Making Arrangements for the 2011 Annual Meeting? Some Helpful Reminders

Sharon K. Tune, November 2010

The Program for the January 6–9, 2011, annual meeting of the AHA was mailed to members in October. It is also online.

Preregistration

The meeting preregistration form was included in the September and October issues of Perspectives on History. Members and nonmembers can also preregister online via links from the AHA’s web site. Attendees must preregister to access accommodation information. Preregistration must be submitted no later than midnight of Wednesday, December 22, 2010. After this date, onsite registration rates will be assessed.

Accommodations

The AHA has reserved blocks of rooms at four hotels: Boston Marriott Copley Place (headquarters), Sheraton Boston (co-headquarters), Westin Copley Place Boston, and Boston Park Plaza. The hotels are located in Boston’s Back Bay area, adjacent to the Hynes Convention Center, where a portion of the AHA’s sessions and events are located, and the Shops at Prudential Center and Copley Place Mall. Climate-controlled walkways connect all hotels with scheduled events and the Hynes Center.

The rates at the Marriott and Sheraton are $110 single and $130 double. The rates at the Westin are $115 single and $140 double and the rates at the Park Plaza are $106 single and $116 double. All hotels have an additional person charge of $20. Guestrooms and suites are subject to city and state occupancy taxes, currently 14.45 percent per room, per night. Rates are in effect three days before and after the meeting dates of January 6–9, 2011. The rates include a $1 per room, per night rebate to assist the AHA in underwriting the costs of rental of the Hynes Convention Center.

Standard Guestroom Reservations: Once preregistered, attendees will be provided with information to make a standard room reservation through the AHA’s Housing Desk. Reservations can be made via the Internet or via the housing desk’s toll-free number.

Suite Reservations: Suite reservations can only be made in writing, via e-mail or fax. Contact information is included during the preregistration process and also in the e-mailed meeting registration confirmation.

Cutoff Date: The cutoff date for the AHA’s official blocks at all hotels is December 7, 2010. After this date, remaining inventory in each hotel’s block will be released and rooms will be available at the AHA’s convention rates on a space-available basis at the time of reservation. If all hotels sell out, the AHA will secure additional hotel rooms.

Travel Arrangements

Association Travel Concepts (ATC) is the official travel agency for the annual meeting and can book air or train fares and car rental. Attendees will fly into Logan International Airport (BOS). Those traveling by train can disembark at one of Boston’s three stations (North, South, and Back Bay), with the Back Bay Station across the street from the entrance to the Copley Place Mall. Airfare, train, and car rental discounts apply for travel Monday, January 3 through Wednesday, January 12, 2011. Attendees can contact ATC between 8:30 a.m. and 7:30 p.m. EST, Monday through Friday. Fares can be booked via the travel portal on the AHA’s web site, www.historians.org/annual, or with ATC online at www.associationtravelconcepts.com or by e-mail reservations@atcmeetings.com.

Discounted fares and rentals are also available by contacting carriers directly: American Airlines (ID Number 7711AK; 800-433-1790); United Airlines (ID Number 510CK; 800-521-4041); Amtrak (Convention Fare Code XZ1D-909; 800-872-7245); Hertz (ID number CV#031C0016; 800-654-2240); and Enterprise (ID number 32H7476; 800-593-0505). Please note that American, United, and Amtrak discounts cannot be booked via the carriers’ web sites—attendees must call directly and mention fare codes.

Sharon K. Tune is the convention director for the AHA.