Select Page

2022 Annual Conference

 

The 2022 Annual Conference session will be held starting at 10:30 a.m. on Thursday, June 16 to noon on Saturday, June 18, in person, at the Hampton Convention Center based on John 4:24 (CEB):

“God is spirit, and it is necessary to worship God in spirit and truth.”

Livestream Recordings

Please note that the IT Department is still working on breaking apart video sections: creating chapters and breaking apart videos into shorter topic videos. Some links may contain lengthy segments of music and video as they are shown between sessions. One or two video links may not contain live footage of AC 2022. Final versions of each session will be made available as soon as possible.  Until then you can still access the recordings:

Final Business Session/Closing Worship, Saturday, June 18: https://vimeo.com/721634255

Service for the Ordering of Ministry, Friday, June 17  https://vimeo.com/721610826 (Time marker: 24:57)

Friday Business Session, Friday, June 17 https://vimeo.com/721268808 (Time marker: 00:00)

Service of Remembrance, Thursday, June 16 https://vimeo.com/721247440 (Time marker:21:21) Digital Memorial Booklet

Q&A on District Initiative, Thursday, June 16 https://vimeo.com/721056192 (Time marker: 00:00)

Laity Session- Thursday, June 16 https://vimeo.com/721056192 (Time marker: 1:28:29)

Opening Session-Thursday, June 16 https://vimeo.com/721056192 (Time marker: 4:58:11)

 

COVID protocol, traffic and parking, other information related to Annual Conference

June 7, 2022 —

COVID Protocol  

As a follow-up to previous communications, the Annual Conference Planning Team, in partnership with Bishop Lewis and the conference planner, has continued to monitor the COVID pandemic in planning for the in-person 240th session of the Virginia Annual Conference.  

The health and safety of all members and guests attending Annual Conference 2022 is of the utmost importance and all who are able to are encouraged to be fully vaccinated and boosted prior to coming to Annual Conference.  

If you are having symptoms or if there is a chance you have been exposed to someone who has tested positive or has shown symptoms of COVID in the last two weeks, you should take a COVID test prior to arriving at Annual Conference. If you test positive for COVID, please stay home. 

While at Annual Conference members and guests can expect a mask optional environment. Taking into account, differing attendees’ comfort levels, the floor of Annual Conference will allow for mask-required and mask-optional sections as well as greater room for increased social distancing. Areas will be clearly marked when attendees enter the main hall. Detailed information will be provided at registration, including a floor diagram.  

Temperature screening will be available at the Hampton Roads Convention Center  (HRCC) entrances and at the nurse’s station. Nurses and EMTs will be on-site for the entirety of the Annual Conference session. 

Traffic and Parking at Annual Conference 2022  

Traffic will impact travel throughout the weekend around the Hampton Roads Convention Center (HRCC) due to the annual conference session as well as various graduations being held at the Hampton Coliseum. Attendees should take this factor into account as they seek to leave for meal times and arrive back to the Convention Center. 

Annual Conference traffic will be directed down Pine Chapel Road to parking. Members will enter the Convention Center through the Hall C Entrance of the Hampton Roads Convention Center (HRCC).  

A Hampton Shuttle Bus will provide additional parking lot service to the Convention Center on Thursday and Friday from 7:30 a.m.-10 p.m. and on Saturday 7:30 a.m.–1 p.m. 

Police and Parking Attendants will direct our attendees to the appropriate parking lots as well as to accessible/handicapped designated parking areas. They will also assist in helping flag golf carts for shuttling (see more about golf carts in the parking lot below). 

Volunteers will be available to direct attendees and answer questions as to which entrance to use, where registration is located, etc.  

Food options 

There are many local restaurants in the area as well as lunch and dinner buffets available in the Embassy Suites on Thursday and Friday. The Concession in the back of the display area Hall A will also be open from 8 a.m. to 4 p.m. Food trucks will also be available at Annual Conference this year. They will be located in the parking lot immediately outside the Convention Center Main Lobby entrance. 

Click here to view a list of restaurants.

 Car Placard, Golf Carts in Parking Lot  

Parking is available at the Hampton Roads Convention Center (HRCC). In order to facilitate traffic in the Convention Center/Coliseum area, fluorescent-colored placards will be available at hotel registration when you check in, as well as at conference registration, and at the visitors’ bureau information desk.   

Please obtain a placard and display it in your car’s windshield to help the traffic attendants know where to direct you. The placard is not a parking pass to give you preferred parking, just a means to assist with traffic flow.  

