Registration and Housing

Registration

Payment Methods
A check or money order (payable to AAMC) must accompany the registration form. Payments from outside the United States must be made payable in U.S. funds through a U.S. bank. Forms received without payment will not be processed. Do not include any other payments with your annual meeting registration, as we will be unable to process your check and it will be returned to you.

Individuals registering on-site must pay the registration fee by cash, check or credit card. American Express, MasterCard and Visa are accepted.

Registrations received with a purchase order will be accepted as a placeholder only. Actual payment must be received by October 23. If payment is not received by this date, your registration will be canceled.

PLEASE NOTE: UNTIL PAYMENT IS RECEIVED, YOU WILL BE UNABLE TO MAKE A HOTEL RESERVATION WITHIN THE AAMC ROOM BLOCK.

Advance Registration Cut-off
Registration forms received by mail after October 23 will be processed on-site and charged the on-site registration fee. Online registration will be open through October 30. Materials can be picked up at the Hynes Convention Center beginning at 7:00 a.m. on Friday, November 6.

On Site Registration
If you do not register in advance, you may register on-site at the Convention Center beginning at 7:00 a.m. on Friday, November 6. On-site registration fees will apply.

One Day Registration
The one day registration fee is $175. One day registration is available for any of the meeting dates but purchase is limited to one day only. It entitles the registrant to a copy of the final program and access to all open meeting functions, and to the Exhibit Hall on Sunday or Monday. Multiple One Day passes cannot be purchased for the same person.

IME Exhibitor's Registration
All IME exhibitors must register for the annual meeting. If you have received notice that your booth application has been accepted, please be sure to check the IME Exhibitor box on the registration form, so that you are correctly identified as an exhibitor. You will not be allowed access to the Exhibit Hall without the exhibitor's badge during set up. On-site, set-up help will be issued a badge that reads "Set-Up Help Only." After the set up of exhibits on Saturday, anyone without an official badge must leave the Exhibit Hall. IME Exhibit booth fees are paid separately to AAMC. Do not include this payment with your registration fee. You may only register as an IME Exhibitor if your application to exhibit has been accepted and your booth fee has been paid.

IME exhibit questions should be directed to Caroline Coleman at ccoleman@aamc.org or 202-828-0412.

"My CME" Program
For more information on the CME program, please visit My CME. The Web site contains detailed information on the program, guidelines for creating your meeting objectives, and a tentative list of eligible sessions. To enroll in the program, please check the appropriate box on your registration form, and submit payment for the $50 CME fee.

Confirmation
If registering online, immediate e-mail confirmation will be sent to the address provided. If registering by mail, confirmation will be sent via e-mail within five business days of receipt of registration.

Badges and Workshop and Meal Tickets
If you register by October 12, 2009, your badge and tickets will be mailed in advance this year. Badge holders, final programs, and additional meeting materials may be picked up in the registration area at the Hynes Convention Center beginning at 7:00 a.m. on Friday, November 6.

Refund and Cancellation Policy
Registration Fees: Requests for cancellations or substitutions must be submitted in writing to aamcatt@experient-inc.com (attendees) and aamcexh@experient-inc.com (exhibitors). Applicable cancellation fees are as follows:

$50 processing fee is assessed for cancellation notices received by October 2;

50% of the registration fee is refunded for cancellation notices received between October 3 and October 23;

No refunds are issued if cancellation is received after October 23. Forfeited fees may not be applied to subsequent years.

Meal Ticket, Workshop and CME Fees
Refunds are only issued for cancellation notices received by October 23.

Refunds will be made in the same form as the original payment.

A Special Note for the Disabled
The Association of American Medical Colleges wishes to ensure that no individual with a disability is excluded, denied services, segregated or otherwise treated differently from other individuals because of the absence of auxiliary aids and services. If you are in need of auxiliary aids or services, please contact us at annmeet@aamc.org.

Personal Guests
There is no charge to register a personal guest to attend the meeting. Please note that a "Guest" is a personal guest, not a business associate or staff member. Guests may attend open meeting functions, but will not receive meeting materials. Guests must register on-site.

Registration Questions
Please contact Experient via email at aamcatt@experient-inc.com (attendees) or aamcexh@experient-inc.com (exhibitors) or directly at 301-694-5243 or 866-229-2386 Monday through Friday, 8:00 - 5:00 (Eastern Time).

Housing Information

There are two ways to reserve a hotel room: online or by phone.

1. Online Reservations After completing your registration you will be taken directly to the housing reservation page.
   
   
2. Phone Reservations After your registration fee has been processed, hotel reservations may be made via phone Monday through Friday, 9:00-5:00 (Eastern Time). In the United States and Canada, call toll free at 800-803-7212. International attendees may call 312-527-7300. Please have your registration id/confirmation number available.

Attendees are responsible for securing their own hotel reservations. Reservations are processed on a first come, first served basis. Attendees MUST register for the meeting before making hotel reservations.

Hotel Rates
Please scroll down for hotels rates. To take advantage of the special AAMC rates, be sure to book your reservation by October 9, 2009. After this date, the official AAMC blocks will be released and hotels may charge significantly higher rates. You are advised to make your reservations early, as the room block may sell out before the cut-off date. All rates are per room per night and are subject to a 12.45% tax (subject to change).

Credit Card Guarantee
A credit card valid through November 2009 is required to guarantee a reservation. American Express, MasterCard and Visa are accepted. Hotel reservations requested without valid credit card information will not be processed.

Confirmation
You will receive an e-mail confirmation of your reservation after each new booking, modification and/or cancellation. Review it carefully for accuracy. Please contact Travel Technology Group (email address and telephone numbers appear below under "Housing Questions") if you do not receive an acknowledgement. Be advised, you will not receive a separate confirmation from your hotel.

Changes/Cancellations
All reservations, changes and cancellations must be made through Travel Technology Group by October 14, 2009, and will be based on availability. Beginning October 17th, please contact your hotel directly. Penalty fees for early departure may apply and are enforced by the hotel.

INDIVIDUAL ROOM RESERVATIONS MAY BE CANCELED UP TO 72 HOURS PRIOR TO ARRIVAL WITHOUT PENALTY. IF YOU CANCELWITHIN 72 HOURS OF ARRIVAL, YOUR CREDIT CARD WILL BE CHARGED ONE NIGHT'S ROOM AND TAX.

All AAMC sponsored sessions will be held at the Hynes Convention Center, Marriott Copley Place, and Sheraton Boston Hotel. The three facilities are connected by indoor skywalks, and are within a 10 minute walk of one another. Map of Convention Center area (PDF)

* = Co-Headquarter Hotels

Where to stay?

We know that, for many attendees, finding the lowest possible hotel rate is challenging, and we are aware that often people choose to stay at properties outside of the AAMC-negotiated rooming blocks. However, before you book your hotel room for the AAMC Annual Meeting outside of the AAMC meeting blocks please know that:

• AAMC continues to make every effort to keep costs low as possible for those attending the Annual Meeting.

• One way this is done is to make a commitment to the host hotels that a specified number of hotel rooms will be occupied by our conference attendees. In exchange for this commitment, the hotels provide AAMC with complimentary meeting space. This commitment also enables us to negotiate discounted rates with the convention center.

• Individuals who choose to stay at non-host hotels receive the benefit of the conference facilities, but do not contribute to the necessary commitments that allow AAMC to block appropriate function space for our meeting (much of it on a complimentary basis).

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