Midsouth Women's Herbal Collective

HOW DO I REGISTER?

To register, visit our registration page at www.midsouthwomensherbalconference.com/registration 

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HOW DO I PAY MY BALANCE?

We sent an email in February and a personalized reminder on 3/23/23 with instructions for paying your balance if you registered for the 2023 Fall Conference with a deposit. We sent a final reminder on 4/1/2023 as well. Registrations that had pending balances after 11:59pm CST on April 1, 2023 were cancelled; deposits were non-refundable and non-transferrable (these details were covered in the refund policy as well as highlighted on the order page).

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WHAT IS THE CONFERENCE LIKE?

To view photos of past conferences to get a feel for what to expect, visit our PHOTOs page.

 

WHAT DOES REGISTRATION INCLUDE?

• Standard conference registration includes Friday and Saturday camping or lodging and all activities that start after 3pm on Friday through the end of the conference Sunday at 12pm. Standard registration does not include meals, however, meal plans are strongly encouraged and are offered at an affordable $65 each.

• Registration for the Thursday Arrival Immersion Program includes Thursday night lodging, Thursday evening's ceremony and Friday morning's workshop. The early arrival program does include meals (Thursday Dinner through Friday Lunch), as it is intended to be a full retreat experience.

 

CHILDREN & YOUTH

• For 2023, we will be at a smaller venue than at some of our past conferences. For this reason, we are limiting attendance to adult women only. We will allow teens ages 16-18 to attend with an accompanying adult (such as a mother, aunt, or grandmother), and teens will need to fully register as paying participants.

• Mothers may bring breastfeeding infants at no additional cost, however they must choose either camping or private cabin lodging.

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TEACHING & VENDING

• We are no longer accepting workshop proposals for 2023.

• We are no longer accepting vendor applications for 2023.

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PETS

The venue has a very strict policy regarding pets as does our event insurance policy. While we love our furry friends, you cannot bring any pets or animals to the conference. Anyone possessing an animal or pet will be required to leave; pets cannot be kept in your car and will not be allowed anywhere on the property.

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MEAL PLAN

Weekend meal plans offer 5 meals, starting with Friday dinner and ending with Sunday breakfast. 

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MENU

The full menu will be available 2 weeks before the conference. Past menus have included dinners and lunches such as Loaded Sweet Potatoes, 5 Bean Vegan Chili, Lentil Dahl with Rice, Shepherd's Pie, Black Bean Burgers, Harvest Ratatouille over GF Pasta, and Jackfruit Nachos. Breakfasts have featured organic oatmeal, frittatas, banana boats, and yogurt parfaits. This list is provided only to give you an idea of the type of food we serve. It is not intended to represent the 2023 menu.

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LODGING OPTIONS

Cabins have bunk beds and participants must bring their own linens. We only use bottom bunks for those choosing cabins. In the event of inclement weather, we reserve the right to allow tent campers to sleep on the top bunks. Three options are available for lodging during registration:

• Camping in Moonlight Meadow

• Shared Rustic Cabin (bottom bunks)

• Private Rustic Cabin

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CAMPING

Those choosing camping may tent camp in Moonlight Meadow or sleep in their car or van. RVs and campers are NOT permitted because there is not enough space in our parking area. Vehicles are not allowed in Moonlight Meadow but parking is close by. We recommend bringing a small wagon or sturdy tote for carrying your supplies to your site.

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DAY PASSES

If you do not want to stay onsite or join us for meals, you can register as a commuter. These are extremely limited and will likely sell out quickly. 

 

VOUNTEERS

We have 10 partial work-exchange opportunities available for 2023. This opportunities include a $100 discount in exchange for 6 hours of service. Tasks include parking attendant, registration desk assistance, and dining hall server. Volunteers must be flexible and willing to serve where needed. Email us to apply. 

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SCHOLARSHIPS

Our ability to offer scholarships is determined by sponsors and donors. Please contact us via email for more information.

