Making Plans for the 122nd Annual Meeting? Some Useful Reminders

Sharon K. Tune, October 2007

Accommodations

Blocks of rooms have been reserved at the Marriott Wardman Park (headquarters), Omni Shoreham (co-headquarters), the Hilton Washington, and the Embassy Suites Downtown Washington, D.C. AHA and affiliated society sessions are scheduled in the Marriott, Omni, and Hilton. The Marriott will house AHA registration, meal ticket cashiers, the Exhibit Hall, the Job Register, and the Messaging and Internet Center. Shuttles will operate between the Marriott and the Hilton, and between the Marriott and the Embassy Suites. Hotel reservation information is included on pages 29–30 of this issue of Perspectives.

Reservations for Standard Rooms: Beginning September 4, 2007, attendees have been able to make hotel reservations directly with hotels. Requests for reservations will be accepted via the Internet (through special links from the AHA's web site www.historians.org/annual to each hotel's web site) or via the hotel's direct-dial or toll-free numbers. For the Marriott, call direct 202-328-2000 or toll-free 888-236-2427 (within U.S. and Canada). For the Omni, call direct 202-234-0700 or toll-free 888-444-6664 (for U.S. residents only, seven days a week from 6:00 a.m.-midnight CST). For Hilton, call direct 202-797-5820 or toll-free 888-324-4586. International attendees must call the hotel's direct-dial number.

Callers should ask for the reservation department, noting that they are attending the American Historical Association's 2008 annual meeting and providing the group code for the hotel selected (Marriott group code for single and doubles is ahaahaa and the group code for triple and quad is ahaahai; Omni's group code is 12400607842, and the Hilton's group code is AHI). Callers should also have the following information on hand when making the reservation: arrival and departure dates, number of rooms required, type of room (single, double, triple, quad), number and names of persons to occupy the room, arrival time, credit card number and expiration date, mailing address, telephone numbers, and e-mail address. Note that room categories will be booked on a first come, first served basis.

Rates at the Marriott, Omni, and Hilton are $109 single and $139 double, the additional person charge is $30. All rooms are subject to city and state occupancy taxes of 14.5 percent per room, per night. Rates are in effect three days before the meeting dates (that is, from January 1), and are for a limited number of rooms only at each property. All properties are non-smoking.

Reservations for Suites: Suite reservations can only be made by calling the hotels directly and cannot be made via the Internet or the chains' toll-free numbers. Consult the AHA's web site (www.historians.org/annual) for complete details of each property's suite types and rates. The site will be updated weekly with availability information.

  • For a Marriott suite, call 202-328-2000 ext. 8822, between 8:00 a.m. and 6:00 p.m., Monday–Friday.
  • For an Omni suite, call 202-756-5125, between 9:00 a.m. and 5:00 p.m., Monday–Friday.
  • For a Hilton suite, call 202-797-5826 between 9:00 a.m. and 5:00 p.m., Monday–Friday
  • For a suite at the Embassy Suites, call 202-857-3388.

Embassy Suites was added to ensure sufficient suite inventory for institutions conducting interviews during the annual meeting that prefer to use such facilities. The hotel is a full-service all-suite hotel, and inventory set aside in the AHA block has a private bedroom and a spacious living room. All are equipped with two televisions, a refrigerator, microwave oven, coffee maker, two telephones with data ports, and a well-lit dining/work table. High-speed wireless Internet is available throughout the hotel. A complimentary cooked-to-order breakfast is served daily, and a reception is provided each afternoon. A one-bedroom suite at this property is $144. For institutions with a larger search committee, boardroom suites are available for $164. A free shuttle will operate between the Embassy Suites and the Marriott.

Confirmation: Room reservations made by phone are confirmed immediately with a confirmation number. Callers can also ask for an e-mail confirmation. Reservations made via the hotel's web site will be confirmed by e-mail.

Deposit: A deposit or guarantee is required for all reservations. Each property has its own policy. The Marriott requires a first night's deposit or guarantee to a major credit card. If a credit card is used, it is not charged at the time the reservation is made but is used as a guarantee. The Omni requires a major credit card to guarantee a reservation and also does not charge it immediately for a deposit. The Hilton requires a first night's deposit, payable by check or major credit card; credit cards are billed immediately at time of making reservations. The Embassy Suites requires a credit card to guarantee the reservation but does not charge it immediately for a deposit.

Cutoff Date: The cutoff date for the AHA's official block at all hotels is December 10, 2007. 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. Frequent updates on availability will be posted on the AHA's web site. If all hotels sell out, the AHA will secure additional hotel rooms and will post details on the AHA web site.

