Hotels FAQ – Annual Meeting

How do I book a room at the headquarters hotel?

You must register for the meeting first. Your registration confirmation email from AALS has a link with instructions for booking a hotel room. All bookings must be made through our partner hotel reservation service, Experient.

Can I make a hotel reservation by calling the hotel directly?

No. AALS meeting hotels will only accept online reservations made through our housing service partner, Experient.

I’m mailing in my Annual Meeting registration. When should I expect my hotel instructional email?

Your registration confirmation and hotel instructional emails will be sent in 2–3 weeks, after your registration has been fully processed.

What should I do if I can’t locate my hotel instructional email?

First, check your spam folder. If you still can’t find it, email the Registration team to have a copy re-sent to you.

Who do I contact if I am having trouble with the online hotel booking system?

Email Experient directly with any technical difficulties. AALS staff does not have access to the online booking system and cannot assist you directly with this process.

Will I receive confirmation of my hotel reservation?

Yes, Experient will email a reservation acknowledgment within 72 hours of processing your reservation. Email Experient directly with questions.

What is the hotel deadline?

Wednesday, December 19, 2018 is the last day to process new reservations, changes, and cancellations. We recommend that you book early to ensure you receive your desired accommodations. If you have not made your reservation by December 19, visit the Housing website for instructions about hotel availability and how to reserve a room. All reservations will be transferred Experient to the hotels on Thursday, December 20.

How do I change or cancel my reservation?

Use the link, email address, or phone number provided in the hotel confirmation email from Experient to make changes or cancel your reservation until 5pm (CST) on December 19, 2018. For changes or cancellations after December 19, you must wait until December 26, when you can contact the hotel directly.

Is there a guarantee required for the hotel? If so, is it refundable?

A valid credit card with an expiration date of January 2019 or later is required to secure your room reservation. Credit cards will not be processed prior to your arrival.

What is the cancellation policy?

Reservations may be cancelled by 6 pm on scheduled arrival date with no charge or penalty. For cancels after 6 pm or failure to check in on the arrival date, one night’s room charge and tax will be charged to the credit card used to make the reservation.

How do I reserve a room if I’m sharing it with a colleague or bringing family members?

Designate one person to make the online hotel reservation. List all occupants when making the reservation, including children and their ages. Children under the age of 18 may stay free of charge in a parent’s room. There is an additional charge of $20 per person, per night for more than two adults (age 18+) sharing a room. You should notify the hotel at check in if any of the guests in your room are under age 18 and exempt from the extra person charge.

How can I request Access-Related Accommodations?

Indicate the accommodations needed when making your hotel reservation.