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The Society is pleased to announce that Convention Management Resources (CMR) also referred to as SfN Housing, will coordinate hotel reservations for Neuroscience 2007. Reservation requests will be processed in the order in which they are received and from a protected block of rooms for exhibitors. Please do not send duplicate reservation requests. No reservations will be accepted prior to noon on Tuesday, July 24. Housing for exhibitors is now open. Exhibitor must use the online Exhibitor Block Request Form or the online Individual Room Request Form. Room reservations will not be accepted directly by participating hotels or by the Society for Neuroscience central office. Rooms have been blocked for exhibitors in each of the hotels used by the Society (except for student and member category I & II hotels). The San Diego Marriott Hotel and Marina and the Manchester Grand Hyatt are the official co-headquarters hotels. Each exhibiting company can reserve up to six rooms at each of the co-headquarter hotels depending upon availability. SfN Housing/CMR staff will be available at the San Diego Convention Center all week to assist you on-site. Hotel List Hotels are listed by area and in order of descending rates. The San Diego Marriott Hotel and Marina and the Manchester Grand Hyatt are the official co-headquarters hotels. The numbered circles on the maps correspond to the numbers assigned to the hotels. Hotels 35-48 are student and member category I & II hotels. Exhibitor Housing Reservation Policies To make a hotel reservation through SfN Housing you need to be approved and assigned a booth number. Once approved, exhibitors will receive a booth number and password that will be required in order to make a hotel reservation. There is no 6 character unique registration confirmation number for exhibitors - those are for attendee housing. Exhibitors may only block their allotted amount of rooms: 6 rooms per 10'x10' booth. As a courtesy to your fellow exhibitors, please do not block rooms on a speculative basis. Block only the rooms that are actually needed. Exhibitors requiring rooms over their allotment may attempt to reserve those rooms after September 24, based on availability. In the event that you cannot be assigned to any of your requested hotels, you will be placed on a waiting list and contacted if rooms become available. Changes will not be made without your approval. Reservations must be guaranteed with a valid credit card in the amount of $150 per room or $300 per suite, regardless of hotel and room rate requested or assigned. SfN Housing will make reservations based on requests; however, special requests (such as two beds or a non-smoking room) cannot be guaranteed by SfN Housing. It is the exhibitor's responsibility to reconfirm requests directly with the assigned hotel prior to arrival in San Diego, starting October 29. If you require a room compliant with the Americans with Disabilities Act, please indicate your requirements in the comments section of the housing request form and a SfN Housing representative will call you to confirm your requirements within three business days. Exhibitors or their agents may not negotiate blocks of hotel rooms directly with contracted SfN participating hotels. If such a violation should occur, the company will lose 25% of its accrued exhibitor priority points, in addition to not accruing points for the current year. It is also a violation to negotiate blocks of rooms with hotels for future meetings that will impede SfN's ability to obtain rooms. Exhibitor Housing - Sub-blocks If you need to secure rooms and are unable to provide names for reservations, complete the online Exhibitor Block Request Form. The deadline to request a block of rooms is Monday, September 24, 2007. At this time, you will only need to indicate the number of rooms requested for each night. Once the Exhibitor Block Request Form has been processed, you will receive an account name, password and detailed instructions on how to manage your block and submit rooming list/names. Special requests, such as non-smoking and number of beds, may be made at that time. Names must be received by SfN Housing by Friday, October 5, 2007, or you will be notified that your room block has been canceled. For any questions concerning managing room blocks online, please contact SfN Housing at SfN2007Housing@cmrus.com or by phone at (866) 999-3093 (US & Canada) or (415) 268-2091 Monday - Friday, 9 a.m. - 9 p.m. (Eastern Time). Exhibitor housing- Suite Requests Indicate on the online Exhibitor Block Request Form if the requested suite will be used for hospitality purposes by checking the appropriate box and indicating the anticipated attendance in the comments section below. List the arrival and departure date, type of suite, and number of bedrooms required. Exhibitors requesting a suite for hospitality purposes must attest the hospitality suite will only be open during approved hours, which are: Tuesday, Oct. 30 All day*
Breakfast meetings are allowed in suites any day but must conclude by 8 a.m. In addition to the hours listed above, the approved hours for scheduling small (attended by no more than 25 individuals) ancillary events, special group events, social gatherings, or committee meetings in suites are as follows: Tuesday, Oct. 30 All day*
Exhibitors may hold company meetings in suites at any time provided that their booth is staffed and no professional registrants are in attendance. Exhibitors must confirm, in writing, to the Society that the meeting is for company personnel only. By submitting your request, you agree to adhere to the Society's guidelines. Individual Exhibitor Housing If you are able to provide names at this time for your requested rooms, only complete the online Individual Room Request Form. List each room occupant, type of room, arrival date, and departure date, preferred hotel as well as second and third choice. The deadline for individual room requests is Friday, October 5, 2007. Once you have submitted your Individual Room Request Form, you will receive a reservation confirmation email from SfN Housing within 5 business days. If you do not receive any communication within 5 business days, please contact please contact SfN Housing at SfN2007Housing@cmrus.com or by phone at (866) 999-3093 (US & Canada) or (415) 268-2091 Monday - Friday, 9 a.m. - 9 p.m. (Eastern Time). Reservation Confirmations Confirmations issued by SfN Housing will be honored by all hotels in the SfN block. Please be certain your arrival and departure dates are accurate on your hotel confirmation. NOTE: If you do not arrive at the hotel on the date shown on your hotel confirmation, the hotel will resell your hotel room for the remainder of your stay and you will be charged in the amount equal to one night's room charge, plus sales and occupancy tax. Also, hotels may charge an early departure fee, so please be sure to reconfirm your departure date upon check-in Please Don't Be a "No-Show" If you cancel your plans to exhibit at Neuroscience 2007, remember to cancel your hotel reservations as quickly as possible. The Society for Neuroscience and CMR strive to obtain the largest number of hotel rooms at the lowest possible rate near the convention center for Neuroscience 2007 exhibitors. Hotels are reluctant to commit large room blocks and offer lower rates if the Society has a high no-show rate (number of exhibitors with reservations who do not show up and do not cancel reservations). If a reservation is properly canceled, another Neuroscience 2007 exhibitor may use the room this year. Changes and Cancellations You may make changes to or cancel your hotel reservation online until Friday, October 5, at 9 p.m. EDT. You will need your account name and password. Once you have logged on, the Hotel List and Reservation Form pages will contain information specific to your group. After making your changes or canceling your reservation, you will receive an updated SfN hotel confirmation reflecting your changes or cancellation. If you wish to make your change or cancellation by phone, fax, or mail, you must do so through SfN Housing until 72 hours prior to arrival; mailed changes or cancellations requests must be received by SfN Housing by this date. When calling, be sure to make note of the name of the person you spoke with to change or cancel your reservation, and to request that a revised confirmation or cancellation notice be sent to you. Hotel cancellation policies can vary from hotel to hotel. Please verify the cancellation policy for your assigned hotel, which will be printed at the bottom on your SfN hotel confirmation, and strictly enforced by your assigned hotel. |
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