From the 2002 Annual Meeting column in the September 2001 Perspectives
To San Francisco for the 116th Annual Meeting, January 3–6, 2002
Sharon K. Tune, September 2001
The 116th annual meeting of the Association will be held January 3–6, 2002, in San Francisco at the Hilton San Francisco, the Renaissance Parc 55 Hotel, the Westin St. Francis, and the Hotel Nikko San Francisco. Hotel reservation information is included on pages 42 and 43 of this issue of Perspectives. The meeting preregistration form will appear in the October issue, and will also be mailed (along with the housing form) with the annual meeting Program sent to members during the second week of October.
Many of the profession's most distinguished members will be present to deliver papers and more than 800 scholars—including 91 foreign scholars—will participate in the three-day meeting. In addition, nearly 50 specialized societies will meet in conjunction with the AHA. Each of these societies will hold its own sessions, luncheons, or meetings, as well as some joint sessions with the AHA. Wm. Roger Louis of the University of Texas at Austin will deliver the presidential address the evening of January 4, and the AHA's book prizes, the Awards for Scholarly Distinction, the Eugene Asher Distinguished Teaching Award, the Beveridge Family Teaching Prize, the William Gilbert Award, the Gutenberg-e Awards, the John E. O'Connor Film Award, the Nancy Lyman Roelker Mentorship Award, and the 2001 Honorary Foreign Member will be announced.
AHA annual meeting sessions as well as affiliated society sessions and events are scheduled in the Hilton, the Parc 55, the St. Francis, and the Nikko. The hotels are located in downtown San Francisco, either on or within two blocks of Union Square. The Hilton San Francisco, 333 O'Farrell Street, will serve as headquarters and will house the AHA book exhibits, the Job Register, and AHA and affiliate sessions. The Renaissance Parc 55 Hotel, located at 55 Cyril Magnin Street, will serve as co-headquarters and will accommodate AHA sessions and affiliate events. The Westin St. Francis, 335 Powell Street, and the Hotel Nikko, 222 Mason Street, will host AHA and affiliate sessions.
Negotiated rates for the Hilton and Parc 55 are $99 single and double; for the St. Francis $109 single and double, and for the Nikko $109 single and $129 double. The additional person charge is $20.00. All rooms are subject to city and state occupancy taxes of 14.05 percent per room, per night. Rates are in effect three days before and three days after the January 3–6 meeting dates and are for a limited number of rooms only at each property.
Making a Hotel Reservation
Beginning September 4, hotel reservations must be made exclusively with the San Francisco Housing Bureau operated by Expoexchange (based in Deerfield, Illinois), the San Francisco Convention and Visitors Bureau's exclusive housing vendor.
Reservations will be accepted via the AHA Web site (www.theaha.org), the call center, fax, or mail (only if accompanied by a check deposit) through December 3, 2001.
The call center (toll-free 800-424-5256) will accept reservations from the United States and Canada during the hours of 8:00 a.m. to 5:00 p.m. Central Standard Time, Monday through Friday. International callers may call 847-940-2154 to make reservations during normal business hours. Phone reservations are limited to five per call—requests for more than five must be submitted in writing.
Faxes from the United States and Canada may be sent 24 hours a day, seven days a week to 800-521-6017, but will be processed during business hours. International attendees may fax to 847-940-2386.
Suite reservations can be made by any of the methods noted above.
Only bookings made by check should be sent to the San Francisco Housing Bureau/AHA 2002, 108 Wilmot Road, Suite 400, P.O. Box 825, Deerfield, IL 60015. Checks should be made payable to the San Francisco Housing Bureau, in U.S. funds, drawn on a U.S. bank.
A reservation confirmation will be sent by the bureau for all new reservations, modifications, and cancellations. The bureau will send out confirmations by mail, fax, or e-mail no later than 72 hours after processing reservations. Room reservations made by phone are confirmed immediately with a confirmation number. Please note, hotels will not send out a separate confirmation.
