From the Annual Meeting 2007 column of the September 2006 Perspectives
Make Your Plans for the 121st Annual Meeting
Sharon K. Tune, September 2006
The 121st annual meeting of the American Historical Association will be held January 4–7, 2007, in Atlanta at the Hilton Atlanta, Atlanta Marriott Marquis, Hyatt Regency Atlanta, and the Westin Peachtree Plaza Atlanta hotels. Download the Hotel reservation and meeting preregistration forms; both forms will also be included in the annual meeting Program (which will be mailed to members in October), and will be posted on the Association's web site.
Many of the profession's most distinguished members will be present to deliver papers at the 223 “official” sessions. More than 1,000 scholars, including 88 from 27 foreign countries, are expected to participate in the various sessions at the three and one-half day meeting. In addition, more than four dozen specialized societies will be meeting in conjunction with the AHA. Each society will be holding its own sessions, luncheons, and/or meetings, as well as some joint sessions with the Association.
On the evening of Friday, January 5, Linda K. Kerber of the University of Iowa will deliver the presidential address. President-elect Barbara Weinstein of the University of Maryland, College Park will announce the Association's book awards, Awards for Scholarly Distinction, the Troyer Steele Anderson Prize, the Eugene Asher Distinguished Teaching Award, the Beveridge Family Teaching Prize, the John E. O'Connor Film Award, the Nancy Lyman Roelker Mentorship Award, and the 2006 Honorary Foreign Member.
AHA annual meeting sessions as well as affiliated society sessions and events are scheduled in the Hilton, Marriott, Westin, and Hyatt. Blocks of rooms have been reserved at four downtown Atlanta hotels, including the Hilton, Marriott, Hyatt, and Westin. The Hilton will serve as headquarters and will house AHA registration, the Exhibit Hall, and AHA and affiliate sessions. The Marriott, across the street from the Hilton, will be the co-headquarters and will accommodate the Job Register, the messaging and Internet centers, and AHA sessions. Several AHA and affiliate sessions and events are assigned to the Westin. All hotels are within walking distance of these three meeting hotels. In addition, a shuttle will operate between the Marriott and the Westin.
Rates at the Hilton, Marriott, and Westin are $99 single and $119 double. Rates at the Hyatt are $85 single and double. All rooms are subject to city and state occupancy taxes of 15 percent per room, per night. Rates are in effect three days before and after the meeting dates (January 4–7) and are available for only a limited number of rooms at each property.
Beginning September 5, 2006, hotel reservations must be made exclusively with the Atlanta Convention and Visitors Bureau's housing bureau. Requests for reservations will be accepted via the Internet (through a special link on the AHA annual meeting web page, www.historians.org/annual, which will take the user to an online service for the AHA meeting, as the AHA itself cannot process reservations), the call center, fax, or mail (only if accompanied by a check deposit) through 8:00 p.m. EST, December 14, 2006.
The Atlanta housing bureau's call center (toll-free, 866-799-8927) will accept reservations from the United States and Canada during the hours of 9:00 a.m. and 8:00 p.m. Eastern Standard Time, Monday through Friday. International callers may call 506-637-0311 to make reservations during normal business hours. Phone reservations are limited to five per call—requests for more than five must be submitted in writing and faxed to 506-433-3033. If 10 or more rooms are required, the request should be faxed to 404-521-6392.
Faxes from U.S and international attendees may be sent 24 hours a day, seven days a week to 506-433-3033, but will be processed during business hours.
To make a suite reservation, contact the bureau's housing manager at firstname.lastname@example.org; fax 404-521-6392, telephone 404-521-6630.
Reservation requests can be sent by mail only if payments are made by check, and should be sent to the AHA Housing Bureau, 233 Peachtree Street NE, Suite 100, Atlanta, GA. 30303. The checks should be made payable to AHA Housing Bureau, in U.S. funds, drawn on a U.S. bank. No wire transfers or purchase orders will be accepted.
Acknowledgments: The housing bureau will send an acknowledgment message for all new reservations, modifications, and cancellations. The bureau will send out acknowledgments by fax or email no later than 72 hours of processing reservations. Mail acknowledgments will be sent within seven days. Room reservations made by phone are confirmed immediately with an acknowledgment number. Please note that the individual hotels will not send out a separate confirmation.
