Exhibitor Registration and Housing
|Questions Regarding Conference Registration |
Please direct registration questions to Convention Data Services (CDS) Customer Service:
|Questions Regarding Housing|
Please direct housing questions to Travel Planners:
- Print a receipt
- Resend registration confirmation
Deposit of two room nights plus tax is due 10 business days after accepting the Exhibitor/Group Booking Agreement.
Wire transfers are not accepted.
Registration Cancellation Policy
On paid registrations, refunds less $50 processing fee will be granted only to written requests received by CDS by Jan. 11, 2013. No refunds will be granted after Jan. 11, 2013, nor will they be granted for no-shows after the conference.
Substitutions are not allowed on paid/confirmed registrations at any time during pre-registration and onsite registration. The original registration must, first, be canceled on or before Jan. 11, 2013 in order to get a refund less the $50 processing fee; then a registration must be processed at the applicable rate for the new person attending the conference. Purchased meal events are non refundable at any time during registration.
Lost / Reprinted Badges
There will be a $20 charge to reissue lost badges on paid registrations.
Group and Exhibitor Housing and Registration Policy
Group and Exhibitor Housing- Exhibitors may request sleeping rooms solely for employees or agents of the exhibiting company. Exhibitors are prohibited from providing hotel sleeping rooms to customers or other individuals eligible for professional registration.
All exhibitor and group housing (sleeping rooms and sleeping suites) must be requested through AHA via the housing Web site or the AHA Block Housing Request Form. Neither AHA nor the hotels in the AHA block will accept reservations directly by phone or letter. Rooms reserved by any method other than the official AHA Housing Agency (Travel Planners, Inc.) will be considered a violation of AHA Rules and Regulations. This regulation applies to primary, subsidiary and affiliate companies (domestic and international) of the exhibiting company.
Cancellation of exhibit space forfeits a company’s ability to use the AHA exhibitor housing and registration system. The company will responsible for all applicable cancellation fees.
Function Space verses Sleeping Rooms or Suites. All requests for suites for function space must go through the AHA Unofficial Satellite Event (USE) Process. This includes space for Staff Meetings, Hospitality Meeting Rooms, Committee Meetings, Focus Groups, Social Events, Media Events, and/or Symposia. Violations will result in the appropriate fee assessed to the exhibiting company and failure to hold such event at any AHA Scientific Conference moving forward.