Get Ready for the 2010 Annual Meeting in San Diego
Sharon K. Tune, September 2009
The 124th annual meeting of the Association will be held January 7–10, 2010, in San Diego at the Manchester Grand Hyatt San Diego and the San Diego Marriott Hotel & Marina. Hotel information follows in this article and the meeting preregistration form is on page 21.
The Association’s Program Committee has selected the largest ever roster of sessions for the meeting, the first to be held in San Diego. Many of the profession’s most distinguished members will be present to deliver papers and more than 1,700 scholars are expected to participate. In addition, more than four dozen specialized societies will meet in conjunction with the AHA. Each affiliated society will hold its own sessions, luncheons, and/or meetings, as well as some joint sessions with the Association. Laurel Thatcher Ulrich of Harvard University will deliver the presidential address on the evening of January 8.
The address will be preceded by the presentation of the AHA’s book prizes, the Awards for Scholarly Distinction, the Eugene Asher Distinguished Teaching Award, the Beveridge Family Teaching Prize, the Feis Award, the William Gilbert Award, the John E. O’Connor Film Award, the Nancy Lyman Roelker Mentorship Award, and the conferral of the Honorary Foreign Membership.
The detailed Program of the Annual Meeting will be mailed to members in mid-October.
AHA annual meeting sessions as well as affiliated society sessions and events are scheduled in the Manchester Grand Hyatt San Diego and the San Diego Marriott Hotel & Marina. The AHA has additional blocks of rooms at the Hilton San Diego Bayfront and the Embassy Suites San Diego Downtown. All the hotels are located on San Diego Bay, adjacent to the Gaslamp Quarter, a historical neighborhood that is San Diego’s dining, entertainment, and urban shopping district. The Manchester Grand Hyatt, at One Market Place, will serve as headquarters and will house the AHA exhibit hall, the wireless café, and host AHA and affiliate sessions. The San Diego Marriott, at 333 West Harbor Drive, will serve as co-headquarters and will accommodate the AHA’s Job Center, the Messaging and Internet Center, and AHA sessions and affiliate events. Rates at the Hyatt and Marriott are $129 single and $169 double. The additional person fee is $30 at both hotels.
The AHA also has a block of rooms at the Hilton San Diego Bayfront, at 1 Park Boulevard. Rates are $125 single and double with a $30 additional person charge.
The Embassy Suites San Diego Downtown, at 601 Pacific Highway, has been added to the AHA’s housing block to provide additional suite inventory for individuals or institutions preferring this type of accommodation, particularly for interviewing job candidates during the annual meeting. The hotel is a full-service, all-suite property, and all the suites set aside in the AHA block have a private bedroom with king bed or two double beds and a spacious living room. The rate is $159 for single and double occupancy and $30 for each additional person.
All the rooms in all the abovementioned hotels are subject to city and state taxes—currently 12.5 percent plus $0.23 assessment per room, per night (and subject to change without notice). Meeting rates are in effect three days before and after the January 7–10 meeting dates, and are for a limited number of rooms only at each property.
Making a Hotel Reservation
Once preregistered for the Annual Meeting, attendees can make hotel reservations through the San Diego Convention Center Corporation’s convention housing reservation service, referred to as San Diego … accommodating YOU. All preregistrants will receive an e-mail confirmation of their registration that includes information on how to make a standard room or suite reservation. Attendees will be able to make a standard room reservation via the internet or via the toll-free telephone number of San Diego … accommodating YOU. There will also be a direct-dial number for international attendees to call. Suite reservations can only be made by calling San Diego … accommodating YOU directly and cannot be made via the internet or the hotels. Reservation office hours for phone transactions are Monday through Friday 8:00 a.m.–5:00 p.m., Central Time. Internet and incoming fax services are available 24 hours a day, 7 days a week. Throughout fall members can consult the AHA’s web site (www.historians.org/annual) for complete details of each property’s suite types and rates. The site will be updated frequently with availability information.
Acknowledgement: Acknowledgements are available via e-mail, fax, or mail. Acknowledgements will be e-mailed when e-mail addresses are provided unless otherwise indicated. All processing deadlines and cancellation policies will be indicated on the acknowledgements. The hotel will not send a separate confirmation. A reservation ID number will be provided on the acknowledgement. This number is for referencing reservations with San Diego…accommodating YOU housing only. Attendees can contact hotels directly a week prior to arrival for the hotels’ confirmation numbers.