Changes, Cancellations, and Refunds: Meeting attendees can continue to make and modify (depending on availability) or cancel reservations from September 4 through their selected hotel's cancellation period. When canceling a reservation, callers should ask for a cancellation number. For the Marriott, attendees must cancel at least 48 hours prior to reserved arrival date or one night's room and taxes will be charged; for the Omni, the reservation must be canceled prior to 12 noon local time on the day of arrival; for the Hilton, at least 72 hours in advance of arrival date; and for the Embassy Suites, the reservation must be canceled 48 hours in advance of arrival date.

If a reservation is not cancelled and the individual is a "no show," the hotels will charge one night's room and taxes as a penalty.

Registration

Individuals registering between September 17 and December 21 can take advantage of special discounted rates. Individuals registering after December 21 and at the meeting will pay slightly higher registration rates. Admission to all sessions, the Exhibit Hall, the Job Register, and the Messaging/Internet Center require a registration badge.

Advance Registration: Individuals can preregister at the following reduced rates: $135 members, $155 nonmembers, $65 student members, $75 student nonmembers, $65 unemployed, and $30 precollegiate teachers (evidence of employment is required for the precollegiate teachers' rate). The AHA also offers special preregistration rates of $50 for middle and high school teachers and $100 for undergraduate teachers each leading groups of up to five students. Attendees can also preregister online via a link on the AHA's web site (www.historians.org/annual). Please note that preregistration for the 2008 meeting will be handled by a processing service and forms should be sent to the address on the form and not to the AHA office. Preregistrants will receive confirmation within four to six weeks.

Onsite Registration: Advance registration must be received by Friday, December 21, 2007. Thereafter, onsite rates will be charged. Registration materials, including badges, will be distributed at the meeting.

Fees for registering at the meeting will be $160 members, $180 nonmembers, $70 student members, $80 student nonmembers, $70 unemployed, and $35 precollegiate teachers (evidence of employment is required for the precollegiate teachers' rate). 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. A written request must be postmarked by December 21, 2007, and should include a copy of the preregistration form that was submitted. Proof of payment—copies of front and back of cancelled 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 21, 2007.

Transportation

Association Travel Concepts (ATC) is the official travel agency for the annual meeting. As such, ATC has negotiated discounts with United Airlines, American Airlines, Amtrak, Avis, and Enterprise to bring attendees special air, rail, and car rental rates that are lower than those available to the public. To take advantage of these rates and benefits, e-mail reservations@atcmeetings.com or fax 858-362-3153. ATC is available for reservations from 9:00 a.m. until 7:30 p.m. EST, Monday through Friday. A link is also available through the AHA annual meeting web page, http://www.historians.org/annual or directly from ATC's web site at www.atcmeetings.com. Follow the "Meeting" links to the "TravelASP" booking engine. When registering on the site, enter "AHA" in the company/association field.

Airfares

By contacting ATC, attendees traveling on United Airlines (ID number 510CK) will save up to 15 percent on applicable classes of service for tickets purchased more than 30 days prior to the meeting and those traveling on American Airlines (ID Number A6918AD) will save up to 5 percent. Some restrictions and service fees may apply. Discounted fares will be available for travel Monday, December 31, 2007, through Wednesday, January 9, 2008, for service into Reagan National (DCA), Dulles International (IAD), and Thurgood Marshall Baltimore-Washington International (BWI) airports. Attendees may also contact airlines directly, and provide the ID numbers mentioned above. United Airlines can be reached at 800-521-4041 and American Airlines at 800-433-1790. Please note that the discount ID numbers noted above can be used only when telephoning ATC or the two airlines with reservation requests and will not be valid on either airline's web site for Internet reservations.

ATC will also search for the lowest available fare on any airline serving the three airports. ATC is a full-service travel agency that provides personalized service, advance seat assignments, special meal requests, frequent flier programs updates, electronic ticketing, e-mail access for convenient booking of your tickets, and more.

Train fares

Amtrak offers a 10 percent discount on the lowest available fare to Washington, D.C., between December 31, 2007, and January 9, 2008. To book, call Amtrak at 800-872-7245 and refer to Convention Fare Code X03Q-921. Please note that this discount cannot be booked via Amtrak's web site—you must call Amtrak directly and mention the fare code. The offer is not valid on Auto Train, but is valid with Sleepers, Business Class, or First Class seats with payment of the full applicable accommodation charges. Fares are also valid on Amtrak Regional and Acela service for all departments seven days a week, except for holiday blackouts.

Car rental

Attendees can also arrange to rent a car through Avis or Enterprise, with discounted rates effective from December 31, 2007, through January 9, 2008. Contact Avis at 800-331-1600, noting ID number D757141, or Enterprise at 800-593-0505, noting ID number 32H7476.

—Sharon K. Tune is the AHA's convention director.