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2024 AAN Annual Meeting - Exhibitor Room Block Request

General Information:

  • If your organization desires to secure Group Housing, an authorized group representative should review and complete this block request form for submission to AAN Housing. A submission of a block request functions as an understanding and acceptance of the below policies and will serve as a binding and contractual agreement between the AAN and the group represented by the signatory.
  • Complete and submit this form for all exhibitor rooms. If you need less than 10 rooms, we will book individual reservations based on your request. If you need 10 or more rooms, your request qualifies as group housing and you will have a block of rooms set up for your group. Attrition applies to group housing.
  • Rooming lists must be furnished to AAN Housing by Friday, March 1, 2024, 5:00 pm Pacific Time. Please note your attrition will be based on the rooming list you submit by this date.
  • IMPORTANT: View the AAN 2024 Exhibitor Hotel Map, AAN 2024 Hotel List, Group Housing Instructions, and the 2024 Attrition Policy.
  • All reservation changes and/or cancellations must be made through AAN Housing by March 27, 2024.
  • All reservation requests require a credit card guarantee.
  • Should you need to change your original request after submitting it, please notify AAN Housing: Send us a message or call (800)-676-4226 (U.S. & Canada) or (415)-979-2283 (International).
    • (*Asterisks designate required fields)

    Correspondence should be sent to:

    Hotel Choices:


    Please provide your hotel choices in order of preference. Group housing assignments will be made on a first-come, first-served, space-available basis. At the bottom of this form, an additional 4 hotel choices need to be selected for a total ranking of 10 hotels. If your hotel choices are not available, a housing representative will contact you.


    (*Asterisks designate required fields)

    Room/Suite Request:

    Please enter the number of rooms requested for each night in the table below.

    Monday, November 13, 2023 – Exhibitor Housing Request Forms will be accepted for groups of all sizes as of 8:00 AM Pacific /11:00 AM Eastern Time. All requests must be submitted through the 2024 Exhibitor Housing Website. Ten (10) different hotel choices must be listed for your request to be processed.

  • Companies requesting rooms through AAN Housing must be 2024 Annual Meeting exhibitors.

  • Rates do not include the Denver hotel tax, sales tax, or hotel surcharges. The current tax rate in Denver is 15.75%, but may vary by hotel. Any additional fees will be outlined in your group agreement.

  • The American Academy of Neurology cannot guarantee that groups will be assigned their complete block at one hotel; it is likely that large groups will be split between multiple hotels.

  • If you had a group block at past AAN Annual Meetings, your history of rooms utilized will be reviewed, along with your 2024 Annual Meeting presence and the AAN’s housing availability to determine 2024 blocks. AAN Housing reserves the right to make adjustments to your block.

  • The initial deadline for room block requests is November 22nd, 2023 8:00 p.m. Eastern Time / 5:00 p.m. Pacific Time. All requests submitted by this date will be assessed and assigned based on best fit within the block and group hotel preference. Requests are not assigned solely on receipt order. Confirmations of assignments will be sent by December 12th, 2023, 5:00 p.m. Eastern Time, 2:00 p.m. Pacific Time. Groups of 9 or less reservations will receive individual reservation confirmations. For groups of 10 or more rooms: Once you receive the housing agreement confirming your block. Return a signed copy to be provided with a welcome letter granting access to manage your room block online.

  • Any additional requests for rooms will be based on availability and must be submitted in writing to AAN Housing.

  • Should your group wish to make further payment (deposit or full payment of rooms) please contact AAN Housing / CMR. Any check deposits or payments must be received by March 1st, 2024.

  • Suite Requests: Suites are limited and available on a first-come, first-served basis. Contact AAN Housing if interested in a sleeping suite.

  • Meeting Space and Meeting Suites: If interested in reserving a meeting space at a conference hotel, contact icw@aan.com. If interested in reserving a meeting suite in the BCEC, contact Jordan Smith at jsmith@aan.com.

  • Groups of 10 or more rooms: The Rooming List Deadline is Friday, March 1st, 2024 5:00pm Pacific - Rooming lists with complete names and arrival/departure are due to AAN Housing. Any unused rooms, where names have not been provided by this date, will be released. Following the rooming list deadline, a report will be emailed to the designated group coordinator detailing the room block for which the Exhibitor is liable. Please note your attrition will be based on the rooming list you submit by this date. Please review the complete attrition policy including the detailed penalty table here.

  • Groups of 9 or less rooms: The Housing Deadline is March 1st, 2024 5:00pm Pacific - Individual names and dates for each reservation requested must be received by AAN housing.


    • Rooms/Suites:




    Rooms
    Tue
    Apr 9
    Wed
    Apr 10
    Thu
    Apr 11
    Fri
    Apr 12
    Sat
    Apr 13
    Sun
    Apr 14
    Mon
    Apr 15
    Tue
    Apr 16
    Wed
    Apr 17
    Thu
    Apr 18
    Fri
    Apr 19
    Suites
    Total

    * For suite requests, please indicate if the suite is for sleeping or hospitality function.
    Sleeping      Hospitality      N/A

    Deposit Information:

    Deposit Policy:
  • Online Exhibitor Room Requests require a credit card for guarantee. This credit card will NOT be charged by AAN Housing. The hotels may charge a deposit of one night’s room and tax per reservation once the AAN rooming list is transferred to the hotels on March 22nd, 2024. The deadline for AAN Housing to receive check deposits & wire transfers is March 1st, 2024. Deposits will be refundable for cancellations made 7 days prior to arrival.

    Each guest will need a credit card upon check-in to pay for the remaining balance for the room and tax plus a daily hotel incidental hold ($50-$200, varies by hotel). If you want full room and tax paid to a card that the guest will not have with them while in Denver (company card, etc.), a credit card authorization form will need to be requested and submitted to the hotel after March 22nd, 2024.

    All room block requests must be guaranteed with a credit card (no checks).

    • Financial Information:

    Cancellation Policy:

  • Individual Cancellation penalties apply for reservations cancelled with less than 7 days prior to arrival.

    Groups reserving housing blocks of 10 rooms or more on peak night are held to the group housing attrition policy and expected to utilize 80% or more of their total block as of the housing list deadline (March 1, 2024). View full attrition policy here.


    • Additional Questions:







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