2006 Annual Meeting Frequently Asked Questions (FAQ)

 

About hotel accommodations

  •  How do I make my hotel reservation?

    Housing for the AHA Annual Meeting is open from September 6 through December 14, 2005. The AHA has reserved substantial blocks of rooms at eight downtown hotels, all within walking distance: Philadelphia Marriott (headquarters), Loews Philadelphia (co-headquarters), Courtyard Philadelphia Downtown, Doubletree Phliadelphia, Hilton Garden Inn, Wyndham Franklin Plaza, Hampton Inn, and Holiday Inn Express. Rates range from $93 to $99 single and from $95 to $109 double (plus 14 percent per room, per night taxes). Rates will be honored three days before and after the actual meeting dates of January 5 –8, 2006, based upon availability at the time the reservation is made (see rate chart and map). Reservations may be made online through the housing bureau, or by completing the housing form in the September issue of Perspectives and mailing or faxing to the bureau; do not call the hotels directly.

  • Is a deposit required?

A deposit is required for all reservations. For standard room reservations, the deposit is $125 per room. Deposits can be paid by credit card or by check payment. Checks should be mailed with the housing form. If payment is to be be credit card, the card will be billed immediately.


  • When will I get my hotel reservation confirmation?

Confirmation will be sent via e-mail, fax, or mail. For mailed or faxed forms, the housing bureau will send a confirmation of all new reservations, modifications, and cancellations no later than 72 hours of processing reservations. For Internet and phone reservations, confirmation numbers are provided immediately. Please note that the hotels will not send a separate confirmation. If you are concerned that your reservation has not been processed, please contact the housing bureau by phone at 800-650-6835.


  • When should I make my hotel reservations?

    The housing bureau will accept reservations between September 6 and December 14, 2005. PLEASE NOTE that the AHA cannot guarantee that rooms will be available in your first-choice hotel through December 14.

  • What if my plans change after I make my reservation?

    Reservations can be modified or cancelled by calling the housing bureau at 800-650-6835 through December 14, 2005. Reservations can be canceled prior to the December 14 cutoff date without penalty and will be refunded by the same method of payment used to pay the deposit. Beginning December 19, attendees who wish to cancel must contact the hotel directly.   Reservations canceled after December 14 but prior to 72 hours of arrival will be subject to an $18 processing fee.   Reservations canceled within 72 hours of arrival date are subjet to forfeiture of the entire amount of the deposit.

  • Why didn’t I get a room in my first-choice hotel?

    Reservations are made on a first come, first served basis. Although a substantial block of rooms has been set aside at each hotel, rooms may sell out at a particular hotel before December 14. The AHA will work with the hotels to add rooms to the housing block, but you may need to select a different hotel. All of the meeting hotels are within a short walking distance of one another.

  • Why doesn’t the front desk at the hotel have any information about my reservation?

    PLEASE DIRECT ALL QUESTIONS ABOUT YOUR RESERVATION TO THE HOUSING BUREAU, which keeps track of all reservations. The desk staff at the hotel will not have the information needed to help you until the housing bureau turns the reservation information over to the hotel after December 19, 2005.

  • I’m having problems with the housing bureau. What do I do?

    If you have been unable to resolve the issue by contacting the housing bureau by phone at 800-650-6835, feel free to contact convention assistant Debbie Ann Doyle, who will work with the housing manager to address the issue.

  • How do I reserve a suite?

    Reservations for suites can be made through the call center, Internet, or the housing form. Suites reserved through that housing bureau are for overnight guest accommodation, though the parlor may be used for interviewing.

    Please note that the Job Register will now provide services to institutions interviewing in privately arranged suites. To take part in this arrangement, you must agree to comply with the AHA's guidelines for interviews in non-Job Register facilities. PLEASE NOTE: you should advise the housing bureau when the reservation is made that you will be interviewing in the suite, and thus will require extra chairs, early housekeeping service, etc. Advance notice will ensure that the hotels have staff on hand to comply with your requests. After you check in, PLEASE NOTIFY THE JOB REGISTER STAFF of your room number—otherwise we cannot direct candidates to your location.

