Exhibitor Service Manual
Exhibitor Hotel Reservations
Convention Management Resources (CMR) has been designated as the official housing bureau for the 2007 Annual Meeting. In order to make reservations in one of the Annual Meeting hotels each exhibiting company must secure a block of rooms from CMR with the appropriate deposit guarantee. To secure a block of rooms with CMR, please complete the Exhibitor Housing Agreement included in this section and fax it to (415) 979-2249. Telephone requests will not be accepted.
Exhibitor Housing Blocks
A portion of the rooms at each Annual Meeting hotel has been reserved exclusively for exhibitor reservations. As a service to our delegates, once all exhibitor rooms have been booked at a certain hotel, no additional exhibitor reservations will be allowed, even if there is availability in the block reserved for delegates. If you have held exhibitor blocks at past AAAAI meetings, your history of rooms reserved vs. rooms utilized will be reviewed. AAAAI reserves the right to make adjustments to your blocks based on past history.
Because of the popularity of certain properties in the Annual Meeting hotel block, exhibitors are encouraged to make their hotel reservations at the earliest possible date. Rooms will be reserved on a strict first-come, first-served basis. All exhibitor hotel reservations must be booked no later than January 10, 2007. After this date, the AAAAI cannot guarantee any exhibiting company rooms in any of the Annual Meeting hotels. Once an exhibiting company has secured a block of rooms by completing the appropriate form and submitting the appropriate deposit guarantee, the company must provide CMR with a detailed rooming list of the individuals scheduled to fill that block, including specific arrival dates, departure dates and room preferences by January 17, 2007. After January 17, 2007, any room nights not accounted for on the rooming list will be released for resale to other attendees.
Deposit Policy
Each exhibitor reservation in the Annual Meeting hotels must be guaranteed with either a credit card (VISA, MasterCard, American Express) in the amount of the first two night’s room and tax or check deposit in the amount of $600.00 per room reserved. Check deposits should be drawn on a U.S. bank and made payable to CMR.
Confirmations
A confirmation of your exhibitor housing block reservation will be sent to you by CMR, along with a rooming list form to indicate the individuals scheduled to fill that block, including specific arrival dates, departure dates and room preferences. This form must be completed and returned by January 17. Exhibitor confirmations will be issued by CMR within two weeks of submission of the Exhibitor Housing Agreement. Exhibiting companies will be able to choose the method in which they would like to receive their confirmation, by indicating either fax or e-mail on the Exhibitor Housing Agreement. These confirmations will be issued by CMR and will contain a CMR confirmation number. This is the only confirmation number you will need. Your hotel will not issue a confirmation of your reservation.
All changes or cancellations to exhibitor hotel reservations must be made no later than February 5. Contact CMR with all changes or cancellations to your hotel reservations. Do not contact the hotel or the AAAAI. Deposits will be refunded only for cancellations made with CMR before February 5. Changes will be made on a space-available basis only up until February 5. No changes or cancellations to any exhibitor reservation will be accepted after February 5.
Guaranteed Payment Policy
Once a hotel reservation is made and confirmed through CMR, the Annual Meeting hotels may hold exhibiting companies individually responsible for all charges arising out of the use or non-use of that reservation. For this reason, please be sure to have any necessary changes or cancellations to your reservation made by February 5. Exhibitors who fail to arrive on the scheduled arrival day, or who depart before their scheduled departure, may be charged for all nights of their confirmed reservation, whether they actually utilized the hotel room or not. A change of policy by such major credit card companies as VISA and MasterCard will allow hotels to collect charges if they can demonstrate that you were made aware of the policy. In light of this change, please be sure your confirmed hotel reservation matches your itinerary.
Special Accommodations
Should you require any special accommodations or services in your hotel rooms, please inform CMR to assure the proper arrangements can be made.
Please contact CMR for more information:
Convention Management Resources (CMR)
33 New Montgomery, Suite 1420
San Francisco, CA 94105
Tel: (888) 869-0189 or (415) 979-2277
Fax: (415) 979-2249
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