Exhibitor Housing

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Exhibitor Housing Blocks
A portion of the rooms at each Annual Meeting hotel has been reserved exclusively for exhibitors. 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 22, 2010. 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 sign and return a room block contract to CMR. Upon receipt of this contract, CMR will send a user account login that will allow online access to submit a detailed rooming list. After January 22, 2010, any room nights not accounted for on the rooming list will be released for resale to other attendees.

Deposit Policy
Each exhibitor reservation 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 made payable to Convention Management Resources is U.S. funds drawn on a U.S. bank and include the ABA encryption code. Credit card information will be forwarded to the hotel for possible deposit pre-charging at the discretion.

Confirmations
Along with the confirmation, CMR will send 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 22, 2010 in order to receive a CMR confirmation number. This is the only confirmation number you will need. Your hotel will not issue a confirmation of your reservation.

Cancellations
The last day for cancellations or changes without penalty is January 29, 2010. Contact CMR with all changes or cancellations to your hotel reservation. Do not contact the hotel or the AAAAI. Changes will be made on a space-available basis only up until February 11. No changes or cancellations to any exhibitor reservation will be accepted after February 11. In addition, the Annual Meeting hotels may hold individuals responsible for all the reserved room nights as of the cancellation deadline. Individuals who cancel after this date, fail to arrive on the scheduled day or depart early may be charged for each room night of their confirmed reservation, whether they actually utilized the room or not.

Attrition Policy
If final utilization of the originally contracted Exhibitor room block falls below 90%, the Exhibitor will be responsible for an attrition charge equal to the number of room nights under 90% utilization and the Exhibitor will be invoiced for that amount.

Registration and Housing Bureau
Convention Management Resources (CMR)
33 New Montgomery, Suite 1100
San Francisco, CA 94105
Phone: (888) 869-0189 or (415) 979-2277
Fax:(415) 979-2249