Know Before You Go

The Details.

Should I fly or drive to Conference?

All site teams within a 6-hour drive of Hotel Ballast will be expected to drive to Conference. Consult with your Regional Manager about departure & arrival times, airfare costs, etc.

If I'm flying to and from the conference, when should my return flight take place?

If you are flying to and from the conference, we ask that you book return flights that depart no earlier than 4:00 pm on Friday, September 17th, to assure you are in attendance, and able to enjoy the conference in full.

I'm flying to and from the conference, how should I purchase my tickets?

Airline tickets are purchased through your property's petty cash card. You are responsible for booking your flight and you must obtain Regional Manager approval prior to booking. You are also responsible for adhering to the travel expense policies located in the Employee Manual located on the Employee Portal.

Is there a hotel shuttle I can take to/from the airport?

Yes! When you arrive at the airport, call the Hotel Ballast at (910) 763-5900 and request a pickup.​ On the day of departure, notify a front desk representative to request a ride to the airport.

I'm driving to Conference. Is there anything I should be aware of?

Employees should carpool to/from Conference, when possible. Rental cars may be used when other suitable and less expensive means are not practical. If this is necessary, employees should share rental cars. Reserving rental cars must be approved in advance by a supervisor. Employees who choose not to carpool will not be reimbursed for mileage unless prior written approval has been granted by a supervisor.

When I arrive at the hotel, where can I park?

Self-parking is available for all hotel guests who are staying at the hotel. Your room key is your parking pass. Parking is $15/day.  For guests who are attending but not staying at the hotel, offsite parking is available across the street at RiverPlace Deck located at 14 Grace Street (corner of Grace St. & Water St.). Parking there is $13/day. All parking expenses can be expensed back to your property after Conference. Valet parking is also available, but will be reimbursed.


What day should I check-in at the hotel?

The following properties will need to arrive at the hotel no later than 8:00 am on Wednesday, September 15th, however, they will not be able to check-in to their hotel rooms until after 4:00 pm Wednesday, September 15th.

  • Deerbrook 

  • Grand View

  • Hawthorne Commons

  • Hawthorne Lofts South

  • Hawthorne Waterside

  • Hawthorne at Indy West

  • Hawthorne at Leland

  • Hawthorne at Murrayville

  • Hawthorne at New Centre

  • Hawthorne at Pine Forest

  • Hawthorne at Smith Creek

  • Hawthorne at the Bend

  • Hawthorne at the Station

  • Myrtle Landing Townhomes

  • Stephens Pointe

  • Stillwater at Southbridge

All other properties will be able to check-in Tuesday, September 14th after 4:00 pm.

Do I need to check-in at a registration desk to secure my name badge and other Leadership Conference resources, upon my arrival at the hotel, and prior to the conference kickoff at 8:30 am on Wednesday, September 15th?

Yes, we will have registration open at the hotel:

  • Tuesday Evening from 4:00 pm – 7:00 pm 

  • Wednesday Morning from 7:30 am – 8:15 am


Will I have to provide a credit card to the hotel upon checking in?

  • No. Hawthorne is handling this on your behalf. However, please be advised to not charge any incidentals to your room. If expenses are incurred, they will be charged back to you.

Throughout Conference
  • Community Managers:  Business Casual. Capris are acceptable.

  • Resident Services Supervisors:  Polo or button-up shirt and khakis or navy pants. No jeans, service uniforms, or hats.

Opening Night Party - September 15th
In keeping with the Opening Ceremonies and our Pre-Con Challenge, each region will come dressed in their country's colors!
Champions Dinner - September 16th
Come dressed looking your best in gold, silver, or bronze!
•    Ladies: Gold, silver, or bronze cocktail attire
•    Gentlemen: Black or gray suit and dress slacks, white button-up shirt. Gold, silver, or bronze tie
Casual Day - September 17th

Casual dress is allowed on Friday. Come dressed in khakis, capris, or jeans (no holes or tears). No shorts, hats, sandals or flip flops, please.​


As our Leadership Conference approaches and we continue to see an uptick in COVID-19 cases throughout the country, we wanted to remind you of Hawthorne’s guidelines regarding masks and the steps that both we and Hotel Ballast are taking to minimize the risk of exposure to the virus.


Recently, the CDC modified their guidance on when to wear masks - even if you are vaccinated. The recent recommendation is that, when indoors in public areas, people should resume wearing masks.


At this time, attendees at this year’s conference who are vaccinated against COVID-19 are currently not required to wear a mask/face covering. However, if your preference is to continue wearing a mask/face covering, we invite you to do so.


For attendees who are unvaccinated, we strongly encourage you to wear a mask at Conference while you are indoors and/or around groups of people as social distancing will be difficult to achieve at this venue. If you have not been vaccinated yet, we encourage you to do so well enough in advance so that you are protected in time for Conference.


While at the Conference, the hotel will have hand sanitizing stations on hand and Hawthorne will have disposable masks available to attendees.


What meals will be provided during the Leadership Conference?

We will be providing all meals, beginning with lunch on Wednesday through lunch on Friday. Breakfast will be served on Thursday & Friday in the Grand Ballroom from 8:00 am - 8:50 am.

I'm a smoker. Can I smoke at the hotel?

All hotel rooms are smoke-free. However, there are ashtrays at various locations outside the hotel.

Will there be a cash bar?

Yes. Please note that this is truly a cash bar, though. No credit card transactions or room charges can be made.