Annual Meeting Frequently Asked Questions (FAQ)

125th Annual Meeting

January 6-9, 2011
Boston, Mass.

 

 

About hotel accommodations

  • How do I make my hotel reservation?

    For the 2011 meeting, the AHA has combined the registration and hotel reservation process. At the end of the preregistration process, attendees will be directed to the housing web site, which will permit online reservations or provide telephone numbers to call the housing service.  Attendees can also make a hotel reservation later. After preregistering, attendees will receive an acknowledgment of preregistration that will include a section called “Hotel Accommodations.”  This will provide a link to the housing service’s web site and include U.S. toll-free and international telephone numbers.  Only Annual Meeting attendees who have first completed the meeting registration process will be permitted to make hotel reservations at the AHA’s meeting rates, and the housing service and the online form will require attendees to supply their badge number (which will be included in the meeting preregistration confirmation). This process is designed to ensure that the deeply discounted AHA meeting rates are reserved for those who support the Annual Meeting—its attendees and exhibitors—and not for tourists who want to book a room in Boston.

    The AHA has reserved substantial blocks of rooms at four downtown hotels, all within walking distance: the Boston Marriott Copley Place (headquarters), the Sheraton Boston (co-headquarters), the Westin Copley Place Boston, and the Boston Park Plaza. Rates will be honored three days before and after the meeting dates of January 6–9, 2011, based upon availability at the time the reservation is made (rates and details are available on the annual meeting web site). Cut-off for hotel reservations is December 16, 2010 for the Westin Copley Place, and December 20, 2010 for the Boston Marriott Copley Place, Sheraton Boston, and Boston Park Plaza.

     There is a housing service for the 2011 meeting so attendees should not contact the hotels directly.

  • Is a deposit required?

    All hotels require a credit card guarantee.  Major credit cards (MasterCard, Diners Club, Visa, American Express and Discover) are accepted. If payment is to be by check, hotels require a deposit of one night's room and tax.

  • When will I get my hotel reservation confirmation?

    Reservations made by phone are confirmed immediately with a confirmation number, and an e-mail confirmation can be sent upon request. Online reservations are confirmed via e-mail.

  • When should I make my hotel reservations?

    The hotels will accept reservations between September 15 and December 16, 2010 for the Westin Copley Place, and December 20, 2010 for the Boston Marriott Copley Place, Sheraton Boston, and Boston Park Plaza. Please note that the AHA cannot guarantee that rooms will be available in your first-choice hotel through December 20.

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

    Reservations can be modified or cancelled until the deadline specified by the hotel. Before December 16, 2010 for the Westin Copley Place, and December 20, 2010 for the Boston Marriott Copley Place, Sheraton Boston, and Boston Park Plaza, contact the housing bureau to modify your reservation. After December 20 contact the hotels directly. You must obtain a cancellation number or you will be billed for the first night's room and taxes. All four hotels have a deadline of 72 hours prior to the reserved arrival date.

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

    Reservations are made on a first come, first served basis. Although substantial blocks of rooms have been set aside, rooms may sell out at a particular hotel before December 20.  The AHA will work with the hotels to add rooms to the housing block, but you may need to select a different hotel. Updated availability information will be included in the housing information forwarded to those who register for the meeting. All of the meeting hotels are within walking distance of one another.

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

    You will need to register for the meeting before you can receive the discounted AHA meeting hotel rates. If you are a member please go to the AHA’s login web page and if you are a nonmember you can go to the general registration web page. Follow the link to register for the meeting or call Convention Data Services at 508-743-0510. After you have registered for the meeting, you will receive a link to register for housing. If you are still having trouble please feel free to contact Executive Office Assistant Matthew Keough, 202-544-2422 ext. 100.

  • How do I reserve a suite?

    After preregistering for the Annual Meeting, attendees can make a suite reservation via e-mail or fax. Contact information will be included with the registration confirmation.

    Please note that the Job Center 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 Center facilities. Please note: you should advise the hotel on check-in 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 Center staff of your room number—otherwise we cannot direct candidates to your location.

    If your institution does not need an interview suite for the entire meeting, you can reserve an interview room through the AHA’s Job Center. Complete information on the Job Center will be posted on the AHA web site no later than October 15. The AHA rents Job Center 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 reserve only one room for two half days or one full day and/or one table for the entire meeting. Requests for additional time will be placed on a waiting list, which will be filled after the reservation deadline. Job Center interview rooms are available on a first-come, first-served basis. The reservation deadline is November 15, 2010. Job Center suites generally sell out before this date, so please submit your reservation forms as early as possible.

     

About travel to and in Boston

  • Is there an airfare or train discount?

    Association Travel Concepts, the official travel agency for the annual meeting, has negotiated discounts with American Airlines, United Airlines, Amtrak, Hertz 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, van service, or public transportation. See the annual meeting web site for details.

     

 

About preregistering/registering for the meeting

  • How do I register for the annual meeting?

    You may preregister online or using the preregistration forms published in the September and October issues of Perspectives on History. Please note that preregistration for the 2011 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.

    Preregistrations will be processed between September 15 and December 22. Fees: Members $157; Nonmembers $178; Student Member $76; Student Nonmember $87; Retired/Unemployed $76; Precollegiate Teacher $38; 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. Registration will switch to onsite pricing on December 23.