Deposit: A deposit is required for all reservations. For standard room reservations, the deposit is $125 per room. The deposit is $250 for a one-bedroom suite and $375 for a two-bedroom suite. Deposits can be paid by credit card or by check payment. If payment is to be by check, a check made payable to AHA Housing Bureau, in U.S. dollars and drawn on a U.S. bank, must accompany the housing request form. If payment is to be by credit card, the card will be billed after December 14, 2006, following the transfer of reservations to individual hotels. Hotels accept American Express, MasterCard, Visa, Diner's Club, and Discover cards. They do not accept money orders, purchase orders, wire transfers, or invoices for room deposits. Please note that reservations will not be processed without a form of deposit.
Cutoff Date: The cutoff date for the AHA's official block is 8:00 p.m. EST, December 14, 2006. After this date, remaining inventory in the block will be released and rooms will be available on a space-available basis. All hotels have agreed to honor the AHA's convention rates based upon space availability. If all hotels sell out, the AHA will work with the bureau to secure additional hotel rooms.
Changes, Cancellations, and Refunds: Meeting attendees can continue to make and modify (depending on availability) or cancel reservations from September 5 through December 14, 2006, 8:00 p.m. EST through the housing bureau by telephone, fax, in writing, or through e-mail. Attendees will not be penalized for any cancellation made on or before December 14, unless guaranteed by check deposit. Cancellations guaranteed by a check deposit will be assessed a $25 processing fee at any time. Cancellations processed prior to the cutoff date will be refunded the same method of payment by which the attendee originally paid the deposit.
Beginning December 19, attendees who wish to cancel must contact the hotel directly. After December 19, date changes made directly with the hotel for arrivals or departures can only be made based on hotel availability. Reservations canceled after December 14 but prior to 72 hours of arrival will be subject to a $25 processing fee.
Reservations canceled within 72 hours of arrival date are subject to forfeiture of the entire amount of the deposit.
Association Travel Concepts (ATC) is the official travel agency for the annual meeting. As such, ATC has negotiated discounts with American Airlines, United Airlines, Avis Rent A Car, and Enterprise Rent-A-Car to bring attendees special air and car rental rates that are lower than those available to the public. These cost saving options may be availed online at http://www.atcmeetings.com. Click on “Meetings” and go to “Air–Meetings and Leisure (TravelASP).” When registering, use the online booking tool and enter “AHA” in the Company or Organization or Association field.
Individuals can also fax 858-362-3153 or e-mail email@example.com. ATC staff are available for reservations from 9:00 a.m.–7:30 p.m. EST, Monday through Friday.
Airfares: By calling ATC, attendees will secure a discount up to 15 percent off the lowest available fare for tickets purchased more than 30 days prior to the meeting on United (ID number 510CK) and 5 percent off applicable classes of service for tickets purchased prior to the meeting on American (ID number A65D6AA). For tickets purchased less than 30 days prior, the discounts will be 5 to 10 percent. Some restrictions may apply and service fees will vary. Discounts apply for travel Monday, January 1 through Wednesday, January 10, 2007.
ATC will also search for the lowest available fare on any airline serving the Hartsfield-Jackson Atlanta International Airport. ATC provides personalized service, advance seat assignments, special meal requests, frequent flier program updates, electronic ticketing, e-mail access for convenient booking of your tickets, and more.
These cost saving options may also be booked online by going to the ATC web site. Low fares available only on the Web can be found using the ATC search engine. Attendees can explore region-to-region flat zone rates and consolidator and net fares without a Saturday night stayover to find lower fares.
Car rental: Attendees can also arrange to rent a car through Avis (ID number J952801; 800-331-1600) or Enterprise (ID number 32H7476; 800-593-0505), with discounted rates effective Monday, January 1 through Wednesday, January 10, 2007.