Golf carts will be circling the parking lots to assist those who need a ride from their car to the door of the Convention Center. They are available for shuttling both on arrival and departure; Thursday and Friday from 8 a.m.-5:30 p.m., and 7-9 p.m., and on Saturday from 8 a.m.–12:30 p.m.   

To find more information related to the 2022 Annual Conference, please visit https://vaumc.org/ac2022/.  

Questions may be directed to the Rev. Dr. Steve Summers, Assistant to the Bishop and Conference Director of Connectional Ministries, at SteveSummers@vaumc.org.  

 

Book of Reports

The Book of Reports is now available digitally.
Click here for an introductory letter by the Rev. Dr. Steven Summers.
Click here for the Book of Reports. The hard copies of the Book of Reports were mailed on Wednesday, May 18, to the people who requested one.
Click here for the Agenda.

Making a motion at conference

If you are making a motion, please email it to motion@vaumc.org or use a motion form available at the Conference Secretary’s desk on the front stage. First and foremost, it either must be germane to the report that has been presented or there must not be any other business “on the floor” being considered at that time. After being recognized by the Bishop, go to the microphone, state your identifying information, and state I move to… (state your motion) and then say, “If I have a second, I would like to speak to this.” You wait then for a second and for the Bishop to acknowledge the second, and only then may you proceed with your two minutes of speech as to why this motion is a good idea. Once it has been given to the Bishop, and the Bishop has re-read your motion and opens the floor for debate, the motion is no longer yours, but it is owned by the Annual Conference. This means the term “friendly amendment,” while often used, cannot immediately be accepted by the maker of the motion. Any proposed amendment must be considered by the full body of the Annual Conference.

Five Best Practices for Speaking from the Floor at Conference

Click here to learn basic aspects of how to speak on the “floor” of the Annual Conference.

Registration

The conference will no longer mail name badges and registration cards to clergy and lay members. Members will pick up name badges upon arrival at conference. A barcode on each badge will be scanned to register attendance.
A troubleshooting desk will be available for last-minute changes.
Forms to bring to conference for last-minute changes: Local church member form (pdf)  District member form (pdf)

Registration Hours
Wednesday, June 15: 4 p.m. to 8 p.m.,
Thursday, June 16: 8 a.m. to 5 p.m.
Friday, June 17: 8 a.m. to noon

Covid protocol, traffic and parking, and other information related to annual conference

Find the latest information on COVID protocols, parking, and other important information HERE.

Hotel Reservations

Hotel Reservations for Annual Conference will be made again this year with an online reservation system.  Reservations opened at 8 a.m. Wednesday, February 23.  Annual Conference members received an email with the link to book their rooms on February 21; it is also available here.

For your planning purposes, the conference will begin with the Clergy and Laity Session at 9 a.m. with an informational District Initiative meeting and 10:30 a.m. Clergy and Laity Session will begin on Thursday, June 16, and end at noon on Saturday, June 18.

Should you have any questions or concerns regarding your reservation, please contact the Conference Housing Team at achousing@vaumc.org, 9 am to 4:30 pm Monday through Friday

Virtual Promo Packet

To be good stewards of the environment and the financial resources of the conference, the annual conference “promo packets” will ​continue to be virtual. Electronic copies will be accepted for inclusion in the Virtual Promo Packet, which will be posted on the conference website. The Virtual Packet will be available for viewing on the website beginning June 1. Information for the Virtual Promo Packet needs to be submitted in pdf, PowerPoint, or video format to the Office of Connectional Ministries (BevMyers@vaumc.org) for approval by Friday, May 20. View Virtual Promo Packet

Displays

Only officially recognized boards, agencies, caucus groups, United Methodist-related institutions of the Virginia Conference, and agencies that currently receive funds from Virginia Annual Conference benevolence and grants are allowed to display at annual conference sessions. The purpose of a display is to promote and communicate the ministry responsibility of the organization. The purpose of displays, in general, is to communicate those ministries which the Virginia Conference, as a whole, supports.
Click here to download the complete guidelines (pdf).
Click here to request display space. The deadline for requests is Monday, May 16
Questions may be directed to the Rev. Eric Vaudt at EricVaudt@vaumc.org, (757) 759-7484.

Banquets

Banquet requests are no longer being accepted. If you have questions, please contact Rev. Michael Reaves at 757-653-8537 or email MichaelReaves@vaumc.org
BANQUET LIST (Updated 6/14/22)

Clergy Pictures

Re:Member Church Directories will be set up in the display area to take clergy pictures. It’s been several years since this has been done so all clergy are encouraged to take the time to have a picture taken. New clergy are especially encouraged to have this done. Pictures will be taken on Wednesday, June 15, 4-7:30 p.m., Thursday, June 16, 8 a.m.-5:15 p.m., and Friday, June 17, 8 a.m.-5:15 p.m.

