Annual CIVSA Conference

Join us in Charlotte for professional development, learning, networking opportunities, and more. For an idea of what the Annual Conference will include, you can view the 2025 Annual Conference Tentative Schedule. Session descriptions and a downloadable program book will be shared closer to the event.

The Annual Conference includes multiple educational opportunities, including peer led educational sessions, networking opportunities, hot topics discussions and more. Check back later for details about the speakers and other educational opportunities.

CALL FOR PROPOSALS

We are looking forward to welcoming you to Charlotte next summer!  One of the best things about CIVSA is that we get to learn from one another, so we encourage you to submit an educational session proposal. Can’t decide on just one topic to present? Feel free to submit multiple proposals. Want to partner with another attendee on a submission? We encourage it! We don’t want you to miss this rewarding opportunity to share your creative ideas and expertise with conference attendees. The process to submit an educational proposal is simple and can be followed with each submission:

1. Review the educational session proposal deadlines
2. Select an educational track
3. Decide on a session format and coordinate presenters
4. Share your vision and outline content for your presentation in your proposal

Any attendee is eligible to submit session proposals. Presenters can be from the same institution or different institutions.

Timeline for Proposal Submissions

1. Submit a session proposal
   • Optional Early Review Deadline: December 4, 2024
   • Final Submission Deadline: January 10, 2025
2. Notification of proposal acceptance
   • Decision Notification: February 11, 2025
3. Your proposal status notification will be in one of three conditions:
   • Proposal accepted
   • Proposal conditionally accepted – acceptance based on willingness to co-present or be part of a panel that is the same or similar subject matter
   • Proposal not accepted
4. Institutions must register and pay the Annual Conference registration fee by Monday, March 3, 2025 to confirm participation. Presenters are paid neither honoraria nor will any expenses be covered.

Check back soon for information about the speakers at this year’s conference.

Enhance your conference experience by registering for a pre or post campus visit at nearby institutions! There is a $25 fee associated with these tours, and space is limited.

Pre-Conference: Founded in 1946, UNC Charlotte, North Carolina’s urban research university, sits on a 1,000 acre campus just 9 miles from uptown Charlotte. UNC Charlotte is a diverse and inclusive institution with over 30,000 students enrolled in undergraduate, graduate and doctoral programs within eight colleges. The University matches world-class research with outstanding academics, innovative support services and access to deep community connections all in the 15th-largest city in the U.S. for its growing student body.

Participants of this tour will learn about the visit programs at UNC Charlotte and experience a typical campus tour. The 75-minute walking tour will begin in South Village at the Gage Undergraduate Admissions Center and end in North Village at the CATS Light Rail station on campus.

Pre-Conference: Established in 1857, Queens University of Charlotte is located in one of the nation’s fastest-growing cities. As Charlotte’s leading private university, Queens aims to provide transformative educational experiences that prepare individuals for purposeful and fulfilling lives. With an average class size of 15 students, we ensure that all Royals have access to personalized mentorship and direct engagement with expert faculty.

During your visit, you’ll hear about our key admissions events and how we creatively utilize our space in the Queen City. You’ll also get a glimpse into how our student ambassadors use the power of storytelling to shape the experience of visiting Queens and create meaningful connections with prospective students. The visit includes a guided campus tour where you’ll witness the beauty and vibrant energy of our Charlotte, NC campus firsthand.

Post-Conference: Established in 1837 by Presbyterians of North Carolina, Davidson College is grounded in the Honor Code and our tight-knit liberal arts community. We are driven by our statement of purpose: to assist our 2,000 undergraduates in developing humane instincts and disciplined and creative minds for lives of leadership and service. Ranked among America’s most selective colleges, Davidson is one of about two dozen colleges and universities in the country that will admit you without looking at what you can pay, covers the bills beyond your family’s calculated contribution, and does so without putting loans in your financial aid package. Small classes (9:1 student to faculty ratio) enable our renowned faculty to collaborate with students, engaging them directly in original research and creative work across the arts, sciences, social sciences and humanities, community-based learning, and education away. We strive to sustain a culture of belonging for staff, faculty, and students from diverse cultures, ethnicities, races, religions, sexual orientations, gender identities, ages, national origins, socio-economic backgrounds, and abilities. Davidson offers 74+ majors, minors, and programs. 95% of our students live on campus all four years, and 25% of our students participate in NCAA Division I Sports. Davidson students get the best of all worlds—a vibrant campus community that’s located approximately 20 minutes north of Charlotte and endless opportunities for civic engagement and outdoor adventures.

Join us on campus for an introduction to academic opportunities, student life, and the admission and financial aid process. The on campus visit program consists of a 45-minute information session, followed by a 60-minute campus tour.

Charlotte is one of the 25 largest cities in the U.S. and the largest city in North Carolina. Nicknamed the Queen City, Charlotte consistently ranks as one of the top growing cities and is home to more than 10 Fortune 1000 companies, including household names such as Bank of America, Lowe’s and Duke Energy. Charlotte is also home to the NFL’s Carolina Panthers, the NBA’s Charlotte Hornets, MLS’ Charlotte FC, the NASCAR Hall of Fame and the U.S. National Whitewater Center.

Hotel & Travel
Our conference hotel is the Westin Charlotte, located at 601 South College Street, Charlotte, North Carolina. Rooms will be $199+ tax per night for single or double occupancy. A reservation link will be included in conference registration confirmation emails. The last day to book a room in the CIVSA block is May 2, 2025 (though our block is likely to fill earlier than that). 

Relax and refresh your mind, body and spirit at the Westin Charlotte. This downtown Charlotte hotel benefits from an ideal location in the city’s Uptown district, moments away from many popular attractions.

Parking is available to guests staying at the hotel. Valet Parking is $48/day. On-site self-parking is available for $35/day.

Travel Info:
Charlotte Douglas International Airport (CLT) is located 14 miles from the conference hotel. CLT offers nonstop air service to 180 destinations around the globe and is home to eight major air carriers, 15 regional carriers and three foreign flag carriers.

The average taxi/rideshare rate between the airport and hotel is $25. Uber and Lyft operate at this airport.

Amtrak Charlotte Station 

The Charlotte Amtrak Station is located approximately two miles from the conference hotel and the taxi/rideshare rate is under $15.

Registration for the 2025 Annual Conference is now open for CIVSA members and will open on November 1, 2024 for non-CIVSA members. Registration is open to professional staff only; undergraduate students are not eligible to attend annual conferences.

Consider becoming a CIVSA Member before registering for conference to take advantage of member-only rates. Members also have access to apply for Conference Scholarships by established deadlines.

Cancellation Policy
Please note that registration fees are non-refundable.

A credit for all fees paid less a $50 administrative fee will be issued if requested in writing by March 1. The registration credit has no cash value and is valid for the next CIVSA Annual Conference only. Cancellation requests must be submitted to civsaHQ@civsa.org and include the registrant’s name and institution. No credits will be issued after March 1.

Credits will not be offered for campus tour registrations.

An Annual Conference registration may be transferred to another professional staff member from the same institution. If the registration was paid at the CIVSA member registration rate, it may be transferred to (a) another CIVSA member at no additional charge or (b) a non-member with an additional $150 transfer fee. Transfer requests must be received in writing to civsahq@civsa.org. If a registration transfer is requested after May 1, the change will not be reflected in the conference program book or conference app.

Here are the answers to some Frequently Asked Questions about a CIVSA conference.