Group Registration Information
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.
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Negotiated rates at official hotels are net, non-commissionable to groups.
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Credit cards will be charged immediately.
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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.
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Full payment of room and tax, minus the advance deposit, is required by July 31. Payment is by check only.
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Prepayment for hotel rooms must be paid with a check made payable to ASM/IDSA in USD, drawn on a US bank.
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A Letter of Appointment is required for travel agents or third parties working on behalf of a commercial company/organization.
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Early, discounted preregistration closes July 31, and final, non-discounted preregistration and housing closes September 15.
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A $100 USD fee will be charged for each change and substitution on site.
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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.
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A refund will not be processed for any reductions in room inventory after September 15.
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Any unassigned rooms (rooms without attendee names) will be automatically cancelled after September 15 and room deposits will be forfeited.
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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.