Group housing and registration for Scientific Sessions 2009 is open.
Important Dates to Remember
Important Reminders
VISA Information (If you are requesting a VISA letter, information will be available the week of September 28.)
If delegates need to apply for a visa, please encourage them to start the process as soon as possible. Consulates in some countries take several months to process applications.
Helpful site: http://www.unitedstatesvisas.gov
Wire Transfer Instructions (Available for Groups only.)
AHA tax ID number: 135613797
Important Notes:
-
It is important that the originator name and payment details be included to insure the transfer is properly credited.
-
Because wire fees are deducted, it is important that the issuing bank insures the net amount to reach AHA equals the full amount intended. Please remit sufficient funds to cover any bank fees which may be deducted, otherwise, registrations will not be processed.
If sending funds by ACH:
Bank of America
Dallas TX 75202
For: American Heart Association (Scientific Sessions 2009)
Acct #4779592913
ABA Routing #111000025
Originator: ____________
Details of Payment; Invoice #; Description: _____________
If sending funds by Wire Transfer:
Bank of America
Dallas, TX 75202
For: American Heart Association (Scientific Sessions 2009)
Acct #4779592913
ABA Routing #026009593
Originator: ____________
Details of Payment; Invoice #; Description: _____________
Swift Code for international wire transfers: BOFAUS3N
IMPORTANT DATES TO REMEMBER
Groups that do not book through the official program will be charged $32 per guest by the American Heart Association.
|
March 24
|
Priority group housing request forms e-mailed. If you did not receive a housing request form, please e-mail ahahousing@tphousing.com to request one.
|
|
May 29
|
Deadline for priority room block requests.
Requests received after May 29 will be placed on a space available basis.
|
|
On or around June 9
|
Priority hotel room block assignments e-mailed to group contacts with Group Booking Agreement. Group Booking Agreements must be accepted and returned.
Deposit of two room nights plus tax is due 10 business days after accepting the Group Booking Agreement.
|
|
On or around week of June 16
|
Online housing user name and unique password e-mailed to bookers for block management.
|
|
Oct. 5
|
Deadline to cancel or reduce priority room blocks without penalty.
Hotel deposits are nonrefundable after this date.
|
|
Oct. 16
|
Deadline to receive advance registration rate. Regular rate applies after this date.
|
|
Oct. 16
|
Deadline to cancel attendee conference registration with full refund less $50 processing fee. After this date, no cancellation refunds will be made nor will refunds be granted due to no-shows after the conference.
|
|
Oct. 16
|
Deadline to enter attendee names for housing.
|
Housing requests received after May 29 will be placed on a space available basis. Deposit and names due policies are the same as listed above.
IMPORTANT REMINDERS
Penalty for Not Booking Through Official Program
You may be contacted by companies claiming to have some relationship with Scientific Sessions 2009 and offering hotel rates. Travel Planners is the only official housing coordinator with the official low rates.
Groups that do not book through the official program will be charged $32 per guest by the American Heart Association.
New for 2009
Housing requests do not include conference registration. After submitting your housing request, you will be automatically directed to registration.
Registration Fees
A $695 (early) or $795 (advance) registration fee per expected registrant is expected at the time of online registration. Credit cards will be charged immediately. Wire transfers are not accepted.
Registration Cancellation Policy
Refunds less $50 processing fee will be granted only to written requests received by CDS by Oct. 16, 2009. No refunds will be granted after Oct. 16, 2009, nor will they be granted for no-shows after the conference.
Registration Name Changes
A $20/per name processing fee will be assessed for on-site name changes. Name changes after Oct. 16, 2009 will only be allowed during the on-site scheduled appointment time.
Lost / Reprinted Badges
Badges for group attendees will not be mailed. On-site appointment times will be scheduled for you to pick up badges and materials. There will be a $20 charge to reissue lost badges on site.
Labor Assistance
If you did not order group labor, please do so by Monday, Oct. 5, by contacting CDS Customer Service at sessions@xpressreg.net. A $100 group labor charge will be applied if you choose this service.
News Media Registration
Online registration for the news media will open on June 24. If you have news media representatives in your group, you MUST register them separately to obtain their complimentary registration. If you register them as attendees and wait to identify them as news media on site or after the meeting, the registration fees will not be refunded.
Group Transportation
Contact Kushner and Associates, the official AHA shuttle bus vendor, to make transportation arrangements for your group.
E-mail: e.hinzman@kushnerdmc.com
Telephone: (310) 274-8819
Fax: (310) 273-9535
Questions Regarding Conference Registration
Please direct registration questions to Convention Data Services (CDS) Customer Service:
E-mail: sessions@xpressreg.net
Telephone: (800) 748-3583 or (508) 743-8517
Fax: (508) 759-4552
Questions Regarding Hotel Booking
Please direct booking questions to Travel Planners:
Monday-Friday
9 a.m.-7 p.m. ET
E-mail: ahahousing@tphousing.com
Telephone: (877) 468-3548 or (212) 532-1660
