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78th Scientific Sessions Room Block Request

General Information:

  • Complete and submit this online Block Request Form if you need to reserve 2 or more rooms.
  • Requests received will be assigned on a first-come, first-served basis and are based on hotel availability. Depending on the number of rooms requested, you may be assigned to more than one hotel.
  • All online reservation requests require a credit card guarantee.
  • The contact listed below is the only representative from your company authorized to request rooms or make changes. A request to change the contact name must be made in writing to ADA Housing.
  • Should you need to change your original request after submitting it, please notify ADA Housing: Send us a message or call (866) 290-9910 (U.S. & Canada) or (415) 268-2086 (International).

  • (*Asterisks designate required fields)

    Residents of Canada and Japan, please select your country before choosing your province.
    Correspondence should be sent to:




    Hotel Choices:


    Please provide 6 hotel choices in order of preference. Every effort will be made to accommodate your first choice hotel. If your preferred hotels are not available, ADA Housing will contact you with other hotel options. Please note that the Hilton Orlando, Hyatt Regency Orlando, Rosen Centre Hotel and Rosen Plaza Hotel will be limited to no more than 30 rooms per group.


    Housing Policies:

     
    • Please note, group blocks are not able to bundle breakfast (if not already included by hotel) onto the existing room rates. International groups may request a bundled room rate (includes taxes, porterage and breakfast) through our Global Group Services Department.
    • If you had a room block at past ADA meetings, your history of rooms reserved versus rooms utilized will be reviewed. ADA Housing reserves the right to make adjustments to your room block based on past history.
    • All reservation changes and/or cancellations must be made through ADA Housing. Do not contact the hotel(s) directly.
    • A login and password will be e-mailed to the group contact for online room block management.
    • 10 rooms or more: May 10, 2018 - Rooming lists with complete names and addresses are due to ADA Housing. Any unused rooms, where names have not been provided by this date, will be released. (See Attrition Policy below).
    • 9 rooms or less: May 25, 2018 - All individual names must be provided. No duplicate names will be accepted.
    • After May 25, 2018, ADA Housing will continue to process reservations and changes subject to hotel availability.


    Room/Suite Block Pattern:

     



    Room
    Mon
    Jun 18
    Tue
    Jun 19
    Wed
    Jun 20
    Thu
    Jun 21
    Fri
    Jun 22
    Sat
    Jun 23
    Sun
    Jun 24
    Mon
    Jun 25
    Tue
    Jun 26
    Wed
    Jun 27
    Suites
    Total

    Non-exhibiting companies may not use a suite to promote products. If a company has products that are approved and relevant to the attendee, then they are required to exhibit. ADA reserves the right to deny hospitality suite requests to companies that violate these policies.

    For suite requests, please indicate the use of your suite:
    Sleeping      Hospitality / Meeting


    Deposit Information:

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

    Deposit Policy: All hotel reservations must be guaranteed by a major credit card or by a check deposit for one night’s room and tax drawn on a U.S. bank, in U.S. dollars, made payable to CMR/ADA Housing. Deposits paid by check will require a credit card to guarantee the room block until the check payment is received. The deposit will appear on the hotel room account of each guest at check in. Refunds will not be issued until after the meeting and upon receipt of your actual pick-up from the hotel(s).



    Financial Information:




     Attrition Policy:

    Group is responsible for picking up eighty percent (80%) of the total room/suite block it agrees upon in the signed Group Booking Contract. Should the actual rooms/suites utilized be less than 80% of the Total Room/Suite Nights (as listed on the Group Booking Contract), the Group agrees to pay ADA for the number of sleeping rooms/suites not utilized up to 80% of the Total Room/Suite Nights reserved. Following receipt of the actual pick-up numbers from the hotel(s), the Group will be billed for the difference between the actual hotel’s pick-up numbers and 80% of the Total Room/Suite Nights as listed on the Group Booking Contract. These monies are due within thirty (30) days of receipt of the invoice. Please note: The attrition invoice may not be sent until September of 2018.

    Example:
    Sample hotel rate: $239 Room Rate
    Group’s contracted nights: 100 Room Nights
    Group is required to actualize 80%: 80 Room Nights
    Group actualizes: 70 Room Nights
    Variance: 10 Room Nights
    Variance x Hotel Rate: $2,390.00 Penalties owed to ADA

    Cancellation Policy:

    10 rooms or more -
    Should a Group cancel their entire room block, as per their signed Group Booking Contract, they will be responsible for paying the following in liquidated damages to ADA:

    May 23, 2018 – June 22, 2018 - 80% of the Total Room Nights x the Single Room Rate
    April 23, 2018 – May 22, 2018 - 50% of the Total Room Nights x the Single Room Rate
    March 23, 2018 – April 22, 2018 - 30% of the Total Room Nights x the Single Room Rate
    Date of Signing – March 22, 2018 - 10% of the Total Room Nights x the Single Room Rate

    All cancellations must be made in writing and sent via fax, e-mail, or mail to ADA Housing. These monies are due within thirty (30) days of cancellation of the block.

    9 rooms or less -
    Reservations must be cancelled at least 72 hours prior to your scheduled arrival to avoid penalty charges. If you do not cancel your reservation in time or fail to check in on the scheduled date of arrival your credit card will be charged in the amount of one night’s room and tax or your check deposit will be forfeited. Your reservation will also be cancelled for the remainder of the stay.

    Terms and Conditions:

    ADA reserves the right to accept, reject or condition acceptance of any registrant, in ADA’s sole discretion, at anytime. ADA is not responsible for any lost items or any damages, including without limitation any personal or bodily injury that may occur on the premises of the meeting, at the hotels or on event ground transportation shuttle services. The hotel room rates include a rebate to offset the costs of shuttle bus service and meeting expenses.


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