The San Francisco Housing Bureau and the four hotels require a standard deposit of $125 per room reservation. The deposit for a one-bedroom suite is $250 and for a two-bedroom suite is $375. A deposit is required for each reservation, and can be made by credit card or by check payment. If payment is to be by check, a check made payable to the San Francisco Housing Bureau, in U.S. dollars and drawn on a U.S. bank, must accompany the housing request form. If payment is to be by credit card, the card will be billed immediately. Credit cards accepted are American Express, MasterCard, Visa, Discover, and Diner's Club. The bureau does not accept money orders, wire transfers, or invoices for room deposits. Please note that reservations will not be processed without a deposit.
The cutoff date for the AHA's official block is December 3. After December 3, remaining inventory in the block will be released and rooms will be available on a space-available basis. Some hotels will continue to honor the AHA's meeting rates, others will charge the best available prevailing rate. If all hotels sell out, the bureau will continue to assist attendees to secure housing.
Changes, Cancellations, and Refunds
Meeting attendees can continue to make, modify, and/or cancel reservations from September 4 through December 7, 2001, via the San Francisco Housing Bureau via telephone, fax, in writing, or e-mail. Attendees will not be penalized for any cancellation made before the cutoff date. Cancellations processed prior to the cutoff date will be refunded through the same method of payment by which the attendee originally paid the deposit.
Beginning December 12, attendees who wish to cancel must contact the hotel directly. Reservations canceled after December 7 but prior to 72 hours of arrival will be subject to a $16 processing fee.
Reservations canceled within 72 hours of arrival date are subject to forfeiture of the entire amount of the deposit.
Making Travel Arrangements
Association Travel Concepts (ATC) has been selected as the official travel agency for the 116th annual meeting. ATC has negotiated discounts with United Airlines, Continental Airlines, and Alamo Rent-A-Car to bring you special airfares and car rental rates that are lower than those available to the public. To take advantage of these rates and benefits, call ATC at 800-458-9383; fax 858-581-3988; e-mail firstname.lastname@example.org; web site: www.assntravel.com. ATC is available for reservations from 9:00 a.m. until 9:00 p.m. EST, Monday through Friday. By calling ATC, you will save 10 to 15 percent off on United (I.D. # 556EG) and Continental (I.D. # U2HPLR) tickets purchased more than 60 days prior to the meeting. For tickets purchased less than 60 days prior, the discounts will be 5 to 10 percent off of the lowest available fares. Some restrictions may apply. Discounts apply for travel Sunday, December 30, 2001, through Wednesday, January 9, 2002.
ATC will also search for the lowest available fare on any airline serving San Francisco International Airport. ATC also provides personalized service, advance seat assignments, special meal requests, frequent flier programs, electronic ticketing, e-mail access for convenient booking of your tickets and more.
You can also arrange to rent a car through Alamo, with discounted rates effective from December 30, 2001, through January 9, 2002. Contact ATC at 800-458-9383, noting I.D. # 72620 GR.
Meeting attendees will fly into San Francisco International Airport (http://www.flysfo.com), located 14 miles south of the city. There are a variety of transportation services available from the airport to the hotels, including taxi, scheduled bus service, door-to-door van, and public transit. Information booths located on the arrivals level of all terminals and the departures level of the international terminal provide detailed fare and schedule information. They are open every day from 8:00 a.m. to midnight.
Approximate taxi fare to the downtown area is $35. Metered rates apply to all destinations. Uniformed curbside taxi coordinators are on duty at the terminals and can assist passengers with questions or problems. Services are available for persons with disabilities. There is a voluntary ride sharing program at the airport—up to five people can ride for the price of one person.
SFO Airporter operates a scheduled shuttle bus service from San Francisco Airport to the major hotels in downtown San Francisco. The Airporter (http://www.sfoairporter.com) provides regular motorcoach service seven days a week between the airport and downtown for $12 one way. No reservations are needed. The Airporter makes stops at five hotels, including the Hilton, the St. Francis, and the Parc 55. Service from the airport operates every 20 minutes beginning at 5:10 a.m. The last bus leaves the airport at 10:50 p.m. It departs from the airport outside the lower level baggage claim area from the center island. Look for the concrete posts painted blue and the sign that says "Scheduled Buses San Francisco." Departures from the hotels are scheduled every 20 minutes, between 4:30 a.m. and 11:10 p.m. The Airporter operates an information podium at the Mason Street entrance of the Hilton, opening at 6:00 a.m. each day. Tickets and timetables will be available at the podium.
