2004 Home > Attendees > Housing

2004 Housing Information

• Highlights of 2004 policy changes
• Why Book in ASNR Room Block
• Why ASNR Instituted the Advance Housing Deposit Policy
• About the Sheraton Seattle Hotel & Towers
• Hotel Policies

 Highlights of the 2004 policy changes

• Time period for making changes and still receiving a refund has been lengthened.
• Cancellation can now be made up to 2 weeks prior to the meeting to receive a partial refund.
• Reservations can be made online directly with the Sheraton Seattle Hotel & Towers at the reduced ASNR conference rate.

 Why Book in the ASNR Room Block

If attrition clauses have become standard in hotel contracts, why does ASNR continue to commit to a block of rooms at a hotel?

Benefits to you:

• Hotel rooms exclusively for ASNR members. This assures that hotel rooms are available for members even when general availability fluctuates.
• Guarantees attendees a room rate that is significantly lower than the "rack" rate charged customers not affiliated with a group.
• Specific services and assistance are given if the hotel has overbooked and is unable to provide a room. Hotel reservations made through discount travel sites on the Internet are frequently given lower priority when hotels face a sold out situation.
• ASNR receives credit towards meeting room rental based on the number of rooms used.
• These credits help control the cost of the meeting, in turn helping ASNR to continue offering excellent programs at a reasonable cost.
• A history of high utilization of our room block enables ASNR to negotiate better room rates for future meetings.

June is a busy month in Seattle with meetings, conventions and summer tourists. We have been advised that due to other events in the city, the number of available hotel rooms close to the convention center. ASNR encourages attendees to reserve their room as early as possible at the Sheraton Seattle Hotel & Towers since the number of rooms available in the city and the hotel will be limited.

 Why ASNR Instituted the Advance Housing Deposit Policy

The ASNR implemented new Advance Housing Reservation Deposit and Cancellation Policies for attendees and exhibitors at the 40th Annual Meeting in 2002 due to attrition penalties incurred at the 2001 meeting. Prior to the mid- 1990's hotels were not imposing these types of penalties but since then have used attrition clauses to assist with the hotel property's overall revenue and room block management. Now standard in hotel contracts, attrition penalty clauses require the ASNR to assume financial responsibility for rooms reserved but not used.

The ASNR can no longer be the sole bearer of the financial burden caused when attendees and exhibitors cancel or do not fulfill their room block commitment and/or housing reservations. The purpose of this policy is to ensure the continued success of the meeting while providing limited financial risk for attendees, exhibitors and the ASNR.

The goal with these policies is to avoid future attrition penalties by eliminating or substantially limiting the financial risk to the ASNR for cancelled and unused rooms by both our exhibitors and attendees and to assist us in better monitoring and tracking our room blocks.

Again this year, the Advance Housing Reservation deposit policy requires a prepayment of the approximate total of the first and last night stay (room charges plus tax) for attendees. A prepayment of the entire stay is required for exhibitors. The staff has worked with the Sheraton Seattle Hotel & Towers to provide the latest possible reservation deadlines to receive full and partial refunds.

The use of the Internet to find hotel rooms with reduced rates has had a significant impact on hotels and association meetings. ASNR continues to work with other associations and hotels to develop new housing policies and develop contracts that will ensure our members receive the best possible hotel rate from our designated headquarters hotel.

If you should have any further questions concerning these policies in effect for the ASNR 2004 Annual Meeting, please contact Lora Tannehill, ASNR Director of Scientific Meetings at 630-574-0220, Ext. 229; email: ltannehill@asnr.org.

 Advance Housing Reservation Deposit Policy Information

Housing Reservation Changes

Attendee hotel reservations for the 42nd Annual Meeting must be made by booking online or faxing the hotel directly at 206-447-5525. Phone reservations will not be accepted. The ASNR requires prepayment of an advance housing reservation deposit of $470 USD* for each hotel reservation. This is approximately the amount of the first and last night's stay (room charges plus tax) A credit card is required for the advanced housing reservation deposit made online. The advance housing deposit will be charged at the time of reservation by the ASNR. To make hotel changes and cancellations contact the Sheraton Seattle Hotel & Towers at 1-800-204-6100.  Refunds Refunds will be issued 6-8 weeks after the close of the meeting. Refunds will not be issued for no-shows.

* Deposit of $235 USD required for one night stay.