting your online registration. Once you have completed your registration, select the button “Book/Modify My Hotel” and you will be directed to the online reservation system for SAPPHIRE NOW and ASUG Annual Conference housing.
If you have already submitted an on-line registration, re-access your registration using the "Access My Registration" function and select “Book/Modify My Hotel.”
Can I book a hotel reservation before registering for SAPPHIRE NOW and ASUG Annual Conference?
In order to take advantage of the discounted hotel rates, you must be registered for SAPPHIRE NOW and ASUG Annual Conference.
I am an exhibitor interested in making arrangements for a hotel sub block. How do I make these arrangements?
Please contact the primary contact managing your company's presence at the event.
| | | What is the hotel reservation deadline? | | | SAP and ASUG hotel blocks fill up quickly so we strongly encourage you to reserve your hotel room early in order to be given the opportunity to book at the conference hotels. Discounted hotel rates, based on hotel availability, will be available until Tuesday, May 1, 2012 OR until the official conference hotel blocks are filled.
| | | Where are the hotels located in relation to the convention center? | | | The hotels are located in the near vicinity to the convention center, anywhere from across the street to six (6) miles away.
| | | My colleague was able to book at a specific hotel, but I did not have the same option when I tried to book my hotel reservation. | | | There are a number of hotel blocks for both SAPPHIRE NOW and ASUG Annual Conference. We have done our best to make the most options available to all attendees. It is possible that there is no longer availability at your colleague’s hotel, and therefore it would not be available for you to book in. It is also possible that your colleague has been directed to a specific rooming block due to their role in the conference. | | | | | I need to change the hotel dates I reserved. How should I make this update? | | | Changes to an existing hotel reservation can be made on-line by using the "Access My Registration" function and selecting "Book/Modify My Hotel”. You will need the last name and the reservation number of the hotel reservation to log in – this information can be found on your hotel confirmation e-mail. An automatic response will be sent to the e-mail address on file. Please keep this e-mail for your records.
After Tuesday, May 1, 2012, please contact your hotel directly for changes. For additional assistance or if you have any questions, please contact SAPPHIRE NOW and ASUG Annual Conference housing:
Email: sapandasug@tphousing.com
Phone: (877) 690-9212
Int'l phone: +1 (212) 532-1660
Hours of operation: 9:00 a.m. - 7:00 p.m. EST, Monday – Friday
| | | I need to cancel my hotel reservation. Who should I notify? | | | Cancellation of an existing reservation can be made by using the "Access My Registration" function and selecting "Book/Modify My Hotel”. You will need the last name and the reservation number of the hotel reservation to log in – this information can be found on your hotel confirmation e-mail. An automatic response will be sent to the e-mail address on file. Please keep this e-mail for your records. For additional assistance, please contact SAPPHIRE NOW and ASUG Annual Conference housing at sapandasug@tphousing.com.
Cancellation requests can also be made by contacting SAPPHIRE NOW and ASUG Annual Conference housing:
Email: sapandasug@tphousing.com
Phone: (877) 690-9212
Int'l phone: +1 (212) 532-1660
Hours of operation: 9:00 a.m. - 7:00 p.m. EST, Monday – Friday
All cancellations must be received three days (72 hours) prior to arrival to receive a full refund of the deposit. Refunded credit card deposits will appear on your next credit card statement.
All cancellations made within three days (72 hours) of arrival date will forfeit the deposit. Failure to check in to the hotel on the designated arrival date will also result in a forfeiture of the deposit and the remaining nights of the reservation will be cancelled. SAP and ASUG will not be responsible for any lost deposits.
| | | I lost my hotel reservation number. Where can I access this? | | | You can request to have this information e-mailed to you by contacting SAPPHIRE NOW and ASUG Annual Conference housing at - phone: + 1 (877) 690-9212; domestic - +1 (212) 532-1660; international 9:00 AM – 7:00 PM EST, Monday – Friday; or e-mail: sapandasug@tphousing.com.
As an SAP employee, how do I pay for a hotel room for a customer?
There are two (2) ways to pay for a customer’s hotel room for SAPPHIRE NOW. In both cases, the customer must first register for the conference and obtain the 6 digit confirmation code.
Option 1
• Customer completes conference registration and then books hotel reservation through the hotel booking site using their own credit card.
• Customer sends the hotel confirmation email to employee and employee contacts the SAPPHIRE NOW and ASUG Annual Conference Housing team at (877) 690-9212 to replace customer’s credit card with their own.
• A deposit of one night’s room and tax will be billed to the credit card on file shortly after April 25, 2012.
• Employee must also request from the Housing Team a credit card authorization form of the confirmed hotel and will need to complete and fax directly to the hotel for payment for the remaining nights (room, tax, and incidentals if necessary).
Option 2
• Customer completes conference registration but does not enter the hotel booking site and sends employee the 6 digit conference registration number.
• Employee contacts the SAPPHIRE NOW and ASUG Annual Conference Housing team at (877) 690-9212 to make a hotel reservation with their credit card.
• A deposit of one night’s room and tax will be billed to the credit card on file shortly after April 25, 2012.
• Employee must also request from the Housing Team a credit card authorization form of the confirmed hotel and will need to complete and fax directly to the hotel for payment for the remaining nights (room, tax, and incidentals if necessary).
