UGM 2018

Frequently asked questions

All the details you need to know on the event

Your questions, our answers

Meeting details

NextGen UGM is the NextGen User Group Meeting, a three-day educational conference providing hands-on learning, enhanced understanding of NextGen’s end to end solutions, and opportunities to exchange best practices and insights with peers in an engaging environment.The NextGen Expo Hall is the place to meet with NextGen experts and preferred partners. Our signature “Client Event” is always an unforgettable nighttime experience.

Monday, November 12 through Wednesday, November 14, 2018. It also includes optional preconference workshops on Sunday, November 11, 2018.

All workshops, meetings, and events will be held at Gaylord Opryland in Nashville, TN.

Registration

Click on the “Register Now” link. Complete all of the required fields. You will receive a registration confirmation via email once you submit your completed registration. If you have questions, contact us at ugm@nextgen.com or 267-960-6287.

To register, each attendee must use his or her own email address. All attendees must be clients of NextGen Healthcare, and their email address must be registered in our system. If you cannot successfully register someone, contact ugm@nextgen.com with the full name, company name, and email address of the person you are registering. You will receive an email alert once you are granted access to the system.

We will email it to you after you have completed the registration process. If you are having difficulty locating your registration confirmation number, contact us at ugm@nextgen.com or 267-960-6287.

The agenda can be found here:
https://ugm.nextgen.com/Sessions

Log on to the Agenda registration site with your registration confirmation number, and click on “modify registration.” From there, you can cancel an existing registration and register for a different preconference workshop. Note that when changing your preconference workshop registration, you may notice a refund of the original workshop and a new charge for the new workshop on your monthly credit card statement.

We encourage attendees to preregister for all educational sessions as class size is limited. This will allow you to build your personalized agenda for full utilization within the UGM mobile app. The mobile app launches for all registered conference attendees in late October.

No, but it will be available on your NextGen UGM Mobile App. You also can print a copy of your selections when you register for sessions. If you make changes to your sessions, remember to print a new copy.

Log on to the Agenda registration site with your registration confirmation number, and click on “modify registration.” From there, you can cancel an existing registration and register for a different course.

Note: Preregistration is not required for each breakout session. If you would like to go to a different session last minute, feel free to attend it.

Complete all of the required fields within your UGM 2018 registration. You will be given the opportunity to purchase additional guest tickets. You will receive a registration confirmation via email once you submit your completed registration. If you have questions, contact us at ugm@nextgen.com or 267-960-6287.

You may pick it up along with your meeting materials when checking in at the UGM 2018 registration desk. If you have questions, contact us at ugm@nextgen.com or 267-960-6287.

You may purchase guest tickets for these events but only for guests 21 years old and older, as alcohol will be served. Note that you must have your UGM 2018 badge or guest ticket to attend these events.

Send an email to ugm@nextgen.com with the full name, email address, and organization name of the current registrant—along with the full name, email address, and organization name of the replacement attendee. All name change requests must be received in writing and may only be made through a NextGen UGM team member directly.

Note that you will also need to contact the Gaylord Opryland separately to change the name on the hotel reservation.

Send an email with your name and organization name to ugm@nextgen.com stating that you have not received your confirmation. Be sure you have added ugm@nextgen.com to your safe senders list.

The credit card provided for registration payment was not processed due to an error, an incorrect billing address, expired card or security reasons. To correct this error, contact your credit card company first, and then contact a NextGen UGM team member at 267-960-6287 with your updated credit card information.

Visit the registration site, and enter your meeting confirmation number. You may cancel your reservation from there.

Note: You will also need to contact the Gaylord Opryland separately to cancel your hotel reservation.

Fees

$325 per attendee for full-day sessions, or $299 per attendee for half-day sessions.

Note that this fee is in addition to the conference registration fee.

$50 each.

Note that all guests must be 21 years of age to attend.

$150 each.

Note that all guests must be 21 years of age to attend.

Yes. When registering, select the "check" payment option. An invoice will be sent to you via email the next business day.

Check payment is due within 30 days of your registration date. If the check payment is not received within 30 days, your registration is subject to cancellation.

After September 28, 2018, we will no longer accept checks and will require a credit card to complete online registration after this date.

Make it payable to NextGen Healthcare, and mail it to:
NextGen Healthcare
QSI/NextGen
PO Box 561523
Denver, CO 80256-1523

Include the full name of the registrant, name of the meeting (UGM 2018), and confirmation number on the check as a reference.

To inquire about group discounts for your practice please email ugm@nextgen.com.

Yes, $50 will be charged for all name changes. Name changes must be received in writing and must be sent to ugm@nextgen.com. This administration fee will apply each time a registration is changed.

Yes, $300 will be applied to the credit card on file if you cancel your registration on or before September 28, 2018. Cancellations received after September 28, including no-shows, will result in forfeiture of 100% of all fees paid. Registrations may not be reinstated once they have been cancelled. If re-registering, the current registration fee will apply.

