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2019 AAN Annual Meeting Room Block Request

General Information:

  • If your organization desires to secure Group Housing, an authorized group representative should review and complete this block request form for submission to AAN Housing. A submission of a block request functions as an understanding and acceptance of the below policies and will serve as a binding and contractual agreement between the AAN and the group represented by the signatory.
  • Complete and submit this form for all exhibitor rooms. If you need less than 10 rooms, we will book individual reservations based on your request. If you need 10 or more rooms, your request qualifies as group housing and you will have a block of rooms set up for your group. Attrition applies to group housing.
  • Rooming lists must be furnished to AAN Housing by Friday, March 1, 2019. Please note your attrition will be based on the rooming list you submit by this date.
  • All reservation changes and/or cancellations must be made through AAN Housing.
  • All online reservation requests require a credit card guarantee.
  • Should you need to change your original request after submitting it, please notify AAN Housing: Send us a message or call 800-676-4226 (U.S. & Canada) or 415-979-2283 (International).

  • (*Asterisks designate required fields)

    Correspondence should be sent to:






    Hotel Choices:


    Please provide your hotel choices in order of preference. Group housing assignments will be made on a first-come, first-served, space-available basis. If your hotel choices are not available, a Housing Representative will contact you.


    (*Asterisks designate required fields)


    Room/Suite Request:

    Please indicate the number of rooms requested for each night in the table below.

  • Monday, November 5, 2018 – Exhibitor Housing Request Forms will be accepted as of 8:00 AM Pacific /11:00 AM Eastern Time. All requests must be submitted through the 2019 Exhibitor Housing Website. Requests submitted prior to 8:00 AM Pacific / 11:00 Eastern will not be accepted. Six (6) different hotel choices must be listed for your request to be processed.

    NEW THIS YEAR! All groups, regardless of size, can request housing starting on November 5. Note, you must be a confirmed exhibitor with AAN Housing to hold rooms.

  • Rates do not include the Philadelphia hotel tax, sales tax, or hotel surcharges. Taxes and additional fees vary by hotel and location.

  • The American Academy of Neurology cannot guarantee that groups will be assigned their complete block at one hotel; it is likely that large groups will be split between multiple hotels. The assigned group room block(s) may be based on your company's actual room night utilization from previous years and/or maximum allotted room assignment. AAN Housing reserves the right to make adjustments to your assigned block based on the citywide AAN group block arrival and departure patterns. Room blocks will be assigned on a first-come, first-served basis. Groups may be assigned to more than one hotel depending on the number of rooms requested.

  • Companies requesting rooms through AAN housing must be 2019 Annual Meeting exhibitors.

  • If you require a large room block, we encourage you to submit your request as soon as exhibitor housing opens. Depending on availability, we may need to split your block between several hotels in order to accommodate your group.

  • You will receive a confirmation of your room block (groups of 10 or more rooms), or individual reservation confirmations (for groups of 9 or less rooms) from AAN Housing/CMR by December 12, 2018.

    . For groups of 10 or more rooms: Once you receive the housing agreement confirming your block, please return a signed copy. The welcome letter will then be emailed with the username and password to manage your room block online.

  • Any additional requests for rooms will be based on availability and must be submitted in writing to AAN Housing.

  • Should your group wish to make further payment (e.g., breakfast, full payment of rooms) please contact AAN Housing / CMR. Any check deposits or payments must be received by March 1st, 2019.

  • Suite Requests: Suites are limited and available on a first-come, first-served basis. Contact AAN Housing if interested in a sleeping suite.

  • Meeting Space and Meeting Suites in Exhibit Hall: If interested in reserving meeting space at one of the hotels please contact AAN at icw@aan.com. If interested in reserving a meeting suite in the exhibit hall, please contact Gretchen Liedl at (612) 928-6015 or gliedl@aan.com.