Please note that the registration confirmation number will need to be provided to complete a hotel reservation.
If a credit card form is not properly filled out prior to the guests arrival, the guest will be responsible for the remaining room nights on the reservation. It is the responsibility of the employee to follow up with the hotel directly to ensure all procedures have been followed for their customer.
For the two (2) options above, the employee reconciles billing to their SAP Internal Cost Center to be charged post event.
| | | What is the nearest airport recommended for attendees to fly into? | | | The nearest airport is Orlando International Airport (MCO), 1 Airport Boulevard, Orlando. The airport is approximately 12 miles from the Orange County Convention Center.
| | | Will there be shuttle service to and from the airport? | | | Private Airport Transportation for SAPPHIRE® NOW and ASUG Annual Conference attendees is available for a discounted rate between the Orlando International Airport and the official conference hotels for arrivals on Sunday, May 13th and departures Thursday, May 17th. Please visit the following website for further information https://www.hello-usa.com/tickets/sap12/index.asp.
Complimentary Airport Shuttles will not be provided to and from the hotels for arrivals and departures. Please plan on using the discounted shuttle service, standard shuttle service or available taxis.
Will there we transportation offered between the hotels and the convention center?
Yes, shuttle service will be available to and from the designated SAP and ASUG hotels that are not located within walking distance of the Orange County Convention Center. Shuttle schedules are available here and updated schedules will be available on-site throughout the Orange County Convention Center and the hotels providing shuttle transfers.
| | | How long does it take to get to/from the airport? | | | The airport is approximately 12 miles from the Orange County Convention Center. Depending on traffic, this trip can take between 20-40 minutes.
| | | Will there be transportation offered between the hotels and the convention center? | | | Yes, shuttle service will be available to and from the designated SAP and ASUG hotels that are not located within walking distance of the Orange County Convention Center. Shuttle schedules will be available on-site throughout the Orange County Convention Center and the hotels providing shuttle transfers. | | |
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EXHIBITORS (Back to the top)
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| | Who is exhibiting at SAPPHIRE NOW and ASUG Annual Conference? | | | Please visit the conference Web site http://www.sapandasug.com/ to view a current listing of exhibitors.
| | | Who can I contact if I'm interested in exhibiting at SAPPHIRE NOW and ASUG Annual Conference? | | | If interested in exhibiting, please contact exhibitors@sapandasug.com. Eligibility to be an exhibitor in this program is limited to companies that have a current partnership agreement in good standing with SAP, have an SAP complementary certified product, or are in the process of partnership or complementary product certification. Companies that do not meet these criteria will require an explicit endorsement from SAP. All exhibitors must be in good credit standing with SAP and ASUG with no past due amounts. SAP and ASUG reserve the right to reject or cancel any application/agreement to exhibit.
| | | What are the show floor hours of SAPPHIRE NOW and ASUG Annual Conference? | | | The show floor hours will be published on the conference Web site once available.
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CONFERENCE EVENTS AND ADDITIONAL ACTIVITIES (Back to the top)
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| | Will there be a concert this year? | | | SAPPHIRE NOW and ASUG Annual Conference will have a concert on Wednesday, May 16. More information regarding the concert can be found here.
| | | Do you offer any activities for guests and spouses? | | | SAPPHIRE NOW and ASUG Annual Conference does not offer non-conference activities for guests and spouses, although there are numerous activities and attractions available throughout Orlando, Florida. For information on all that the Orlando area has to offer Visit Orlando.
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ONSITE LOGISTICS (Back to the top)
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| | What are the hours for on-site registration? | | | The on-site registration hours are available here.
| | | When will I receive my SAPPHIRE NOW and ASUG Annual Conference badge? | | | Conference credentials will be provided to you upon check-in onsite.
| | | Will wireless access be available at the convention center? | | | Yes, wireless Internet connectivity will be made available in the convention center. You must supply your own wireless equipment to reach this system.
| | | Can I bring children to the event? | | | Children (under the age of 21) are not permitted access to any part of SAPPHIRE NOW and ASUG Annual Conference. For evening events, attendees are required to be over the age of 21. All registrants need a badge in order to gain entry to the show-floor.
| | | What is the attire at SAPPHIRE NOW and ASUG Annual Conference? | | | The suggested dress code for the conference is business casual and evening events are casual. You can expect an average daytime high temperature of 87°F and a low of 65°F at this time of year. We do recommend a light sweater or jacket at the convention center as meeting rooms can be cold. Please keep in mind the Orange County Convention Center is a large meeting facility and comfortable walking shoes are recommended.
| | | Can I get into SAPPHIRE NOW and ASUG Annual Conference without a badge? | | | No, you are required to wear your badge at all times in order to gain access to SAPPHIRE NOW and ASUG Annual Conference. If you lose your conference badge you will be required to purchase a new registration at the on-site registration rate.
| | | Where can I obtain a meeting room for customer meetings during SAPPHIRE NOW and ASUG Annual Conference? | | | All space within the Orange County Convention Center has been dedicated for conference activities and is not available for rent. Please contact the local hotels for meeting space. A hotel listing is available for download here.
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