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Hotel/Travel
Hotel Reservations
Reservation Deadline -
Friday October 3,
2008
Hotel reservations may be made via the
ONLINE RESERVATIONS SYSTEM. Making
reservations via the online system is the
quickest and most effective method. To
obtain the special ASHG meeting rates, make
your reservations early—hotels nearest the
Convention Center and those with lower rates
will go very quickly.
 Online
Reservations System
Hotel
Map
Hotel
Rates & Information
Housing
Form
Room
Sharing
You can make reservations in any of the
following ways:
WEB
(24-Hours)
TELEPHONE: 847-282-2515
(International); 800-650-6835 (Domestic);
8:00am – 5:00pm Central Time
MAIL: You must complete the
housing
form when sending your request via mail.
Send to ASHG HOUSING BUREAU, c/o Experient
Inc., 108 Wilmont Road, Suite 400,
Deerfield, Illinois 60015-5124
FAX: You must complete the
housing form when
sending your request via fax. Send to (847)
940-2386 (International); 800-521-6017
(Domestic)
ADA/Special Needs: Please
click here to review a chart showing
ADA information at each hotel in the ASHG
official housing block. Please complete the
appropriate box on the housing application
if you have specific needs.
For the best availability, make your hotel
reservation via the internet. Mail and faxed
housing requests will take longer to process
and first choice hotels may not be
available. Hotel placement is on a
first-come, first-served basis and according
to hotel room availability. The deadline
for making reservations at the meeting rate
is Friday, October 3, 2008. Hotel
rates listed are in U.S. dollars and are
subject to state and local taxes. Rates do
not include any meals. Neither the Society
nor the Housing Bureau can guarantee that
hotel rooms will be available at the ASHG
group rates after the deadline of Friday,
October 3. Note: The ASHG meeting
headquarters hotel (The Philadelphia
Marriott Hotel) will always sell out well in
advance of the deadlines.
RESERVATIONS: All reservations are
being coordinated by Experient (the ASHG
Housing Bureau). Arrangements for housing
must be made through the ASHG Housing Bureau
and NOT with the hotel directly.
DEPOSITS: A $150.00 deposit ($300 for
a 1 bedroom suite & $450 for a 2 bedroom
suite) is required to guarantee your
reservation. Your credit card will be
charged at the time of booking. To obtain
the special meeting rates, make your
reservation early.
CONFIRMATIONS: Confirmation will be
mailed, faxed or e-mailed to you from the
ASHG Housing Bureau once your reservation
has been confirmed. You will not receive a
confirmation from your hotel. If you do not
receive a confirmation within 2 weeks,
please call the ASHG Housing Bureau.
CHANGES/CANCELLATIONS: All changes
and cancellations must be made with the ASHG
Housing Bureau on or before Friday,
October 3, 2008 to avoid an $18.00
processing fee. Starting October 13 and
prior to 72 hours before your arrival date,
changes and cancellations must be made with
your assigned hotel. Your deposit will be
refunded less an $18.00 processing fee. Any
cancellations made within 72 hours of the
arrival date will result in forfeiture of
the full deposit.
Shuttle buses to and from the Convention
Center will NOT be provided.
The
Importance of Staying at ASHG Official
Hotels
All ASHG Annual Meeting attendees and
exhibitors are encouraged to make hotel
reservations by utilizing our
official housing bureau and staying
at one of the
ASHG Official Annual Hotels. We
understand that attendees have many options
when making their hotel reservation
therefore we encourage you to take a few
moments to read:
Why it is important to
book via the ASHG official housing bureau.
The ASHG wants to be able to sustain the
best rates and facilities for future
meetings so we ask for your help by booking
your meeting accommodations at one of the
Annual Meeting hotels. If you have problems
making your reservation, please contact us
at
paulinem@ashg.org.
Why it is important to book at
one of the ASHG Official Hotels:
The ASHG has a very good record
from year-to-year in filling its
room block. In recent years we
have been faced with attrition
charges because of attendees
booking through outside sources.
Filling a room block is
important to ASHG because it:
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Allows us to
meet our obligations with
the hotels and provides a
“history” to future meeting
cities. By establishing a
history of always fulfilling
the room block, the Society
secures competitive rates
when negotiating with future
cities.