Clergy: Report Absence

A reminder to clergy that according to ¶602.8[1] of the Discipline, any active clergy member of the Annual Conference who will not be attending will need to send your conference secretary (not the bishop) a letter with a reason as to your absence from Annual Conference. Please email Conference Secretary Joshua King at JoshuaKing@vaumc.org or if you are giving a written letter, please address it to: Rev. Joshua King, P.O. Box 487, Purcellville, VA 20134.

Invitation to Join Holy Rollers

Every year, the bishop of the Virginia Annual Conference makes an appeal for United Methodists in Virginia to give money to underwrite vital ministries around the world. The Holy Rollers, a group of laypeople and clergy, pedal bicycles for two-and-a-half days to encourage folks to contribute money for the offering. Click here for details to join the group on the ride or lend support.

Per Diem

By conference action, retirees, persons receiving their first appointment, and selected others are authorized to receive reimbursement for expenses to attend Annual Conference. This reimbursement is not to exceed $170 per night ($340 maximum reimbursement, receipts required,) and is subject to the limitations of conference approved rates. Vouchers are available at the link below and at the Pensions display in the Special Events Center. They need to be submitted to the Conference Treasurer’s Office with appropriate receipts. The Conference Treasurer encourages all reimbursements to be made by direct deposit. Instructions are attached to the vouchers to make provisions for direct deposit. Vouchers will not be accepted after July 31. Click here to see a breakdown of conference-provided per diem from the Standing Rules (pdf).
Click here to download per diem and ETF voucher (pdf)

Mission Opportunities

The mission opportunities during annual conference have been a highlight of the connectional system as 1,300 churches, their clergy, and annual conference members gathered, served, and shared our gifts with the world. In the coming 2022 annual conference, the Serving office is excited to announce three opportunities for us to come and serve this world together united as one. “United as One in Worship” is the overarching theme of the 2022 annual conference session. We believe that serving is another expression of our worship and we would like to provide the following opportunities for our churches to serve together:

  • “Being together”A 5K run/walk for members of the Annual Conference to remember the importance of well-being and health in ministry. A virtual platform will be offered for churches to hold a local 5K run/walk, allowing individuals to join in this effort to be together. All proceeds of this race will be contributed to the annual conference offering #nurturingtogether
    Registration for VAUMC 5K Run/Walk is open. Go to www.vaumc.org/beingtogether or find the race at https://runsignup.com/Race/VA/Hampton/VAUMC5Krunwalk. All are invited to run and walk together. There is a virtual option for anyone who might not be attending conference in Hampton.
  • “Nurturing together” The annual conference offering will benefit both local and international mission projects to nurture leadership. This annual conference offering will directly sponsor the D.Min Program at Wesley Theological Seminary whose graduates serve to nurture soldiers all over the world. Also, Partnerships of Hope will continue to be the recipient of this annual conference offering. Most of the Partnerships of Hope projects focus on leadership development and their countries.
  • “Collecting together” The annual conference Kits and Cans collection will continue to collect United Methodist Committee on Relief (UMCOR) kits and food. Each district will host a district collection event one to two weeks before the annual conference. All UMCOR kits will be collected and sent to mission central, UMCOR Supply Depot and any collected food for any district-specific items will be distributed among the local ministry organizations.
    We are thankful for this opportunity of serving together and we pray that the churches will continue their support by encouraging the local churches to be part of this effort. For more information, visit www.vaumc.org/acmission. Contact us at serving@vaumc.org for any other questions.

Restaurant Listing

Click here to download a list of area restaurants (pdf)

Food Trucks

Click here to download a list of Food Trucks and times they will be at the Convention Center (pdf)
Click here to view Food Truck menus (pdf)

 

FAQs

FREQUENTLY ASKED QUESTIONS

As the conference, districts, churches and members continue to adapt during the COVID pandemic, you may have questions related to the in-person Annual Conference meeting from June 16-18, 2022. Here are some Frequently Asked Questions to help conference members make appropriate plans and to know what to expect.
This document will be updated frequently to reflect current realities and the latest information.
Email questions to the Rev. Dr. Steve Summers, Assistant to the Bishop and Director of Connectional Ministries, at SteveSummers@vaumc.org.

How will the Annual Conference meeting in June be in-person?

Bishop Lewis, alongside the Annual Conference Planning Team, has and continues to monitor the spread and surge of COVID across the Commonwealth. Safety for all Annual Conference members and guests remains one of the primary considerations for this event and within the conference as a whole.