    If your institution does not need a suite for the entire meeting for interviewing, you can reserve a suite through the AHA’s Job Register staff. Complete information on the Job Register will be posted on the AHA web site no later than October 15. The AHA rents Job Register suites to institutions in one-half day (8:00 a.m.–12 noon and 1:00–5:00 p.m.) increments. Please note that due to space limitations the AHA must limit each institution to two one-half day time periods. Institutions that need to schedule interviews for more than two one-half day time periods should contact the housing bureau to rent a suite as guest accommodation. Job Register suites are available on a first-come, first-served basis. The reservation deadline is November 15, 2005. Job Register suites generally sell out before this date, so please submit your reservation forms as early as possible.

About travel to and in Philadelphia

  • Is there an airfare discount?

    Travel discounts of from 10 to 15% on United Airlines, US Airways, and American Airlines are available through Association Travel Concepts, the official travel agency for the annual meeting. The travel agency has also negoitiated a 10% discount with Amtrak and discounts of up to 25% off regular rates with Avis Rent A Car and Enterprise Rent-a-Car.

  • How do I get from the airport and train station to the hotels?

    Annual meeting attendees can reach downtown hotels by

    • Taxi ($25 flat rate from the airport to center city, approximately $6 from the train station),


    • Southeastern Pennsylvania Transportation Authority's (SEPTA) R1 Airpot Line commuter train travels from the airport to Amtrak's 3oth Street Station or the Market East Station (with direct entrance to the Philadelphia Marriott) in 20 minutes ($5.50 one way),

    • SEPTA trains run between Amtrak's 30th Street Station and the Market East Station (with direct entrance to the Philadelphia Marriott)

About preregistering/registering for the meeting

  • How do I register for the annual meeting?

    The preregistration web site will be active after September 23. Registration forms will appear in the September issue of Perspectives. A copy of the form will be included with the program, which will be mailed to members in mid-October. Please note that preregistration for the 2006 meeting will be handled by a processing service and forms should be sent to the address shown on the form and not to the AHA.

    Pre-registrations will be processed between September 23 and January 4. Fees: Members $75; Nonmembers $95; Student Member $45; Student Nonmember $55; Unemployed $45; Precollegiate Teacher $20; Precollegiate Teacher/Student Group (teacher and five students, available preregistration only) $50; Collegiate Teacher/Student Group (teacher and five students, available preregistration only) $100. To receive confirmation, please supply a valid e-mail address.

  • What counts as evidence of status for students?

    A copy of a student ID or transcript counts as evidence of student status.

  • What counts as evidence of status for pre-collegiate teachers?

    Pre-collegiate teachers should enclose a copy of an ID, business card, letter on school stationary, or a copy of a pay stub. Teachers may black out any confidential information.

  • What if I don’t receive confirmation?

    If you register online, you will receive an automatic confirmation. If you register by mail or fax, you should receive an e-mail confirmation within 5 to 10 business days. Your credit card bill or cancelled check counts as registration confirmation.

  • I preregistered for the meeting. Is there anything else I need to do?

    Stop by the preregistration desk, located in the Philadelphia Marriott's Liberty Ballroom, to pick up your badge and other meeting materials.

  • Why hasn’t my badge come in the mail?

    Badges are not mailed in advance. Meeting materials will be distributed during regular registration hour at the booths designated for preregistrants, located in the Philadelphia Marriott's Liberty Ballroom.

  • What if I have a problem with preregistration?

    Please note that preregistration is handled by a processing service and not by the AHA staff. If you have a problem or question, call Convention Data Services (CDS) at 508-743-0510.  If CDS cannot help, e-mail the AHA and staff will work with the contractor to resolve the issue.