* All but the $300 cancellation fee will be refunded to the card on file.

Hotels

The official hotel for this year’s meeting is Gaylord Opryland, which is where all events will take place.

Guest room reservations

Once you complete your UGM 2018 registration, you will receive a confirmation email containing the online link and instructions for requesting your sleeping room reservation. If you experience difficulties, contact Gaylord Opryland Reservations at 615-889-1000, or a UGM team member at ugm@nextgen.com or 267-960-6287. To request a sleeping room reservation in the UGM 2018 room block:

  1. Register for NextGen UGM 2018.
  2. From the registration confirmation email, click on the Reservation Website link.
  3. Follow the website instructions, and enter your contact, guest, arrival, departure, and special request information.
  4. Enter your credit card information.
  5. Verify your reservation request information for accuracy, and click on Book to complete the reservation.
  6. Print a copy of your reservation request details for your records.

Hotel confirmation numbers will be emailed directly from the Gaylord Opryland to the address provided during your reservation request. If you have any questions, contact Gaylord Opryland Reservations at 615-889-1000.

Each attendee will need to register for UGM 2018. Once both attendees have registered, you will need to make one hotel room reservation, listing the first attendee in the contact information section and the second attendee as a guest. If you will require split billing for the reservation, contact Gaylord Opryland Reservations at 615-889-1000, and they will assist in collecting the credit card information for each guest.

Room types will be granted on an availability basis and cannot be guaranteed. Certain room types will fill up faster than others. Register early to ensure the best availability.

Access the link provided in your emailed confirmation from Gaylord Opryland. Or you can contact Gaylord Opryland Reservations at 615-889-1000, and they will assist you in making any changes to your hotel reservation. Make sure to print your new confirmation page after making changes.

All guests are responsible for their own room, taxes, resort fee, and incidental charges. A credit card confirms you assume these responsibilities and guarantees your reservation, so you must submit a credit card number to make a deposit equal to the first night’s room/suite rate plus tax at the time the attendee makes the reservation.

Once you arrive at the hotel, you will be asked to present a valid credit card at check-in. For security purposes, the hotel does not save the credit card information you provided during registration. If you will not have a credit card with you, contact Gaylord Opryland Reservations - Lisa Hejazi at LHejazi@gaylordhotels.com prior to arrival for a credit card authorization form.

At checkout, the remainder of your room, taxes, resort fee, and incidental charges will automatically be charged to the credit card you provided.

The hotel requires a credit card to confirm your hotel room and for payment.

Yes. Note, however, that if you will not have the credit card with you at the time of check-in, a credit card authorization is required. Contact Gaylord Opryland Reservations at 615-889-1000, and request a credit card authorization form.

Yes. If you will not have the credit card with you, contact Gaylord Opryland Reservations at 615-889-1000, and request a credit card authorization form.

Yes, high-speed internet is available in all guest rooms. There is no charge associated with the internet access, as it is included in the nightly cost.

Travel

Hotel check-in is at 4 p.m. To attend the Welcome Reception, beginning at 6 p.m. on Sunday, November 11, 2018, plan to arrive in Nashville by 3 p.m.

Preconference workshop attendees should plan to arrive in Nashville at your leisure on Saturday, November 10, 2018 or before 10 a.m. on Sunday, November 11, 2018.

UGM 2018 will conclude at 12:15 p.m. on Wednesday, November 14, 2018. Meeting attendees should plan to depart on flights from Nashville any time after 3 p.m.

Note that hotel checkout is at 12 p.m. The hotel will be happy to store your luggage at the bell stand until you depart.

The hotel is located less than 10 miles (approximately 15 minutes) from the Nashville International Airport (BNA).

Gaylord Opryland offers shuttle transportation from the Nashville International Airport to Gaylord Opryland. Skip the taxi line, and reserve round-trip airport shuttle service for a stress-free transportation experience.

Airport Shuttle Service lets you:

  1. Avoid the hassle of finding a ride to or from the airport
  2. Reserve your ride in advance, on your schedule
  3. Spend significantly less than you would on taxi fares
  4. Avoid long taxi lines

Uber, Lyft, and taxi rides average $30 one way. By reserving a shuttle through Airport Shuttle Service, based on your driver’s route, you could save up to $20!

Airport Shuttle Service: 

  • $15 per person – one way
  • $24 per person - round trip

Schedule your shuttle >

Gaylord Opryland provides on-site valet and electric car-charging parking spots.

Self- Parking: $29 per day
Valet parking: $38 per day

Business casual attire is appropriate for all meeting functions. The temperatures in the meeting rooms are centrally controlled. We recommend bringing a light jacket or sweater. Casual attire is appropriate for the Client Event.

When planning your wardrobe, keep in mind that November temperatures in Nashville can range from daytime highs in the upper 60s to evening lows in the lower 40s.