2008 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 4 through December XX, 2007. The AHA has reserved substantial blocks of rooms at three downtown hotels, all within walking distance: the Marriott Wardman Park (headquarters), the Omni-Shoreham Hotel, and the Hilton Washington. In addition, a shuttle will operate between the Marriott and the Hilton. Rates will be honored three days before and after the actual meeting dates of January 3 –6, 2008, based upon availability at the time the reservation is made (see rate chart and map). Reservations may be made online, by completing the housing form in the September issue of Perspectives, or calling the hotels directly.

  • Is a deposit required?

TRUE FOR 2008? 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 after December 14, 2006, following the transfer of reservations to the individual hotels.


  • When will I get my hotel reservation confirmation?

INFO FOR 2008 Confirmation will be sent via e-mail or fax. 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. Room reservations made by phone are confirmed immediately with an acknowledgement number. 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 866-799-8927.


  • When should I make my hotel reservations?

    The housing bureau will accept reservations between September 4 and December XX, 2007. PLEASE NOTE that the AHA cannot guarantee that rooms will be available in your first-choice hotel through December XX .

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

    UPDATE FOR 2008 Reservations can be modified or cancelled through the housing bureau by telephone, fax, or e-mail through December XX, 2006. 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. 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 a $25 processing fee.   Reservations canceled within 72 hours of arrival date are subject 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 XX. 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 walking distance of one another.

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

    HOW WILL THIS WORK FOR 2008? 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, 2006.

  • I’m having problems making a reservation. What do I do?

    If you have been unable to resolve the issue by contacting the hotels, 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?

    INFO FOR 2008 Reservations for suites can be made by calling the hotels at XXX, DATES, NUMBERS. Suites reserved through that hotels 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 hotel 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 an interview room 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 interview rooms 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 hotels to rent a suite as guest accommodation. Job Register interview rooms are available on a first-come, first-served basis. The reservation deadline is November XX, 2007. Job Register suites generally sell out before this date, so please submit your reservation forms as early as possible.

About travel to and in Washington, D.C.

  • Is there an airfare discount?

    Association Travel Concepts, the official travel agency for the annual meeting, has negotiated discounts with United Airlines, American Airlines, Amtrak, 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 (note that cabs in the District operate by zones rather than meters)

    Van service

    Those arriving at National Airport or Union Station can reach the hotels by Metro

About preregistering/registering for the meeting

  • How do I register for the annual meeting?

    The preregistration web site will become active September 17. Registration forms also appeared in the September issue of Perspectives. A copy of the form will be included with the program, which will be mailed to members in late October. Please note that preregistration for the 2008 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 17 and December XX. Fees: (GOING UP FOR 2008?) Members $90; Nonmembers $110; Student Member $55; Student Nonmember $65; Unemployed $55; Precollegiate Teacher $25; 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 Marriott's Marriott Ballroom Salon III, 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 Marriott's Marriott Ballroom Salon III.

  • 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. The online system will automatically those who try to register for a second time.

  • 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 the attention of the Business Office 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 XX, 2007. Refunds are subject to a $10 processing fee.

  • Can I register at the meeting?

    Yes, registration will be located in the Marriott's Marriott Ballroom Salon III. On-site registration fees will be: (GOING UP FOR 2008?) Members $105; Nonmembers $125; Student /Unemployed $60; Student Nonmember $70; Precollegiate Teacher $30.

  • 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, Job Register, and messaging system.

  • 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 D.C. area teacher interested in earning professional development credit for attending the meeting. Where can I get additional information?

    The AHA has contacted local education departments about the possibility of offering professional development credit. Further information will be posted online as it becomes available.

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 will be located in the Marriott's Atrium Foyer; interview tables and c.v. collection will be located in the Marriott's Exhibit Hall C.

  • When will the Job Register be open?

    Job Register hours are:

    • 12:30 to 6:00 p.m. on Thursday, January 3 (prearranged interviews only)
    • 9:00 a.m. to 6:00 p.m. on Friday, January 4
    • 9:00 a.m. to 6:00 p.m. on Saturday, January 5
    • 9:00 a.m. to 12:00 p.m. on Sunday, January 6

    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 Marriott Ballroom Salon III.

  • 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 XXth.

  • My institution is reserving a suite through a hotel, 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 Marriott. Since suite inventory is limited, you should choose a hotel based on rates and availability.

    For information on SUITE arrangements, either through the hotels 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 Job Market 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 4 at 9:30 a.m. in the Omni's Blue Room. Participants will have the chance to discuss the hiring process with volunteers employed at a variety of different institutions.

About the Exhibit Hall

  • Where will the Exhibit Hall be located?

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

  • When will the exhibit hall be open?

    The exhibit hall will be open:

    • 3:00 to 7:00 p.m. on Thursday, January 3
    • 9:00 a.m. to 6:00 p.m. on Friday, January 4
    • 9:00 a.m. to 6:00 p.m. on Saturday, January 5
    • 9:00 a.m. to 12:00 p.m. on Sunday, January 6

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 Exhibit Hall C. The system will also be accessible online via the AHA's annual meeting web page. 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 Exhibit Hall C. 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 at the Marriott's convention registration desk) can post messages for registered attendees on the electronic messaging system.

About accommodations for persons with disabilities

  • What are the arrangements for persons with disabilities?

    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 advise the hotel about specific needs when making a reservation. They should also check the box on the preregistration form indicating access needs, and someone will contact them to determine specific needs.

  • How do I arrange for a sign 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 1, 2007. After reviewing the program, but not later than December 1, 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 1, 2007.

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?

    Press kits will be mailed in mid-December. E-mail Elisabeth Grant to be placed on the mailing list.The press office will be located in the Marriott's Room 8228.

  • How do reporters obtain a press badge?

Please see the AHA's press policy.


  • 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. See the AHA's press policy for details.

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 the Marriott's convention registration desk) 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 5 at 4:45 p.m. in the Marriott's Marriott Ballroom Salon I.

  • 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?

    It would be best to e-mail the author directly to request a copy. The AHA does not post annual meeting papers online, except for sessions identified as "precirculated paper" sessions in the program. These papers are taken down after the meeting.

      
  • Proquest (previously known as UMI and Bell & Howell) compiles The Proceedings of the American Historical Assoiation on microfilm. Participation is voluntary, so not every paper will be available. You may be able to obtain microfilm copies of the Proceedings from Proquest.       
  • 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 at the meeting hotels after January 2, so for last-minute problems, please contact the Headquarters Office located at the convention registration desk on the first floor of the Marriott. Staff will not have regular access to their e-mail during the annual meeting.



Last Updated: August 2, 2007 12:31 PM