  • Did I register for the meeting?

    Please print and save your registration confirmation if you register on line, or retain a copy of mailed or faxed registration forms. There can be a considerable time delay before processed preregistrations appear in the AHA’s membership database, so AHA staff may not be able to confirm the status of your registration by phone.

  • Can I get a refund if I cannot attend the meeting?

    Refund requests must be submitted in writing, accompanied by a copy of the preregistration form. Proof of payment (copies of front and back of canceled check or copy of credit card statement) may also be required. Mail refund requests to Elizabeth Thomas at the American Historical Association, 400 A Street SE, Washington DC 20003-3807 or fax 202-544-8307. All refund requests must be postmarked by December 23, 2005. Refunds are subject to a $10 processing fee.

  • Can I register at the meeting?

    Yes, registration will be located in the Philadelphia Marriott's Liberty Ballroom. On-site registration fees will be: Members $90; Nonmembers $110; Student /Unemployed $50; Student Nonmember $60; Precollegiate Teacher $25.

  • Must speakers and presenters on the AHA program register for the meeting?

    Yes, all attendees must register for the meeting.

  • Is there a guest or spousal registration rate or discount?

    No. Given the high cost of organizing and staging the annual meeting, the AHA Council has determined that is not financially possible to provide discounted or gratis guest or spousal registration. Guests of members are, of course, welcome to attend AHA sponsored events and receptions, including the awards ceremony, as well as the presidential address and the reception that follows, and most sessions. Registration badges will be required, however, to use AHA’s professional services, including the messaging system, the Internet center, the exhibit hall, and the Job Register.

  • I’m attending only affiliated society sessions. Do I have to register for the meeting?

    Yes, the AHA requests that all attendees register for the annual meeting. You will need your registration badge for access to the exhibit hall and the electronic two-way messaging service.

  • Is there a group discount for high school or college history students?

    $50 for high school teachers and $100 for undergraduate teachers. Teachers may preregister themselves and up to five accompanying students. Special badges will be provided upon check-in at the meeting. Teacher/Student Group registration is only available through preregistration.

  • I’m a high school teacher and I need to submit cost estimates to my school well in advance of the meeting. Whom should I contact?

    Contact convention assistant Debbie Ann Doyle at (202)544-2422 x104.

  • I am a Pennsylvania teacher interested in earning professional development credit for attending the meeting. Where can I get additional information?

    Contact Miriam Hauss at (202)544-2422 x103 for for additional information about obtaining professional development credit through the Pennsylvania Department of Education.

About the program for the meeting

  • When will I get my program?

    The program will be mailed to members and available online in mid-to-late October. Nonmembers can pick up a copy of the program when they check in at the meeting. Extra copies of the program are available for $7 from the AHA publication sales office; contact (202)544-2422 x108.

About the Job Register

  • Where will the Job Register be located?

    The Job Register information desk, c.v. collection, and interview tables will be located in Grand Ballroom Salons F, G, & H at the Philadelphia Marriott.

  • When will the Job Register be open?

    Job Register hours are:

    • 2:00 to 6:00 p.m. on Thursday, January5, (prearranged interviews only)
    • 9:00 a.m. to 6:00 p.m. on Friday, January 6
    • 9:00 a.m. to 6:00 p.m. on Saturday, January 7
    • 9:00 a.m. to 12:00 p.m. on Sunday, January 8

    No exceptions will be made to stated times. Access to the Job Register requires an AHA registration badge. Please allow plenty of time to pick up your badge at the booths located in the Marriott's Liberty Ballroom.

  • I am the chair of a search committee. How do we arrange to interview job candidates at the annual meeting?

    Complete information on the Job Register can be found in the October issue of Perspectives. Reservation forms will be posted on the web site on October 15th.

  • My institution is reserving a suite through the housing bureau, and we want to be close to the Job Register. Which hotel should we choose?