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DO I NEED TO SIGN UP FOR WORKSHOPS?

Workshops are open seating and you do not need to sign up for them individually. Immersions and Intensives do require separate registrations and have an additional cost.

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SCHEDULE

The full schedule including workshop titles and presenters will be available in Summer 2023. Here are the basics:

• Thursday Early Arrival check-in is from 3pm - 7pm

• Standard Friday check-in is from 1pm - 7pm

• Sunday departure is by 12pm 

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WHAT SHOULD I BRING?

A detailed list of what to bring will be provided to you at least 2 weeks before the conference. The most important items include linens for sleeping, a mug/thermos for tea, a notebook for classes, and comfortable shoes.​

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ACCESSIBILITY

Camp Woodmont is not fully handicap accessible. Most pathways are gravel, not paved, and there are steps in various places including the dining hall. We will do everything we can to assist those with mobility issues or physical challenges, however we must work within the limitations of our venue. If you have specific questions, we are happy to talk with you before you register.

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PARKING & DIRECTIONS

Parking is on grassy and dirt surfaces. In the case of rain, areas can get muddy. You will be directed to a parking spot upon arrival. Directions will be provided via email before the event.

 

CANCELLATIONS

If the 2023 conference cannot be held in person due to unforeseen circumstances, an emergency, or a public health crisis, we will shift to a virtual conference if at all possible. Registrants will automatically be registered for the virtual version of the conference and they will receive a 50% refund of 2023 registration fees. Meal plans will be fully refunded. Please know that this policy only exists in case of extreme circumstances. As a grassroots community-based conference, if an emergency cancellation occurs we will need everyone's understanding and cooperation. 

 

REFUNDS

• Our 2023 conference has a no-refund policy. Refunds will not be available unless the event is fully cancelled by the host. See the above cancellation policy for additional details.

• If the 2023 conference is fully cancelled due to unforeseen circumstances, an emergency, or a public health crisis, we will refund 100% of your registration fees minus the merchant fees charged to us by the online payment processing company we use. We typically use PayPal, however reserve the right to change to a different merchant at any time. These merchant fees are about 5% of your order total. Because PayPal will not refund these fees, we cannot give these funds back to you. If you would like to pay by check to avoid this possibility, contact us. 

• As noted above, if an in-person event cannot be held, our first plan of action will be to shift to a virtual conference. In the event that this happens, full refunds will not be provided. See the cancellation policy above for specific details.

 

DEPOSIT PROGRAM

• From January 1-31, you can register for the conference with a 50% deposit.

• Full balance payments are due April 1, 2023.

• To register with a deposit, register through the conference registration website and select "pay deposit" during the registration process.

• Deposits apply to weekend registration, lodging (except for private cabins), meal plans, and Thursday Early Arrival.

• Selecting and paying a deposit on meal plans and/or Thursday's Early Arrival commit you to paying the balance. To be clear, failure to pay the balance of your meal plan or Thursday Arrival registration (if applicable) will result in a forfeiture of your entire deposit and conference registration.

• Private Cabins: Due to the exceptionally small number of private cabins we have to offer, we require full payment during registration for those choosing private lodging. Those selecting a private cabin will still have the option to apply a deposit to meal plans and Thursday Arrival.

•  You will be emailed an invoice with your amount due. Please check your Spam and Promotions folders and email us if you do not receive/see an invoice by March 1. We cannot be held responsible for emails that end up in junk or alternative folders.

• Balance payments can be made by check or online. Online payments will incur a $15 processing fee due to the increasing online transaction fees.

• Multiple payments towards your balance cannot be made online, however you can send multiple check payments to go towards your balance as long as the full amount is received by us by April 1, 2023.

• If you are unable to pay your full balance by the due date, you will forfeit your entire deposit. All deposits are non-refundable and non-transferable. To be able to offer a deposit, we cannot make exceptions for any reason.

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MORE INFORMATION

If you have questions or need assistance please email us at midsouthwomensherbalconference@gmail.com.

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