  • 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, you should receive an e-mail confirmation within 5 to 10 business days. You can also log in to the Registration Resource Center on the AHA web site to print a confirmation. 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 counter, located on the Hynes Convention Center's Cafeteria Room, 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 hours in the Hynes Convention Center's Cafeteria Room.

  • 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, or e-mail aha@xpressreg.net.  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 flag those who try to register for a second time.

  • Can I add a tour or meal ticket to my registration?

    Call 508-743-0510 to add a tour or meal ticket to an existing registration.

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

    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 22, 2010. Refunds will be processed less a $20 administration fee. No refunds will be issued for requests postmarked or e-mailed after December 22, 2010. Refunds will not be given for no-shows. Cancellations and refund requests should be submitted to American Historical Association, Business Office, 400 A St SE, Washington DC 20003 or e-mailed to Scott Sobelman. 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.

  • Can I register at the meeting?

    Yes, registration will be located in the Hynes Convention Center's Cafeteria Room. Onsite registration fees will be: Members $184; Nonmembers $206; Student Member $81; Student Nonmember $92; Unemployed/Retired $81; Precollegiate Teacher $43.

  • 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 Center.

  • 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 badge number to make a hotel reservation and the badge itself to access to the exhibit hall, Job Center, and messaging system.

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

    Yes, $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 Executive Office Assistant Matthew Keough at (202)544-2422 x100.

 

About the program for the meeting

  • When will I get my program?

    The program will be mailed to members and posted online in mid- to late October. Programs are mailed at book rate and can take two to three weeks to reach the west coast. Nonmembers can request a copy of the program when they check in at the meeting. Extra copies of the program are available for $10 from the AHA Publication Sales Shop.

 

About the Job Center

  • Where will the Job Center be located?

    The Job Center will be located in the Hynes Convention Center, Ballroom A.

  • When will the Job Center be open?

    Job Center hours are:

    • 12:30 to 6:00 p.m.on Thursday, January 6 (prearranged interviews only)
    • 9:00 a.m. to 6:00 p.m. on Friday, January 7
    • 9:00 a.m. to 6:00 p.m. on Saturday, January 8
    • 9:00 a.m. to 12:00 p.m. on Sunday, January 9

    No exceptions will be made to stated times. Access to the Job Center requires an AHA registration badge. Please allow plenty of time to pick up your badge at the counters located in the Cafeteria Room. As these times may change, the specific notices must be consulted.

  • 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 Center can be found in the October issue of Perspectives on History. Reservation forms will be posted on the web site on October 15th.

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

    All of the meeting hotels are located within walking distance of the Job Center, which will be located in the Hynes Convention Center. The Sheraton, Marriott, and Westin are adjacent to the Prudential Center and Copley Place malls and connected to the Hynes by climate-controlled walkways. 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 Center, 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 Center will be published in the October issue of Perspectives on History.

    Candidates may wish to consult the many excellent articles on interviewing at the Job Center, 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 Graduate and Early Career Committee, and the Coordinating Council for Women in History, will take place on Friday, January 7 at 9:30 a.m. in the Marriott's Grand Ballroom Salon E. 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 Hynes Convention Center'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 6
    • 9:00 a.m. to 6:00 p.m. on Friday, January 7
    • 9:00 a.m. to 6:00 p.m. on Saturday, January 8
    • 9:00 a.m. to 12:00 p.m. on Sunday, January 9

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 will employ an electronic messaging system to allow everyone registered for the meeting to communicate. The system will also be accessible online via the AHA's annual meeting web page. Attendees will be able to sign up to receve a text message or e-mail alert when they have a new message. A limited number of terminals will be available in the Hynes Convention Center's Ballroom A during Job Center hours. Please note that access and usage requires meeting registration.

  • Will there be Internet access at the meeting?

    There will be a few terminals with Internet access located in the Hynes Convention Center's Ballroom A. Please limit your use when others are waiting. Please note that access and usage requires meeting registration. Free wireless internet services are available throughout the meeting rooms, lobbies, and exhibit hall at the Hynes Convention Center. Connect to "BCEC" or "Hynes Wireless Network." Wireless access is also available on the first and second floors of the Boston Marriott and the lobby of the Sheraton Boston.

  • 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 the Hynes Convention Center's Show Office Main Lobby) 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 on History 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, 2010. 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, 2010.

 

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 news magazine. 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 Hynes Convention Center's Room 107.

  • 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 will need to obtain approval and signatures from panel members, using the Association’s “Permission to Record Session” form. This permission can be obtained on-site, immediately prior to the session, but we encourage journalists to obtain this permission earlier. Original signed copies of the permission forms must be dropped off at the AHA headquarters office before the conclusion of the Annual Meeting (no later than 12 noon on Sunday). 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 in the Hynes Show Office Main Lobby) 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 8 at 4:45 p.m. in the Hynes Convention Center's Room 207.

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

    There will be several 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 other locations. 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.

  • 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 4, so for last-minute problems, please contact the headquarters office located on the Hynes Show Office Main Lobby.  Staff will not have regular access to their e-mail during the annual meeting.



Last Updated: December 6, 2010 4:23 PM