Helpful Reminders for Planning Your Trip to Boston for the 125th Annual Meeting
Sharon K. Tune, October 2010
Advance Meeting Registration
Members planning to attend the AHA’s 125th annual meeting to be held January 6–9, 2011, in Boston, can now preregister online (the easiest and preferred method). Registration forms may also be mailed or faxed with the requisite payment, but to the address/fax number on the form and not to the AHA. Advance registration must be received by midnight on Friday, December 22, 2010. Preregistrants will receive an e-mail confirmation with a badge number (which will be needed for making hotel reservations). Badges will be distributed at the meeting.
Refund Policy: Advance registrants who are unable to attend the meeting may request a refund of their registration fee. Cancellations and refund requests should be submitted in writing and postmarked (or e-mailed) by December 22, 2010. Refunds will be processed less a $20 administration fee. Refunds will not be given for no-shows. Cancellations and refund requests should be submitted to the American Historical Association, Business Office, 400 A Street SE, Washington, DC 20003 or e-mailed to firstname.lastname@example.org. Faxed refund requests will not be accepted. Proof of payment—copies of front and back of cancelled check or copy of credit card statement—may also be required.
Blocks of rooms have been reserved at the Boston Marriott Copley Place (headquarters), the Sheraton Boston (co-headquarters), the Westin Copley Place Boston, and the Boston Park Plaza. AHA sessions are scheduled in the John B. Hynes Veterans Memorial Convention Center and the Marriott. AHA registration, Exhibit Hall, Job Center, and the messaging/internet center will be located in the Hynes Convention Center. Affiliated society sessions and events will be located in the Marriott and the Westin. See the AHA's annual meeting web pages for hotel rate and other information.
Reservations for Standard Rooms and Suites
Once preregistered for the Annual Meeting, attendees can make hotel reservations through the AHA Housing Desk. Instructions will be included in each attendee’s preregistration confirmation. Individuals will be able to call the housing service directly to check availability and to make a reservation at any of the hotels. Attendees can also make reservations via a customized Web link.
Rates at the Marriott and Sheraton are $110 single and $20 for each additional person. Rates at the Westin are $115 single, $140 double, and $20 for each additional person. Rates at the Park Plaza are $106 single, $116 double, and $20 for each additional person. All hotel rates include a $1 per room, per night rebate to assist the AHA in underwriting the costs of usage of the Hynes Convention Center. All rooms are subject to city and state taxes, currently 14.45 percent. The discounted meeting rates are in effect three days before and after the January 6–9 meeting dates (that is, from January 3 through January 12), and are for a limited number of rooms only at each property.
The cutoff date for the AHA’s official blocks at all hotels is December 7, 2010. After this date, remaining inventory in each hotel’s block will be released and rooms will be available at the AHA’s convention rates on a space-available basis at the time of reservation. Meeting attendees can continue to make and modify (depending on availability) or cancel reservations from September 15 through December 7. Between December 8 and 14, the housing service forwards lists of reservations to each hotel, and beginning December 15, attendees may call their selected hotel to make any changes to their reservations. If canceling a reservation, attendees must do so at least 72 hours prior to reserved arrival date or one night’s room and taxes will be charged. If a reservation is not cancelled and the individual is a “no show,” the hotels will charge one night’s room and taxes as a penalty.
Association Travel Concepts (ATC) is the official travel agency for the annual meeting. As such, ATC has negotiated discounts with American Airlines (ID Number 7711AK), United Airlines (ID Number 510CK), Amtrak (Fare Code X71D-909), Enterprise (ID number 32H7476), and Hertz (CV#031C0016) to bring attendees special air, rail, and car rental rates that are lower than those available to the public. Airline discounts apply for travel into Logan International Airport (BOS). All discounts are in effect from January 3 through January 12, 2011. To take advantage of these rates and benefits, e-mail email@example.com or call 800-458-9383. ATC is available for reservations from 8:30 a.m.–8:00 p.m., EST, Monday through Friday. Attendees can also make reservations online by using the travel portal on the AHA’s web site, www.historians.org. Attendees may also call their own travel agency or the vendors directly and refer to the ID numbers noted above.
Sharon K. Tune is the convention director for the AHA.