Early Departure Fee: Some hotels have an early departure fee. Guests wishing to avoid an early checkout fee should advise the hotel at or before check-in of any change in planned length of stay. Hotels will inform attendees of this potential charge upon check-in.
Credit Card Guarantee: The hotels will require a credit card number to hold the reservation. Major credit cards (MasterCard, Diners Club, Visa, American Express, and Discover) will be accepted.
Cutoff Date: The cutoff date for the AHA’s official block at all hotels is December 7, 2009. 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. Frequent updates on availability will be posted on the AHA’s web site. If all hotels sell out, the AHA will secure additional hotel rooms and post details on the AHA web site.
Changes, Cancellations, and New Reservations: Meeting attendees can continue to make and modify (depending on availability) or cancel reservations from September 15 through December 7, 2009. After a brief hiatus (December 8 through December 14, to facilitate reservation data transfer and updating by the bureau), and starting December 15, attendees will have to call their selected hotel to cancel or make changes. Attendees must cancel at least 72 hours prior to reserved arrival date to avoid being charged for one night’s room and taxes. The hotels will charge one night’s room and taxes as a penalty if a reservation is not cancelled and the individual is a “no show.”
Making Travel Arrangements
Association Travel Concepts (ATC) is the official travel agency for the annual meeting. ATC has negotiated discounts with American Airlines, United Airlines, Amtrak, and Hertz Rent-a-Car to bring attendees special air, rail, and car rental rates that are lower than those available to the public. To take advantage of these rates and benefits, e-mail email@example.com. ATC is available for reservations from 8:30 a.m. until 7:00 p.m., EST, Monday through Friday. A link is also available through the AHA annual meeting web page, www.historians.org/annual or directly from ATC’s web site at www.atcmeetings.com/aha.
Airfares: By contacting ATC, attendees traveling on American (ID Number A6210AH) will save up to 5 percent. Some restrictions may apply and service fees will vary. Travelers on United (ID Number 510CK) will receive up to 15 percent off tickets purchased more than 30 days prior to the meeting. Discounts apply for travel Monday, January 4 through Thursday, January 14, 2010 for service into San Diego International Airport (SAN). Attendees may also contact airlines directly—by telephoning and indicating the ID numbers—United at 800-521-4041 and American at 800-433-1790. The discount ID cannot, however, be used on either airline’s web site.
ATC will also search for the lowest available fare on any airline serving San Diego International Airport. ATC is a full-service travel agency that provides personalized service, advance seat assignments, special meal requests, frequent flier programs updates, electronic ticketing, e-mail access for convenient booking of your tickets, and more.
Train fares: Amtrak offers a 10 percent discount on the lowest available fare to San Diego between January 4 and January 13, 2010. To book, call Amtrak at 800-872-7245 and refer to Convention Fare Code X92Y-967. Please note that this discount cannot be booked via Amtrak’s web site—you must call Amtrak or your travel agent directly and mention the fare code. The offer is not valid on Auto Train and Acela Service but is valid with Sleepers, Business Class, or First Class seats with payment of the full applicable accommodation charges.
Car rental: Attendees can also arrange to rent a car through Hertz Rent-a-Car, with discounted rates effective from January 4 through January 14, 2010. Contact Hertz at 800-654-3131, noting ID number CV# 031C0014. International callers, 800-654-3001 and hearing impaired (TDD) 800-654-2280.
Ground Transportation From the Airport
Located three miles northwest of downtown San Diego, San Diego International Airport (SAN) (www.san.org) hosts 25 carriers in three terminals (Commuter, Terminal 1, and Terminal 2). Carriers include all the major airlines, including American, Continental, Delta, JetBlue, Northwest, Southwest (the largest in terms of carriers with 33 percent of the volume), United, and US Airways. The airport’s Red Bus offers free transportation services from terminal to terminal, running about every 10 minutes. There are curbside Red Bus stops at each of the three terminals. For the convenience of people with disabilities, the Red Bus vehicles are all wheelchair accessible.
