Carter Center Weekend: FAQs

Carter Center Weekend: Trip Information
Dates: June 26-30, 2024
Location: Rancho Bernardo Inn, San Diego, California

FAQs

If after reading our FAQs below, you still have questions, please contact Dianne Bryant at Dianne.Bryant@cartercenter.org or (404) 420-5102.

Event Registration

How do I register for the event?

There are two ways to register:

  1. Register online »
    You will need your Carter Center Weekend ID number (from your printed invitation) to do so. If you cannot locate this number, did not receive a printed invitation, or have questions, please contact Dianne Bryant at Dianne.Bryant@cartercenter.org or (404) 420-5102.
  2. If you received a hard copy of the invitation in the mail, you can simply return the Guest Response Form to Story Evans at The Carter Center along with your payment in the envelope provided.

Is full payment expected upon registration?
A deposit of at least $1,000 per person is required to hold a place for you and your guests. An invoice for the balance due will be sent six weeks before the event.

Is there a limit to the number of guests I can bring?
There is no limit on the number of guests you can bring. However, everyone in your party needs to register.

How much time do I have to register?
Since space is limited, you should register early. We will accept reservations on a first-come, first-served basis with a paid deposit until the event is full. When capacity is reached, registration will close regardless of the date.

What happens once I register?
When we receive your Guest Response Form and deposit, you will be registered for the event. We will then send you a Guest Preferences Form. Please complete all the information requested for each person who will be attending the event, including infants. If you have special dietary needs, preferred flights, a preference for first-class seats, a need for a handicap-accessible room, or if you will only be attending part of the event, you should indicate those details on the Guest Preferences Form.

Can I register for everything online?
Yes, online registration is available. Once you are registered, we will mail or email the Guest Preferences Form to you. After you complete this form, you may email it to Dianne.Bryant@cartercenter.org or use the envelope to mail it back.

Event Costs

What is the cost of the event?
The cost is $3,750 per person (13 years of age or older) if you attend the full event. For those staying fewer than three days, we offer a rate of $1,100 per person per day (subject to availability), which includes an overnight stay but excludes air travel. Saturday-only attendance is limited and available at a cost of $1,600 (airfare not included). Children 4 years old and younger attend free, but they must be registered for the event. There will be air transportation costs for children ages 2 and up as airlines require a seat for them. There is a discount of $1,250 for a full-event package for children 5-12 years old who share a room with a full-price guest. Cost for this age group is $2,500 per child.

What is the cost for an infant or toddler?
Although there is no event cost for an infant or toddler (age 4 or younger), the child must be registered. Baby-sitting services are available through the resort, and those costs will be billed directly to the guest.

What is included in the cost?
The package price includes domestic air travel, ground transportation, hotel accommodations, daily meals, receptions, and group activities. There is a discount for those who choose to drive to the event or to arrange their own air travel.

I paid my deposit. When will the balance be due?
All balances should be paid prior to the trip. If you have a balance due on March 31, you will receive a reminder letter in April.

Travel

Can we come early or stay late to have more days at the resort?
Yes, based on hotel space availability. When we arrange your travel, we can schedule you to arrive at the resort prior to the event or remain afterward. There will be a cost for additional nights at the hotel, and payment must be made directly to Rancho Bernado Inn.

What if I must cancel at the last minute?
We understand that plans change. If you must cancel your plans to attend the event, you can receive a full refund of any deposit you have paid minus any costs incurred by The Carter Center for your attendance. If airline tickets have been purchased, you will be charged for the tickets, and the trip itinerary will be sent to you. If cancellation occurs after the room guarantee deadline, The Carter Center will pass along any fees assessed by the hotel for your rooms. (Note on airfare: Most airlines will allow you to apply the value of an unused ticket toward a new one within a year of the date the original ticket was issued. This is subject to individual airline policies, however, and may incur fees.)

How will we receive our airline tickets, etc.?
You will receive your travel information (record locator) and other items in the mail about two weeks prior to the event.

We have friends in the San Diego area who would like to attend part of the event. Would this be possible?
Please contact Story Evans at (404) 420-3811 or Story.Evans@cartercenter.org to get information about costs for guests attending less than the full event. Every guest must be registered and their attendance paid for at least two weeks prior to the start of the event. Note: Space is subject to availability for day-rate guests.

Do we need any identification?
The hotel front desk will require you to show identification to check in, but you do not need it for the event. Instead, when you arrive at the resort, you will be given a credential to wear throughout the weekend that identifies you as one of our guests. As we will be at a resort with other guests, and there are security issues to consider, it is required that you wear this credential whenever you are outside your room.

Can I travel on the charter flight if I am not in Atlanta?
Yes, you can travel from other cities to connect with the charter flight in Atlanta. Once you have registered for the event, you will receive a Guest Preferences Form to complete and return. You should indicate your preferences for air travel on the form.
Flights will be booked for the most direct route. An economy fare ticket is budgeted in the package. Based on ticket price and routing, some flights, including those to meet the charter, may incur additional costs.

