Frequently Asked Questions
In order to better serve you, the Willow Creek Customer Service Center has highlighted the 34 most frequently asked questions about WCA conferences and events. To find an answer to your concern, simply click on one of the links below to see its answer.
Conference Schedule
A detailed schedule of events will be provided with your confirmation letter, along with travel and hotel information. An overview of the schedule for each conference is available on the individual conference web sites, located under Find Conferences.
Breakout Session information is typically posted online four to five months before an event. If information on Breakout selection cannot be located, or you are unable to select your Breakouts online, call the WCA Customer Service Center at 800-570-9812.
Guests should register for Breakout Sessions as soon as possible since availability may be limited in specific breakouts and can quickly fill to capacity. Each conference has a registration deadline for Breakout Sessions that is typically 3 weeks before the event. If breakouts are not chosen by this cutoff, guests are automatically assigned to that event's Featured Default Breakouts, which may be changed at Ticket Exchange during the conference, pending availability.
Pending availability, Breakout Session selection may be altered up to 3 weeks before an event by contacting the WCA Customer Service Center at 800-570-9812 or by going online at www.willowcreek.com. After the cutoff date, guests are automatically assigned to Featured Default Breakouts. Once you arrive at the conference, Breakout Sessions can be changed at Ticket Exchange, pending availability.
Unfortunately, a waiting list for Breakout Session selection is not available at this time.
Registration
Under Find Conferences at www.willowcreek.com, select the conference for which you would like to register. Then click the Register Today link in the navigation bar at the right of the web page. Select the Church Type that best represents your church and continue to follow the onscreen directions for submitting an online registration. To register online, you must have a credit card ready. We accept Visa, Master Card, and Discover. Please be sure to fill out all online forms completely.
Please be sure that the name of your church is typed exactly as it is entered in our system. (Example: Willow Creek Community Church vs. Willow Creek Church.) Names must be entered completely with the first letter of each word capitalized. If you still have problems, please contact the Customer Service Center at 800-570-9812.
Willow Creek does not provide the option to share registrations between two or more individuals.
There are no reduced fees for partial attendance, so we encourage our guests to participate each day of an event.
Typically, confirmations are sent before the cancellation deadline, 60 days prior to the conference.
Each conference fills up at different rates. To determine how many seats are available for an event, please contact the WCA Customer Service Center at 800-570-9812.
Groups
To qualify for the current Group Rate, all registrations must be submitted together. If the number of registrations does not meet the criteria for an event's Group Rate, each person will be charged at the Individual Rate. However, once the number of registrations from your church qualifies for the Group Rate, any additional attendees will be charged at the current Group Rate.
Willow Creek allows groups to record Empty Registrations and then submit names of those who will be attending up to 2 weeks prior to the conference. After that time, or if your group has had a last minute modification, a registrant's name can also be changed at Registration Solutions during conference check-in.
A registrant's name can be submitted up to 2 weeks prior to the conference. After that time, or if your group has had a last minute modification, a registrant's name can also be changed at Registration Solutions during conference check-in.
Empty Registrations must be submitted by mail, fax, or by contacting the WCA Customer Service Center at 800-570-9812.
While open rooms are not always available during conference weeks, we will do our best to accommodate your request. Please submit your specific request to the WCA Customer Service Center at 800-570-9812 with the following information: church name, contact name, contact phone number and e-mail address, meeting date, meeting start and end time, number of guests, and whether you have food service needs. Your request will be forwarded to the Conference Event Manager, who will then contact you with details.
Cancellation / Transfer
Our policy allows cancellation of a registration no later than 60 days before a conference and allows a transfer of a registration to another conference no later than 30 days before the conference. When a registration is made for any of our conferences, the Willow Creek Association begins to prepare a spot for our guest - conference materials are printed, food ordered, etc. The $45 fee per registration charged to cancel or transfer helps to offset the preparation that has already been done. Transferred registrations are good for one year from the date of the original conference.
If you know in advance that you will be coming in someone's place, please call the WCA Customer Service Center at 800-570-9812 and our staff will be happy to adjust the registration. If it is a last minute change, simply check in the day of the conference by picking up the original registrant's materials. Then, go to Registration Solutions and the staff will correct the information in the system and prepare you a new nametag.
Pricing
Meals - For conferences held at the Willow Creek campus, lunch is included in the cost of registration on the first two, full days of an event. Guests arriving early on event day can also purchase breakfast at Harvest, our on-site food court, as well as enjoy a full-service Coffee Bar. For conferences held off-site, meal provisions vary depending on the host location; complete information is provided in your event confirmation letter. Lodging - The registration price does not include housing. Please see our Travel Information section for a list of nearby hotels. Details will also be provided in your event confirmation letter.
Travel
Both high school and college students are eligible for the Student Rate. The Faculty Rate applies to those individuals on staff at a college or university.
Travel Information is available online and will also be included in your event confirmation letter.
O'Hare International Airport is 26 miles from the Willow Creek South Barrington campus. Midway Airport is 50 miles from the Willow Creek South Barrington campus.
The Willow Creek Association does not provide transportation. Please see the Travel Information section for rental car information, or contact your hotel to see if a shuttle service is available.
There are no hotels within walking distance of Willow. Check the Travel Information section for rental car information, or contact your hotel to see if a shuttle service is available.
Weather in the Chicago area depends on the time of year when a conference is being held. Current weather conditions and forecasts for our South Barrington campus can be viewed at www.weather.com.
Check in
For the majority of our conferences, early check-in is not available. Your confirmation letter will detail when and where check-in is being completed.
A registration number is not necessary for check-in. However, your confirmation letter might be helpful.
For conferences held on the Willow Creek campus, conference materials will be waiting for you on the first day of the conference at Guest Check-In, located in the Blue Sky Rooms, lower level Building D, and will be arranged under your last name. For conferences held off-site, check-in instructions will be provided in your event confirmation letter.
Facilities
Harvest, our on-site food court, will be open for breakfast and lunch each day of the conference. Hours will be noted in your conference materials. Food service will also be available Wednesday before and after New Community, our midweek worship service. Please check the schedule of your conference; lunches and breaks are provided on the full days of most events. Seeds Bookstore will be open through out the day during the conference. Hours vary depending on the event and will be noted in your conference materials.
Scheduled tours are available during conferences. Times of departure will be posted near the Conference Information Center in the Atrium.
Miscellaneous
While families are very important to us, WCA conferences are adult training events so children and infants, including nursing infants, are not permitted in any of the sessions. Childcare is not available, and we cannot guarantee a separate room for parents to stay with their children.
Reserved seating is not available at any of our conferences.
Conference attire is casual.
No, we currently do not provide sign language translation for WCA conferences. However, if you have a disability and require special assistance, please let us know by checking the corresponding response on the conference registration form. A WCA conference assistance will contact you to discuss your specific needs.
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