Several companies operate door-to-door van service from the airport, including SuperShuttle (415-558-8500; fares from $9 to $14), Advanced Airport Shuttle (415-550-1112, fares from $10 to $14), American Airporter Shuttle (800-282-7758, fare $14), Bay Shuttle (415-564-3400, fare $13), and Airport Express (415-775-5121, fares from $11 to $14). For domestic terminals, the vans depart from level 2 (departures), center island, and for the international terminal, from level 3 (departures), center island.
Bay Area Rapid Transit (http://www.bart.gov) offers light rail transit between San Francisco, Oakland, and the airport. Buses depart from level 1 (arrivals), Central Terminal (Terminal 2), center island, and North Terminal (Terminal 3), curbside. Buses depart the international terminal from level 1 adjacent to Bus Courtyard "G."
Group Meetings and Reunions: Societies and groups that have not already made arrangements to hold sessions or other meetings should send their requests for room space as soon as possible to Sharon K. Tune, Convention Director. Please specify preferred date, inclusive hours, attendance forecast, and any special equipment desired.
Business meeting: Resolutions for the business meeting signed by 25 members of the Association will be accepted until December 15; those received by October 15 will take precedence and will be published in the December Perspectives and must be no more than 300 words in length. Resolutions should be sent to the Executive Director at the AHA office, with a copy to the Parliamentarian, Michael Les Benedict, 106 Dulles Hall, Ohio State University, 230 W. 17th Avenue, Columbus, OH 43210.
At its meeting on May 15–16, 1980, the Council adopted the following bylaw, as amended May 9, 1994, pursuant to Article VII, Sections 1-5, of the AHA constitution: No motion, resolution, or other business shall be passed by a division of the members at the annual business meeting unless there is present a quorum of one hundred members in good standing.
Location of Offices and Events
AHA sessions will be held at the Hilton, Parc 55, St. Francis, and the Nikko. The Local Arrangements Committee office and Press Room will be in the Hilton's Union Square 25 and the AHA Headquarters/Staff Office in the Hilton's Union Square 7. The Job Register will be located in the Hilton's Yosemite Room and Grand Ballroom Salon A. Registration desks and meal ticket cashiers will be located in the Hilton's Plaza Room. The Book Exhibits will occupy the Hilton's Continental Ballroom, the Imperial Room, and the East Lounge.
Advance Registration: Members are urged to preregister at the reduced rate of $65 (nonmembers $85; students and unemployed $40; precollegiate teachers $15). The preregistration form will be printed in the October Perspectives and will be enclosed in the Program mailed to members in early October. Advance registration must be received by Wednesday, December 5.
Registration at the Meeting: The registration desks at the annual meeting, located in the Plaza Room of the Hilton, will be open from noon to 7 p.m. on January 3; from 8 a.m. to 6 p.m. on January 4, and from 8:30 a.m. to 4 p.m. on January 5. Registration at the meeting will be $80 (nonmembers $100; students and unemployed $45; precollegiate teachers $15).
Admission to all sessions, exhibits, and the job register requires a Registration Badge.
Refund Policy: Advance registrants who are unable to attend the convention may request a full refund of their registration fee if a written request accompanied by the meeting badge is postmarked by/on December 21, 2001. No refunds will be issued for requests postmarked after December 21, 2001.
The exhibits will be located in the Hilton's Continental Ballroom, the Imperial Room, and the East Lounge and will be open January 3 from 3:00 to 7:00 p.m., January 4 and 5 from 9:00 a.m. to 6:00 p.m., and on January 6 from 9:00 a.m. to noon.
The Job Register will be located in Hilton's Yosemite Room and Grand Ballroom Salon A. Hours of operation will be January 3 from 12:30 to 6:00 p.m., January 4 and 5 from 9:00 a.m. to 6:00 p.m., and January 6 from 9:00 a.m. to noon.
—Sharon K. Tune is convention director of the AHA.