AAAAI 2015 Annual Meeting - Houston, TX
AAAAI 2015 Annual Meeting - Houston, TX

AAAAI 2015 Annual Meeting

February 20-24, Houston, Texas

Registration and Housing

Exhibitor Registration Information

  • All exhibitor personnel must be registered for name badges.
  • Unlimited exhibitor badges are provided at no charge. An exhibitor badge allows admission to the exhibit hall only.
  • One complimentary exhibitor/delegate badge per 100 square feet of exhibit space rented (maximum 15) is available to each exhibit company. An exhibitor/delegate badge allows admission to the exhibit hall and all non-ticketed educational sessions. Additional exhibitor/delegate badges can be purchased for $770 (before the January 28, 2015 deadline).
  • Exhibitor personnel interested in attending ticketed sessions must register as a paid delegate.
  • Guest passes for exhibitor personnel will not be issued.
  • Name badges must be worn at all times when working the booth.
  • Name badges will not be mailed in advance. 

The registration site gives exhibitors the ability to manage their own name badge process. Each exhibit company will have a direct link into a secure exhibitor file that will allow you to:

  • Update contact information
  • Make modifications to name badges
  • Track the number of complimentary exhibitor/delegate badges utilized/available
  • Process exhibitor/delegate registration payments

Registration confirmations will be sent via e-mail or fax to the main contact person. In order to reduce wait times at the onsite exhibitor registration desk, please make every effort to complete all name changes, additions or deletions prior to the Annual Meeting. The company name printed on the badges will match the name under which the company applied for exhibit space. Please note company name changes will not be accepted on site. All representatives will be required to provide identification and proof of company affiliation before receiving their official AAAAI exhibitor name badges.

Registration Desk Hours

Thursday,
February 19
4:00 pm to 7:00 pm
Friday,
February 20
6:45 am to 5:30 pm
Saturday,
February 21
6:45 am to 5:30 pm
Sunday,
February 22
6:45 am to 5:30 pm
Monday,
February 23
6:45 am to 5:30 pm
Tuesday,
February 24
6:45 am to 4:00 pm

Registration and Housing Bureau
Convention Management Resources (CMR)
33 New Montgomery, Suite 1100
San Francisco, CA 94105
Phone: (888) 869-0189
            (415) 979-2277
Fax:     (415) 216-2553
E-mail: aaaaiexhib@cmrus.com

Exhibitor Housing

Exhibitor Housing Blocks
A portion of the rooms at each Annual Meeting hotel has been reserved exclusively for exhibitors. If you have held exhibitor blocks at past AAAAI meetings, your history of rooms reserved vs. rooms utilized will be reviewed. AAAAI reserves the right to make adjustments to your blocks based on past history.

Because of the popularity of certain properties in the Annual Meeting hotel block, exhibitors are encouraged to make their hotel reservations at the earliest possible date. Rooms will be reserved on a strict first-come, first-served basis. All exhibitor hotel reservations must be booked no later than January 9, 2015. After this date, the AAAAI cannot guarantee any exhibiting company rooms in any of the Annual Meeting hotels. Once an exhibiting company has secured a block of rooms by completing the appropriate form and submitting the appropriate deposit guarantee, the company must provide CMR with a detailed rooming list of the individuals scheduled to fill that block, including specific arrival dates, departure dates and room preferences by January 9, 2015. After January 9, 2015, any room nights not accounted for on the rooming list will be released for resale to other attendees.

Deposit Policy
Each exhibitor reservation must be guaranteed with either a credit card (American Express, Discover, MasterCard, or Visa) in the amount of the first two night’s room and tax or check deposit in the amount of $600.00 per room reserved. Check deposits should be made payable to Convention Management Resources in U.S. funds drawn on a U.S. bank and include the ABA encryption code.

Confirmations
Along with the confirmation, CMR will send a rooming list form to indicate names of the individuals scheduled to fill that block, including specific arrival dates, departure dates and room preferences. This form must be completed and returned by January 9, 2015 in order to receive a CMR confirmation number. This is the only confirmation number you will need. Your hotel will not issue a confirmation of your reservation.

Cancellations and Changes
The last day for cancellations without penalty is January 16, 2015. Contact CMR with all changes or cancellations to your hotel reservation. Do not contact the hotel or the AAAAI. Changes will be made on a space-available basis only up until February 11. No changes or cancellations to any exhibitor reservation will be accepted after February 11. In addition, the Annual Meeting hotels may hold individuals responsible for all the reserved room nights as of the cancellation deadline. Individuals who cancel after this date, fail to arrive on the scheduled day or depart early may be charged for each room night of their confirmed reservation, whether they actually utilized the room or not.

Attrition Policy
If final utilization of the originally contracted Exhibitor room block falls below 90%, the Exhibitor will be responsible for an attrition charge equal to the number of room nights under 90% utilization and the Exhibitor will be invoiced for that amount.

Registration and Housing Bureau
Convention Management Resources (CMR)
33 New Montgomery, Suite 1100
San Francisco, CA 94105
Phone: (888) 869-0189
            (415) 979-2277
Fax:     (415) 216-2553
E-mail: aaaaihousing@cmrus.com

Housing Alert!
It has come to our attention that a housing agency representing itself as AAAAI's hotel booking agent has been contacting attendees to make hotel reservations on their behalf. CMR (Convention Management Resources) is the only official housing provider for the 2015 Annual Meeting. No other housing company or travel agency is authorized to place hotel reservations on behalf of the AAAAI, its exhibitors or its sponsors. These companies have not entered into agreements with the Houston hotels and are not able to guarantee rates and accommodations during the conference dates. Should you be contacted by any agency other than CMR, please email the AAAAI at annualmeeting@aaaai.org with the details.