At this time, there are positive signs the Omicron surge has reached its peak as well as signs that the pandemic is entering into a stage that is more manageable. Some powerful tools to fight against this pandemic such as vaccines, high quality masks, and personal hygiene practices are also now available to us as opposed to our status in Virginia last year and in 2020.

Currently there are also safety protocols in place at the Hampton Roads Convention Center.

This decision is subject to change should the AC Planning Team and Bishop Lewis deem it necessary due to COVID.

What protocols are in place at the Hampton Roads Convention Center?

The Planning Team and conference leadership have continued to monitor the COVID pandemic: positivity rate, hospitalizations, surges, and new variants.
Of the utmost importance is the health and safety of all members and guests attending conference. The Planning Team remains confident the meeting can proceed forward in-person, but plans for pivoting to a virtual Annual Conference, should it be deemed necessary, are in place.

As a follow-up to previous communications, the Annual Conference Planning Team, in partnership with Bishop Lewis and the conference planner, has continued to monitor the COVID pandemic in planning for the in-person 240th session of the Virginia Annual Conference. 

The health and safety of all members and guests attending Annual Conference 2022 is of the utmost importance and all who are able to are encouraged to be fully vaccinated and boosted prior to coming to Annual Conference. 

If you are having symptoms or if there is a chance you have been exposed to someone who has tested positive or has shown symptoms of COVID in the last two weeks, you should take a COVID test prior to arriving at Annual Conference. If you test positive for COVID, please stay home.

While at Annual Conference members and guests can expect a mask optional environment. Taking into account, differing attendees’ comfort levels, the floor of Annual Conference will allow for mask-required and mask-optional sections as well as greater room for increased social distancing. Areas will be clearly marked when attendees enter the main hall. Detailed information will be provided at registration, including a floor diagram. 

Temperature screening will be available at the Hampton Roads Convention Center  (HRCC) entrances and at the nurse’s station. Nurses and EMTs will be on-site for the entirety of the Annual Conference session.

Cleaning & Disinfecting Practices at the Convention Center

All high touch areas have been placed on visible continual cleaning and disinfecting routine during event hours and post event. Hospital Grade Sanitization Wipes are regularly used to be less intrusive during event hours. Electrostatic disinfectant sprayers are used to disinfect larger spaces more effectively. Through the partnership of VenueShield, the HRCC is shifting products to Clorox T360 for this higher quality of disinfectant in sprayers. 

Hand Sanitizers have been installed at each entrance area, elevator landings, eating areas, ATM’s and adjacent to restroom locations. Portables stands are strategically placed during events. Touch-free dispensers will be used wherever possible and routine checked to ensure they are filled.

Restrooms are regularly monitored and disinfected as well as sanitized during events. The use of touch free urinals, toilet fixtures and sink faucets. This touch free design aims to reduce cross contamination and encourage better hygiene.

Additional signage has been placed throughout the venue to promote hygiene and reminders are added as CDC/Local direction suggests.

The HRCC is focused on using products on the Environmental Protection Agency (EPA) approved list for use against COVID-19. Workers have been trained on proper PPE/Manufacture directions/OSHA requirements for safe use.

Equipment Modifications
  • Water Fountain stations have been recently converted to add a sensor based bottle-filling station.
  • HVAC Systems
    •  Frequent Air Filter Replacement is scheduled with upgraded filter in all areas of the Center.
    •  Bio-ionizing UV Technology has been installed in all units to assist with air purification
  • Elevator/Escalators
    • New Technology for cart air purification and self-cleaning button protectors are installed inside the cart.
    • Escalators have been modified to have a UV sterilizer handrail making it clean and safe for riders.
I don’t feel safe attending this gathering in June. If the event proceeds as scheduled in-person, how can I participate?

The Virginia Annual Conference will be working in partnership with the Hampton Roads Convention Center (HRCC) on COVID policy procedure for the June event. Learn more about this in the question above. 

 The Annual Conference will not logistically be able to facilitate a hybrid model of the annual conference session. Therefore, it will be either all in-person or an all virtual event.  

In either case, the Annual Conference session will be livestreamed for viewing purposes for the general public and non-voting members of Annual Conference.

Will childcare be provided at Annual Conference this year?

No, childcare will not be provided at Annual Conference. However, there will be a designated Parents Room and Nursing Room available to parents and guardians on-site

If the annual meeting shifts to a virtual format, how will housing arrangement costs be reimbursed to conference members?

Housing for Annual Conference members opened on February 23. Conference rates are guaranteed through May 15. Should Annual Conference move to a virtual format, all registrations will be canceled automatically.  Credit cards will not be charged until check-in, so no refunds will be needed. 

Translate »