Arriving by air: The Hartsfield-Jackson Atlanta International Airport (ATL), located 10 miles from downtown, serves the Atlanta area. The airport has implemented a new Airport Information and Ground Transportation Center located in the arrivals lobby next door to Hertz car rental. The center provides assistance to travelers requesting information pertaining to transportation services before they leave the terminal building. Hours are 7:00 a.m. to 11:00 p.m., Monday through Friday.
Incoming visitors can reach hotels via taxi ($30 flat rate to downtown; 20 minute trip) and van shuttle service ($16 one way, $28 roundtrip; up to one hour travel time). In addition, Metropolitan Atlanta Rapid Transit Authority (MARTA) offers rapid transit to downtown. The trip costs $1.75 one-way and takes about 15 minutes, with trains departing every eight minutes from 6:00 a.m. to midnight. Meeting attendees should alight at Peachtree Center station.
Group Meetings and Reunions: Societies and groups that have not already made arrangements to hold sessions or other meetings should send their requests for room space as soon as possible to Sharon K. Tune, or fax (202-544-8307). Please specify preferred date, inclusive hours, attendance forecast, and any special equipment desired.
Business Meeting: Resolutions for the business meeting signed by 25 members of the Association will be accepted until December 15; those received by October 13 will take precedence and will be published in the December Perspectives and must be no more than 300 words in length. Resolutions should be sent to the Executive Director at the AHA office, with a copy to the Parliamentarian, Michael Les Benedict, 106 Dulles Hall, Ohio State University, 230 W. 17th Avenue, Columbus, OH 43210.
Resolutions are governed by the following bylaw (adopted by the Council at its meeting on May 15–16, 1980, and amended May 9, 1994), pursuant to Article VII, Sections 1–5, of the AHA's constitution: No motion, resolution, or other business shall be passed by a division of the members at the annual business meeting unless there is present a quorum of one hundred members in good standing.
Locations: AHA sessions will be held at the Hilton, Marriott, and Westin hotels. The Local Arrangements Committee office and Press Room will be in the Hilton's Henry Room (second floor) and the AHA Headquarters/Staff Office in the Hilton's convention registration on the first floor. The Job Register will be located in the Marriott's Marquis Ballroom 2 and the Exhibit Hall will occupy the Hilton's Galleria Hall. AHA meeting registration desks and meal ticket cashiers will be in the Hilton's Grand Salon West. The Messaging and Internet Center will be located in a section of the Marriott's Marquis Ballroom 1.
Advance Registration: Intending participants are urged to preregister at the reduced rates of $90 members; $110 nonmembers; $55 student members; $65 student nonmembers; $55 unemployed; and $25 precollegiate teachers. The AHA also offers special preregistration rates of $50 for middle and high school teachers and $100 for undergraduate teachers leading groups of up to five students (see box at the bottom of page 34 for details). The preregistration form must be received by Friday, December 22, 2006, 12 midnight. Please note that preregistration for the 2007 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 Hilton's Grand Salon West, will be open from noon to 7:00 p.m. on January 4, from 8:00 a.m. to 6:00 p.m. on January 5, and from 8:30 a.m. to 4:00 p.m. on January 6. Fees for registering at the meeting will be $105 members; $125 nonmembers; $60 student members; $70 student nonmembers; $60 unemployed; and $30 precollegiate teachers. The special group rate mentioned above is not available on site.
Admission to all AHA sessions, exhibits, Job Register, Messaging and Internet Center requires a registration badge.
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 22, 2006, 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 22, 2006.
The exhibits will be located in the Galleria Exhibit Hall on the lower level of the Hilton and will be open January 4 from 3:00 to 7:00 p.m., January 5 and 6 from 9:00 a.m. to 6:00 p.m., and on January 7 from 9:00 a.m. to noon.
The Job Register will be located in the Marriott's Marquis Ballroom Salon 2. Hours of operation will be January 4 from 12:30 to 6:00 p.m., January 5 and 6 from 9:00 a.m. to 6:00 p.m., and January 7 from 9:00 a.m. to noon.
The Messaging and Internet Center, which will facilitate electronic communication among attendees and also make finding them easier, will be located in the Marriott's Marquis Ballroom Salon 1. Messages will also be available on the Internet through a password-protected login.
—Sharon K. Tune is the Convention Director of the AHA.