    All of the meeting hotels are located within walking distance of the Job Register, which will be located in the Philadelphia Marriott. Since suite inventory is limited, you should choose a hotel based on rates and availability.

    For information on SUITE arrangements, either through the housing bureau or the Job Register, see “How do I reserve a suite?”

  • This is my first year on the job market. How do I prepare?

Complete information on the Job Register will be published in the October issue of Perspectives.

Candidates may wish to consult the many excellent articles on interviewing at the Job Register, including

There will be an interview workshop at the annual meeting for scholars entering the job market. “Interviewing in the JobMarket in the Twenty-First Century,” co-sponsored by the AHA Professional Division, the AHA Committee for Graduate Students, and the Coordinating Council for Women in History, will take place on Friday, January 6 at 9:30 a.m. in the Loews Philadelphia Regency Ballroom Section B. Participants will have the chance to discuss the hiring process with volunteers employed at a variety of different institutions. In addition, on Saturday, January 7 at 9:30 a.m. the AHA Committee for Graduate Students will sponsor "How Can I Improve My C.V. for the Job Market? An Interactive Workshop" in the Loews Regency Ballroom Section A.

About the Exhibit Hall

  • Where will the Exhibit Hall be located?

    The exhibit hall will be located in the Marriott's Franklin Hall.

  • When will the exhibit hall be open?

    The exhibit hall will be open:

    • 3:00 to 7:00 p.m. on Thursday, January5
    • 9:00 a.m. to 6:00 p.m. on Friday, January 6
    • 9:00 a.m. to 6:00 p.m. on Saturday, January 7
    • 9:00 a.m. to 12:00 p.m. on Sunday, January 8

Admission to the exhibit hall requires an AHA registration badge.

About communication during the meeting

  • How do I use the two-way messaging system?

    The AHA has replaced the traditional locator file and message boards with an easy-to-use electronic two-way messaging system. Terminals will be located in the Marriott's Grand Ballroom Salon E. Large monitors will display the names of persons with messages waiting for them. Persons with messages waiting will be able to log in at any available terminal using a password that will be printed on registration badges. Each terminal will have all the simple instructions necessary to exchange messages with other registered conference attendees. There will be a manned station where participants can get assistance with the system or have their messages printed out. Please note that access and usage requires meeting registration and a discrete number noted on meeting badge.

  • Will there be Internet access at the meeting?

    There will be a few terminals with Internet access located in the Marriott's Grand Ballroom Salon E. Please limit your use when others are waiting. Please note that access and usage requires meeting registration and a discrete number noted on meeting badge.

  • Will I be able to check my e-mail from the meeting?

    You may access your e-mail from the Internet terminals. Please note that some colleges and universities employ firewalls that may prevent you from connecting from outside the network. This is especially common for those using the Telnet protocol. AHA staff will not be able to assist you if this occurs.

  • How can people reach me in an emergency?

    It is best to notify friends and relatives where you are staying and give them your cell phone number or the phone number of your hotel. However, in an emergency the staff of the AHA headquarters office (located in Registration 1 at the Marriott) can post messages for registered attendees on the electronic messaging system.

About arrangements for persons with special access needs

  • What are the arrangements for persons with special access needs?

    The meeting hotels comply with the regulations and guidelines of the Americans with Disabilities Act. See the program or the October issue of Perspectives for details. Attendees should inform the housing bureau of their access needs when making a reservation. They should also include a note with the preregistration form indicating any access needs to attend sessions and other meeting events.

  • I am hearing impaired. How do I arrange for an interpreter?

    Hearing-impaired members who will need sign-interpreting service at the AHA annual meeting must register for the meeting and contact the AHA staff by December 3, 2005. After reviewing the program, but not later than December 3, members who have made such requests should inform headquarters of the sessions they plan to attend. The AHA will secure the services of appropriate interpreters and assume the cost for up to nine hours of interpreting service or a maximum of $400 per member, whichever is less. If a member so requests, an interpreter will also be provided for the General Meeting and the Business Meeting. Please contact convention director Sharon Tune by December 3, 2004.

