Attending the 127th Annual Meeting in New Orleans: Some Useful Reminders
Sharon K. Tune, October 2012
Advance Meeting Registration
Attendees can preregister online (the easiest and preferred method) via a link on the AHA's web site. Registration forms may also be mailed with the requisite payment, but to the address on the form and not to the AHA. Advance registration must be received by midnight on Monday, December 17, 2012. Registrants will receive an e-mail confirmation with a badge number (which will be needed for making hotel reservations). Badges will be distributed at the meeting.
Refund Policy: Advance registrants who are unable to attend the meeting may request a refund of their registration fee. Cancellations and refund requests must be submitted in writing and postmarked (or e-mailed) by December 17, 2012. Refunds will be processed less a $20 administration fee. No refunds will be issued for requests postmarked or e-mailed after December 17, 2012. Cancellations and refund requests should be submitted to: AHA Business Office, 400 A Street, SE, Washington, D.C. 20003, or e-mailed to Tina Wang. Faxed refund requests will not be accepted Proof of payment—copies of front and back of canceled check or copy of credit card statement—may be required.
Blocks of rooms have been reserved at the New Orleans Marriott (headquarters), the Sheraton New Orleans (co-headquarters), the Hotel Monteleone, the Roosevelt New Orleans (a Waldorf Astoria Hotel), and the Astor Crowne Plaza Hotel. AHA and affiliated society sessions are scheduled in the Marriott, Sheraton, Monteleone, and Roosevelt, with AHA registration and Exhibit Hall in the Marriott and the Job Center and the messaging/internet center at the Sheraton. Hotel rate information and a map of the area are included on page 35.
Reservations for Standard Rooms and Suites
Once preregistered for the Annual Meeting, attendees can make hotel reservations through the AHA Housing Desk. Instructions will be included in each attendee's preregistration confirmation. Individuals will be able to call the housing service directly to check availability and to make a reservation at any of the hotels. Attendees can also make reservations via a customized Web link.
Single rates at the Sheraton and Marriott, are $139 single, at the Monteleone $130, at the Astor Crowne $129, and at the Roosevelt $149. Suite rates at hotels vary; check the hotel and rate information on the AHA's web site. All rooms are subject to city and state taxes, currently 13 percent sales tax and $3 city/occupancy tax. Meeting rates are in effect three days before and after the January 3–6 meeting dates, and are for a limited number of rooms only at each property.
The cutoff date for the AHA's official blocks at all hotels is December 13, 2012. 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. Meeting attendees can continue to make and modify (depending on availability) or cancel reservations from September 18 through December 13. The housing service then forwards lists of reservations to each hotel, and beginning December 20, attendees may call their selected hotel to make any changes to their reservations. If canceling a reservation, attendees must do so at least 72 hours prior to reserved arrival date or one night's room and taxes will be charged. 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.
Sharon K. Tune is director, meetings and administrative operations for the AHA.
* The print version of this article contained erroneous information regarding ATC and transportation to New Orleans. For the 2013 annual meeting, the AHA does NOT have an official travel agency; attendees need to make their own travel arrangements. We apologize for this error.