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:

 

  1. 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.
     

  2. 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.
     

  3. 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.
     

  4. 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

 

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.

 


AIRLINE RESERVATIONS

 

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.

 

 

SHUTTLE SERVICE

 

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.

 

 

 

PUBLIC TRANSPORTATION

 

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.

 

CAR RENTAL

 

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.

 

For additional local information, click here.
 

   
   

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