  • March 1, 2019 - Groups of 10 or more rooms: Rooming lists with complete names and arrival/departure are due to AAN Housing. Any unused rooms, where names have not been provided by this date, will be released. Following the rooming list deadline, a report will be emailed to the designated group coordinator detailing the room block for which the Exhibitor is liable (Please note your attrition will be based on the rooming list you submit by this date. See group room block attrition policy below).

  • March 1, 2019 - Groups of 9 or less rooms: Individual names and dates for each reservation requested must be received by AAN housing.


  • Rooms




    Rooms
    Wed
    May 1
    Thu
    May 2
    Fri
    May 3
    Sat
    May 4
    Sun
    May 5
    Mon
    May 6
    Tue
    May 7
    Wed
    May 8
    Thu
    May 9
    Fri
    May 10
    Sat
    May 11
    Suites
    Total

    * For suite requests, please indicate if the suite is for sleeping or hospitality function.
    Sleeping      Hospitality      N/A


    Deposit Information:

    Deposit Policy:
  • Online Exhibitor Room Requests require a credit card for guarantee. This credit card will NOT be charged by AAN Housing. The hotels may charge a deposit of one night’s room and tax per reservation once the AAN rooming list is transferred to the hotels in late-March. The deadline for AAN Housing to receive check deposits & wire transfers is March 1, 2019. Deposits will be refundable for cancellations made 7 days prior to arrival.
  • You will receive a confirmation of your block from AAN Housing/CMR.


  • All room block requests submitted online must be guaranteed with a credit card (no checks).


    Financial Information:




    Cancellation Policy:

    Individual Cancellation Policy: A penalty of one night’s room and tax will apply for cancellations within 7 days prior to arrival.

    For Groups of 10 or more rooms: Group Room Block Attrition Policy: The attrition policy of 80% applies to the contracted room block as of March 1, 2019. Following AAN Housing’s receipt of your actual pick-up numbers from the hotel, the AAN will determine which penalty will be assessed. Your company may be charged for the difference between your actual pick-up numbers reported by the hotel and 80% of your final contracted room block at the rooming list deadline of March 1st, 2019 or a penalty based on the table below. If a company has violated the attrition policy and is in compliance for 3 consecutive years, their record will be cleared of previous violations.

    Policy Violation
    Consequence
    Category A:
    Pick up less than 80% and Total Room Night Difference From 80% is less than 50 rooms
    First time Warning letter
    Second time Penalty – lose exhibitor points and limited to previous year pick up or penalty determined at discretion of the AANI
    Third time Penalty – lose exhibitor points, limited to previous year pick up, and submit requests one week after exhibitor group housing opens or penalty determined at discretion of the AANI
    Fourth time Penalty – lose exhibitor points and AANI will determine if exhibitor will be allowed to book within housing block, be required to pay in advance for hotel rooms, or penalty determined at discretion of the AANI
    Category B:
    Pick up less than 80% and Total Room Night Difference From 80% is more than 50 rooms
    First time Warning letter or penalty determined at discretion of the AANI
    Second time Penalty – lose exhibitor points, submit requests one week after exhibitor group housing and limited to previous year pick up or penalty determined at discretion of the AANI
    Third time Penalty – lose exhibitor points, submit requests one week after exhibitor group housing and limited to previous year pick up minus 25% or penalty determined at discretion of the AANI
    Fourth time Penalty – lose exhibitor points and AANI will determine if exhibitor will be allowed to book within housing block, be required to pay in advance for hotel rooms, or penalty determined at discretion of the AANI

    **Please note that prior to Friday, March 1, 2019, room blocks may be decreased without penalty.

    Additional Questions:

    7th Hotel Choice:
    8th Hotel Choice:
    9th Hotel Choice:
    10th Hotel Choice:
    If requesting 9 rooms or less, please submit the individual names and arrival & departure dates for each reservation, if known (required by 3/1, can be changed with AAN Housing until 4/18/2019)
    I've read and agree to the cancellation and attrition policy terms

    Comments