Making Plans for the 119th Annual Meeting? Some Useful Reminders
Sharon K. Tune, October 2004
Editor’s Note: The following article is abridged from the longer essay that appeared in the September 2004 Perspectives, and which is also available on the AHA’s annual meeting web pages.
The 119th annual meeting of the American Historical Association will be held January 6–9, 2005, in Seattle at the Washington State Convention and Trade Center, and the Sheraton Seattle and the Westin Seattle hotels. Printable PDF versions of the hotel reservation, hotel information, and meeting preregistration forms can be accessed at the AHA's annual meeting web page and . are also included in the annual meeting Program (which will be mailed to members in October). The forms (and the related information) are available also on the Association’s annual meeting web page. Members are, in fact, encouraged to use the web site links and forms to preregister and to make accommodation arrangements.
Blocks of rooms have been reserved at several downtown Seattle hotels. Beginning September 1, 2004, and until December 6, 2004, hotel reservations must be made exclusively through the Seattle Housing Bureau, the Seattle Convention and Visitors Bureau’s housing vendor. Requests for reservations will be accepted by the Seattle Housing Bureau via the Internet through a special link on the AHA annual meeting web page, which will take the user to housing bureau’s online services for the AHA meeting.
The housing bureau will also accept reservations via phone, fax, or mail.
Deposit: A deposit is required for all reservations.
Cutoff Date: The cutoff date for the AHA’s official block is December 6, 2004. After this date, remaining inventory in the block will be released and rooms will be made available at the discounted convention rates only on a space-available basis.
Changes, Cancellations, and Refunds: Meeting attendees can modify (depending on availability) or cancel reservations through the Seattle Housing Bureau from September 1 through December 22, 2004. Attendees will not be penalized for any cancellation made on or before December 6. Cancellations received after the cutoff date, December 6, 2004, will be assessed a $25 processing fee. Reservations canceled after December 22 but up to 72 hours prior to the arrival date are subject to forfeiture of the entire amount of the deposit. Reservations cancelled less than 72 hours before the arrival date will be charged at the rate of one night’s room and tax. Refunds for all cancellations will be made through the same method of payment by which the attendee originally paid the deposit.
Do not contact the hotel directly until after December 22, 2004. After that date, attendees who wish to cancel must contact the hotel directly.
Association Travel Concepts (ATC) is the official travel agency for the annual meeting. To take advantage of discounted rates offered through ATC, call ATC at 800-458-9383 (9:30 a.m. to 7:30 p.m. EST, Monday through Friday), fax 858-362-3153, or e-mail reservations@ atcmeetings.com. A link to ATC’s web site is also available through the AHA annual meeting web page.
NOTE: Admission to the book exhibition, the Job Register, the messaging center, the Internet station, and to all sessions requires a registration badge.
Advance registration: Intending participants are urged to preregister at the reduced rates of $75 for members; $95 for nonmembers; $45 for student members; $55 for student nonmembers; $45 for unemployed; and $20 for precollegiate teachers. A special preregistration rate of $50 is being offered for high school and undergraduate teachers leading groups of up to five students (see box on page 36). Advance registration requests must be received by Friday, December 10, 2004. Please note that preregistration for the 2005 meeting will be handled by a processing service and forms should be sent to the address shown on the form and not the AHA.
Registration at the meeting: The registration desks at the annual meeting, located in the Sheraton’s Grand Ballroom A and B, will be open from noon to 7:00 p.m. on January 6, from 8:00 a.m. to 6:00 p.m. on January 7, and from 8:30 a.m. to 4:00 p.m. on January 8. Fees for registering at the meeting will be $90 for members; $110 for nonmembers; $50 for student members; $60 for student nonmembers; $50 for unemployed; and $25 for precollegiate teachers. The special group rate mentioned above is not available on site.
Refund policy: Advance registrants who are unable to attend the meeting may request a refund of their registration fee in writing. Requests should be postmarked by December 17, 2004, and should include a copy of the preregistration form that was submitted. Proof of payment—copies of front and back of canceled check or copy of credit card statement—may also be required. All refunds are subject to a $10 processing fee. No refunds will be issued for requests postmarked after December 17, 2004.
Sharon Tune is AHA’s convention director.