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ASHG gets a
credit for the rooms booked
with the hotels in our
block. W are able to use the
credit for speaker rooms
which helps offset costs.
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Because we
realize that it is expensive
to attend scientific
meetings, we do everything
possible to keep costs
reasonable for you. ASHG
Annual Meeting registration
fees are low compared to
many other meetings and ASHG
is one of the only societies
that do not charge a fee for
submitting abstracts. If the
room blocks are not
satisfied, ASHG stands to be
charged thousands of dollars
in hotel attrition fees and
it will become necessary to
raise registration fees and
charge an abstract
submission fee.
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Our hotel
contracts include clauses
that protect you. Booking
within the ASHG block gives
us the opportunity to assist
you if problems arise with
your reservation (we will be
unable to assist attendees
who booked reservations
directly through another
agency or at a hotel that is
not in the official housing
block).
We certainly
understand if you decide to stay
at another hotel or have found
alternative accommodations
during the meeting. If this
occurs, it would be helpful for
our history if you could let us
know where you plan to stay and
what rate you are being offered
by emailing
paulinem@ashg.org.
Travel Information
AIRPORT
Philadelphia is served by the
Philadelphia International Airport (PHL).
The airport is located eight miles from
Center City (downtown) and takes
approximately 15 minutes in a taxi or 20
minutes via the Regional Rail Line. Taxi
fares are based per trip not per person. The
fair is approximately $30. The Regional Rail
costs $7 one-way to the University City and
the Amtrak 30th Street Station stops. For
further information, visit
www.phl.org.
DRIVING
DIRECTIONS
PARKING
AMTRAK
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Amtrak will offer
special rates to ASHG attendees
traveling by train to Philadelphia
between the dates of November 8-18,
2008. To book your reservation you
must call Amtrak at 1800-872-7245
and refer to
Fare Code X82R-931.
Please review the
Amtrak Flier for further
details. |
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AIRLINE RESERVATIONS
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United Airlines has
been selected as the official
airline carrier for travel to the
meeting in Philadelphia. Experient
will serve as the official travel
coordinator and will provide custom
itineraries with the lowest
applicable air fare/best journey
time. For further information, call
toll-free at 1-800-621-1083
(U.S. and Canada Only) or
847-940-1176 for International
attendees and refer to Code
565HM.
You can also email your request to
airtravel@experient-inc.com. You
must reference the ID Code in order
to receive the discount. Discounted
seats are limited, so make your
reservations early. If you are a
‘mileage plus’ member, you will
receive full credit for all miles
flown when attending this meeting.
There will be a $22 service fee per
airline ticket issued. Many airlines
serve the Philadelphia airport.
Please click
HERE for
a sample chart of airlines from
major cities into Philadelphia. The
chart also shows the estimated
travel time and costs. |
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SHUTTLE SERVICE
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Lady Liberty
Transportation provides airport
shuttle service to and from the
Philadelphia International Airport.
Reservations are not required for
airport arrivals. Proceed to the
ground transportation counter upon
arrival (located near Baggage
Claim). The cost is $10-15 (one-way
fare). Major credit cards and
travelers checks are accepted. For
further details, visit
www.ladylibertyshuttle.com or
call 1-215-724-8888. Wheelchair
accessible transportation is
available by calling 215-580-7700.
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PUBLIC TRANSPORTATION
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SEPTA is Philadelphia’s
local transit system which offers
direct links to the convention
center and all corners of the region
via bus, subway, trolleys and
regional rail lines. For further information,
visit
www.septa.org. |
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CAR RENTAL
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To reserve your special
meetings rates, please provide the
special code (CV #010L0066)
when making your reservation. You
may make reservations online at
www.hertz.com or via telephone
at 800-654-2240 (within the U.S. and
Canada). If you are calling from an
International location, dial
1-405-749-4434. You may also make
your reservation when you make your
hotel reservation. Meeting rates are
guaranteed from one week prior
through one week after the meeting
dates and are subject to
availability. Advance reservations
are recommended; blackout dates may
apply. Government surcharges, taxes,
tax reimbursement, and other fees
are extra. Minimum rental age 25
(exceptions apply). Standard rental
conditions and qualifications apply. |
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For
additional local information,
click here.
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