Making Arrangements for the 2009 Annual Meeting
Sharon K. Tune, November 2008
The Program for the 123rd Annual Meeting of the American Historical Association, scheduled to be held January 2–5, 2009, in New York, was mailed to members in October. The program is also online at the AHA’s web site, at www.historians.org/annual/program.cfm.
The meeting preregistration form was included in the print versions of the September and October 2008 issues of Perspectives on History. Members and nonmembers can (and are, indeed, encouraged to) preregister online. Attendees must preregister to reserve accommodation at the meeting rates. Preregistration must be completed no later than Friday, December 19. After this date, onsite registration rates will be assessed.
The AHA has reserved blocks of rooms at four hotels: The Hilton New York (headquarters), the Sheraton New York (co-headquarters), the Waldorf=Astoria, and the Doubletree Guest Suites Times Square. All these hotels are located in midtown Manhattan and are within walking distance of each other. The block at the Waldorf=Astoria has sold out.
Rates at the Hilton and Sheraton are $129 single and double and the rate at the Doubletree is $199. All rooms and suites are subject to city and state occupancy taxes, currently 13.375 percent plus $3.50 occupancy tax per room, per night. Although the discounted rates are in effect three days before and after the meeting dates of January 2–5, 2009, much of the limited inventory has already sold out so attendees should check availability with the selected hotel.
Standard Room Reservations: Once preregistered, attendees will be provided with information to make a standard room reservation directly with hotels, via telephone or the internet (through customized links, and with AHA rates automatically provided).
Suite Reservations: As of October 3, suite inventory has sold out at the Hilton and Sheraton. (To make changes or cancel a previously made suite reservation at these hotels, call the number provided in the confirmation). For a suite at the Doubletree, consult housing information provided with your meeting registration confirmation.
For standard rooms and suites, see the AHA’s web site for information on each hotel’s deposit or guarantee requirements as well as information on acknowledgement of new reservations, modifications, and cancellations. The cutoff date for the AHA’s official block at the Hilton and Sheraton is December 12, 2008, and for the Doubletree December 3, 2008. After this date, remaining inventory in each hotel’s block will be released and rooms will be available at the AHA’s meeting rates on a space-available basis at the time of reservation. If all hotels sell out, the AHA will try to secure additional hotel rooms.
Association Travel Concepts (ATC) is the official travel agency for the annual meeting and can book air or train fares and car rental. There are three New York City area airports: John F. Kennedy International Airport (JFK), Newark Liberty International Airport (EWR), and LaGuardia Airport (LGA). Those traveling by train will arrive at Penn Station, at Eighth Avenue and 31st Street in midtown Manhattan. Airfare, train, and car rental discounts apply for travel Tuesday, December 30, 2008 through Friday, January 8, 2009. Attendees can contact ATC between 8:30 a.m. until 8:00 p.m. EST, Monday through Friday. Fares can be booked with ATC online at www.atcmeetings.com or by e-mail email@example.com. Discounted fares and rentals are also available by contacting carriers directly: American (ID Number A6819AL; 800-433-1790; discount cannot be used on American’s web site), Amtrak (Convention Fare Code X72T-942; 800-872-7245), Avis (ID number J952801; 800-331-1600), and Enterprise (ID number 32H7476; 800-593-0505).
—Sharon K. Tune is convention director for the American Historical Association.