I am arranging my own transportation or driving to the event. What is the closest airport to the hotel, and what time should I plan to arrive?
The major airport in San Diego area is San Diego International Airport (SAN), which is a 35-minute drive from Rancho Bernardo Inn. There are other regional airports nearby. Standard check-in time for the resort is 4 p.m. The welcome reception for the event will begin around 6 p.m. With this in mind, the best time to arrive at the resort is midafternoon on June 26. If you arrive earlier than 4 p.m., there is a chance that your room will not be ready. The resort’s grounds and facilities will be available to you in the afternoon.

How do I get to Rancho Bernardo?
From LAX (~2 hours)
Take the 405 South to Interstate 5 South to Oceanside. Take Route 78 East to Interstate 15 South at Escondido. Take the Pomerado Road exit and make a slight right on to Pomerado Road. Turn right at Greens East Road. Follow signs from there.

From San Diego Airport/Downtown (~35 minutes)
Take Harbor Drive South (toward downtown) and turn left at Grape Street. Go east to the top of the hill, then take Interstate 5 South. Stay in the right lane and follow 163 North toward Escondido. Take the Rancho Bernardo Road exit east to Pomerado Road (fifth light). Turn left at Pomerado Road. Turn left at Greens East Road (first light). Follow signs from there.

Why do you need my size?
Each guest at the Carter Center Weekend will receive an event bag. The bags contain some clothing items as well as information. We ask for your sizes on the Guest Preferences Form so that we can put the correct size items in your event bag. This includes children’s sizes as well. If sizes are not indicated and the item provided doesn’t fit, you can make an exchange if inventory is available.

Why do you need my date of birth?
In addition to contact information and your preference for room accommodations, the Guest Preference Form asks for your full name as listed on your identification, date of birth, and gender. The Transportation Security Administration requires that airlines collect this information for every passenger. Since we will be making your airline reservation, we must ask for this information to pass on to the airline.

Do you have a schedule of events? What is there to do at the event?
A schedule of activities and other event information will be sent to you with your airline tickets about two weeks prior to the event. There will be organized activities on and off site, as well as time for individuals and families to plan their own adventures to places of interest in the San Diego area.

Breakfasts start at 7 a.m. Morning programs normally start around 9 or 9:30 a.m. A reception for all guests is held around 6 p.m. every evening. Hospitality starts at 9 p.m. You are under no obligation to remain for the duration.

During the event there will be opportunities for guests to learn more about the Carter Center's work by attending briefings and talking with staff members. There will also be a town hall meeting; presentations on Carter Center programs and off-site excursions to San Diego Zoo Safari Park and Old Town San Diego State Historic Park.

What kinds of clothes should we bring?
The event is casual/resort casual. In June, typical high temperatures in San Diego average about 72 degrees and low temperatures are around 62 degrees. Generally, people bring shorts, sports attire, warm-ups/sweatpants for outdoor activities, jeans, casual pants, a vest, sweater or windbreaker, rain gear, and comfortable shoes. It is wise to layer clothes for the cooler mornings and evenings so they can be shed easily during the heat of the day. For dinner, some people like to dress up a bit more, but it is not required. On the evening of the group photograph and the live auction, guests tend to dress for the occasion.

Accessibility and Inclusion

Is the event accessible to all guests?
We are committed to ensuring that our event is as inclusive as possible. While most venues we choose are accessible, please feel free to contact us in advance if you have specific accessibility concerns, and we will do our best to accommodate your needs.

Can I bring my pet?
Rancho Bernardo Inn welcomes dogs under 30 pounds; an additional cleaning fee will be charged. Service animals, regardless of size or breed, are always welcome.

How do you accommodate dietary needs?
Please indicate any dietary needs in the Guest Preference Form. We will work with the resort and caterer to accommodate any dietary needs.

Do you offer children's programs?
Each year we have some young guests. Guests of all ages usually enjoy our excursions and social time. For Live Auction night, we normally arrange children's programs appropriate for their ages based on the number of children in attendance.

Can I attend the event if I live outside the U.S.?
Absolutely! You have the option to either pay a surcharge for your flight tickets or make your own travel arrangements. Please note that we are unable to assist with visa applications or address any international travel-related concerns. The primary language of the event will be English. If you require any other accommodations, please don't hesitate to reach out to us.

Auction

What auction items will be included?
We'll have a diverse range, including handcrafted items, collectibles, vacation packages, one-of-a-kind experiences, and many more. The 2024 auction catalog will be available online in June before the event. Meanwhile, feel free to explore our previous catalog for reference.

Can I participate in the auction if I am not attending the event?
Anyone above the age of 18 can participate in the auction by proxy via email or phone call. Further information will be listed in the auction catalog.

Can I participate in the auction if I am not in the country?
You absolutely are welcome to participate. Please keep in mind that we are unable to provide assistance with international shipping regulations or local customs duties. The currency we will use for the auction is U.S. dollars.

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