About childcare

  • Will there be childcare available at the meeting?

    Contact information for local childcare providers will be listed in the front of the program and in fall issues of the newsletter. The AHA provides the names of childcare suppliers as a service to members who may be interested, but the AHA assumes no responsibility for their performance, licensing, insurance, and so on. The companies note that they are fully insured, licensed, and bonded, and will make arrangements to provide childcare in the client’s hotel room or elsewhere. Parents should call directly to make arrangements in advance.

About press coverage for the meeting

  • Who should reporters contact for information about the annual meeting?

    Members of the media should contact Miriam Hauss at (202)544-2422 x 103. Press kits will be mailed in mid-December. The press office will be located in the Marriott's Room 501.

  • How do reporters obtain a press badge?

Representatives of local or national newspapers (including local student newspapers); reporters for wire services; TV and radio reporters, producers, and crews; and representatives of news-oriented web sites are eligible for press badges. Reporters must sign in in the press room located in the Marriott's Room 501, which is open from 12 p.m. to 6 p.m. Thursday, January 5; from 8:00 a.m. to 6:00 p.m. Friday, January 6 and Saturday, January 7; and from 8:30 a.m. to 2:00 p.m. Sunday, January 8.  Individuals requesting press badges will be required to show proof of press status.


  • How do reporters request permission to film or record a session?

Journalists must get permission from everyone on a panel if to transmit a live video or audio feed of a session. The AHA does not have an official release for granting permission to record sessions. Instead, journalists should contact the chair of the session and ask the chair to secure permission from the panelists.

General/miscellaneous

  • My alma mater usually holds a reception for alumni. How can I find out where it will be held?

    Except for “open” receptions sponsored by the AHA or one of its affiliated societies, organizers are responsible for distributing invitations to receptions. The staff of the AHA headquarters office (located at Registration 1 at the Marriott) will have a list of most catered events scheduled during the meeting. However, some small private receptions are not included on this list.

  • Who can attend the AHA Business Meeting?

    All members are welcome to attend the business meeting, at which the AHA Council, divisions and committees will report to the Association. The meeting will take place on Saturday, January 7 at 4:45 p.m. in the Marriott's Grand Ballroom Salon D.

  • Can I display information about an upcoming conference or event at the annual meeting?

    There are several “grab bag” tables near the registration area where groups can leave information that might be of interest to participants. Due to fire code regulations and the AHA’s contract with the hotels, posters and display tables are not permitted. In keeping with the educational nature of the meeting, the AHA asks that you not distribute partisan political literature.

  • How can I get a copy of a paper presented at the annual meeting?

    Proquest (previously known as UMI and Bell & Howell) compiles The Proceedings of the American Historical Association on microfilm. Participation is voluntary, so not every paper will be available.

    Microfilming is usually completed by the summer after the meeting. At that time, papers will be available for purchase, both collectively and individually, under reference #10485. For information on ordering microfilm and xeroxographic copies of the Proceedings, please address inquiries to: Order Fulfillment, Proquest, 300 North Zeeb Road, Ann Arbor, MI 48106 or consult www.chadwyck.com.

    The AHA is not currently posting annual meeting papers online, except for sessions identified as "precirculated paper" sessions in the program.

  • When will the papers for precirculated paper sessions be online?

Precirculated papers are due to the AHA by December 1 and will be available online shortly thereafter.  Papers will be linked to the session listing on the electronic program.


  • Who can answer last-minute questions?

    Most AHA staff members will be in Philadelphia after January 3, so for last-minute problems, please contact the Headquarters Office located in Registration 1 at the Marriott.
    Staff will not have access to their e-mail during the annual meeting.



Last Updated: March 3, 2008 3:45 PM