Shuttle, bus, and taxi service are available at the Transportation Plazas across from Terminals 1 and 2 and curbside at the Commuter Terminal. Passengers must use the skybridge to cross the street. Transportation coordinators assist passengers in finding their preferred method of traveling to their hotel. A cab ride to the downtown Gaslamp District ranges from $12 to $15. Rates for pay shuttles vary widely, based on destination, persons per van, and number of stops. Generally, however, service from the airport to the downtown hotels range from $7 to $14 per person.
The Metropolitan Transit System (MTS) public bus is available to the downtown area for a fare of $2.25. The fare for a senior or disabled rider is $1. Exact fare is required, as the drivers cannot make change. Buses depart the airport for downtown approximately every 10 to 15 minutes. Buses travel downtown between 6:00 a.m. and midnight. Day Tripper Passes are also available for $5 per day, $9 for two consecutive days, $12 for three consecutive days, and $15 for four consecutive days.
Amtrak’s Santa Fe Depot Station is located in the heart of downtown San Diego and is within walking distance of the meeting hotels. From this station Amtrak offers 11 round trips to Los Angeles, continuing to Santa Barbara and San Luis Obispo. Also available at the Santa Fe Depot station is access to the Coaster, local commuter train service, and the San Diego Trolley.
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 (fax 202-544-8307). Please specify preferred date, inclusive hours, attendance forecast, and any special equipment desired.
Business meeting: Resolutions for the business meeting signed by 50 members of the Association will be accepted until November 1 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 Ave., Columbus, OH 43210.
Location of Offices and Events
AHA sessions will be held at the Manchester Grand Hyatt and San Diego Marriott. The Local Arrangements Committee office will be in the Hyatt’s Betsy A, the Press Office in the Hyatt’s Betsy C, and the AHA Headquarters office in Show Room II. Meeting registration counters and meal ticket cashiers will be located in Hall A of the Hyatt’s Douglas Pavilion. The Job Center will be located in the Marriott’s Marriott Hall. The Exhibit Hall will occupy Halls B, C, and D of the Hyatt’s Douglas Pavilion. The Messaging and Internet Center will be in Marriott’s Marriott Hall, with a wireless café in the Hyatt’s Worthington Foyer.
Advance Registration: Intending participants are urged to preregister at the reduced rates of $152 members, $173 nonmembers, $74 student members, $84 student nonmembers, $74 retired/unemployed, and $37 precollegiate teachers. The AHA also offers special preregistration rates of $50 for middle and high school teachers and $100 for undergraduate teachers leading groups of up to five students. Click here to download the registration form. Advance registration must be received by midnight on Friday, December 18, 2009. Please note that preregistration for the 2010 meeting will be handled by a processing service and forms should be sent to the address shown on the form and not the AHA.
Registration at the Meeting: The registration desks at the annual meeting, located in Hall A of the Douglas Pavilion of the Hyatt, will be open from noon to 7 p.m. on January 7; from 8 a.m. to 6 p.m. on January 8, and from 8:30 a.m. to 4 p.m. on January 9. Fees for registering after December 18, 2009, or at the meeting will be $179 members, $200 nonmembers, $79 student members, $89 student nonmembers, $79 retired/unemployed, and $42 precollegiate teachers. The special group rate mentioned above is not available on site.
Admission to all AHA sessions, exhibits, Job Center, and the Messaging and Internet Center requires a 2010 meeting registration badge.
Refund Policy: 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 18, 2009. Refunds will be processed less a $20 administration fee. No refunds will be issued for requests postmarked or e-mailed after December 18, 2009. 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.
The exhibit hall will be located in Halls B, C, and D of the Hyatt’s Douglas Pavilion and will be open January 7 from 3 to 7 p.m., January 8 and 9 from 9 a.m. to 6 p.m., and on January 10 from 9 a.m. to noon.
The Job Center will be located in Marriott’s Marriott Hall. Hours of operation will be January 7 from 12:30 to 6:00 p.m., January 8 and 9 from 9 a.m. to 6 p.m., and January 10 from 9 a.m. to noon.
Messaging and Internet Center
The Messaging Center, which will facilitate electronic communication among attendees and also make finding them easier, will be located in Marriott’s Marriott Hall and will remain open during the hours the Job Center is open. A wireless café will be available in the Hyatt’s Worthington Foyer, located on the second level; members will be ale to use the facility any time from noon on January 7 through noon on January 10.
—Sharon K. Tune is the Convention Director for the AHA.