• General Information
• Group Registration Deadlines and Fees
• Group Housing Guidelines
• Important Reminders
• Affiliated Event Information
• International Travel Regulations
• Invitation Letter for International Attendees
• Transportation Information
• Contact Information

*Group registration and housing is now open*

IMPORTANT DATES:

• April 10: Registration and Housing Forms accepted at Experient
• June 6: Notification of Housing Assignments will begin (Please allow up to two weeks to receive housing assignments after requests are submitted)
• After September 15: Group housing will be limited and cannot be guaranteed

Groups may reserve rooms in official or non-official hotels. However, all hotel reservations made by groups must be reserved through, or reported to, ASM/IDSA.  Failure to report reservations outside the official block will impact eligibility to register for the meeting. Groups with a need to obtain housing outside official room block (sub block housing), may do so, but are required to complete the Registration and Housing Form. ASM/IDSA will verify that each group has submitted a housing form to Experient before advance or on-site registration is processed.

*For information on the Joint Meeting official hotels and to view their locations in DC, click here.*

Group Registration and Housing Form

There are TWO approved methods by which groups may obtain housing.

METHOD 1
Through Experient, ASM/IDSA's official registration and housing coordinator.

Blocks of rooms in official ICAAC/IDSA hotels have been set aside for the exclusive use of groups, (refer to the list of official ICAAC/IDSA hotels). Using the form provided, a group may obtain housing through Experient. Please note the number of rooms may be limited in any one hotel. A group block must consist of no less than ten rooms. Rates are not commissionable and do not include tax, portage, or transfers.

Please abide by the following procedures to make certain your application is received and processed.

• ASM/IDSA will attempt to block rooms for groups prior to October 24 or after October 28. Experient must receive payment in advance for these rooms. These rooms are non-refundable.
• Third party companies working on behalf of a commercial company must submit a Letter of Appointment with the Group Registration and Housing Form. The Letter of Appointment must be written in English, by the sponsoring company, on their company letterhead, and signed by a company official. A request for a room block by a third party will not be processed without this documentation.
• Please allow two weeks after submission of request to receive your User ID and Password.
• Requests for additional rooms and date changes to existing reservations will be accepted in writing by Experient through September 15. All requests will be honored on a space available basis.

Group coordinators who book more than ten reservations and receive
individual confirmation numbers will be contacted by Experient and are obligated
to follow the group sub block housing policies detailed herein.

• Full prepayment of entire stay (minus deposit) is due to Experient by July 31, by check only made payable to ASM/IDSA in USD, drawn on a US bank. An invoice will be available online.
• Forms submitted or additional requests for rooms received after August 1 must include full prepayment. Full prepayment must be included or request will not be processed.
• Final changes to the rooming list submitted on August 29 are due to Experient by Friday, September 15.
• Any unassigned rooms (rooms without registration) will be automatically cancelled after September 15 and room deposits will be forfeited.

Please note: If a company chooses to establish master account billing for room charges, contact the hotel credit manager after final confirmations are received. Deposits and prepayments cannot be charged to the master account.

Room Reduction and Cancellation Policy

• Groups have through July 31 to cancel or reduce their assigned room block without penalty.  If cancellation is made between August 1 and September 15, the deposit minus a $50 USD/room fee will the refunded.  After September 15, no deposits will be refunded.
• Rooms obtained for groups prior to October 24 or after October 28, at the group’s request, will not be refunded.
• A refund will not be processed for any reductions in room inventory after August 15.
• Any unassigned rooms (rooms without attendee names) will be automatically cancelled after September 15 and room deposits will be forfeited.

METHOD 2
Contracting directly with a hotel.

• The Group Registration and Housing Form must be completed and returned to Experient.
• Groups are permitted to book directly with official hotels. All rooms held in this manner must be over and above the existing room block.
• The hotels being used and the number of rooms being held in each property must be included on the form.
• The hotels being used and the number of rooms being held in each property must be included on the form.
• If the room block is in an official hotel, the hotel must agree that all rooms will be reported as part of the block after the meeting is over. If the block held by ASM/IDSA is not picked up in Experient entirety, the hotel must agree rooms utilized by groups will be applied to eliminate the attrition.
• The $10 USD/room night subsidy may be paid directly to ASM by the group or arrangements may be made with the hotel to pay the subsidy. If the hotel pays the subsidy, ASM/IDSA must have the hotel’s agreement in writing. If the group pays the subsidy, payment must be received at Experient by Monday, September 15.
• When appropriate, ASM/IDSA will consider including the hotel on the courtesy shuttle route if the hotel is not an official hotel. In order to determine whether a non-official hotel can be added to the shuttle route, All registrations must be in by July 31
• Cancellations for sub block housing must be received by September 15 to be eligible for a refund minus a $100 USD administration fee.

IMPORTANT REMINDERS
For each room requested in the block, a registration fee must be submitted with the group registration and housing form. Requests will not be processed without the registration fees included with original requests.

The $10 USD/room night subsidy must be paid for all room nights when obtaining housing directly with a hotel.

• Negotiated rates at official hotels are net, non-commissionable to groups.
• Credit cards will be charged immediately.
• ASM/IDSA will attempt to block rooms for groups prior to October 24 or after October 28. However, ASM/IDSA must receive payment in advance for these rooms. These rooms are non-refundable.
• Full payment of room and tax, minus the advance deposit, is required by July 31. Payment is by check only.
• Prepayment for hotel rooms must be paid with a check made payable to ASM/IDSA in USD, drawn on a US bank.
• A Letter of Appointment is required for travel agents or third parties working on behalf of a commercial company/organization.
• Early, discounted preregistration closes July 31, and final, non-discounted preregistration and housing closes September 15.
• A $100 USD fee will be charged for each change and substitution on site.
• Groups have through July 31 to cancel or reduce their assigned room block without penalty.  If cancellation is made between August 1 and September 15, the deposit minus a $50 USA/room fee will be refunded.  After September 15, no deposits will be refunded.
• A refund will not be processed for any reductions in room inventory after September 15.
• Any unassigned rooms (rooms without attendee names) will be automatically cancelled after September 15 and room deposits will be forfeited.
• Name changes will not be permitted after the group appointment has concluded. Name changes after the group appointment will be considered a new registration and the appropriate registration fee must be paid.