Updates to ADEA Annual Session Hotel Accommodations
Rooms are still available in ADEA’s original block for an arrival date of Saturday, March 14, and a departure date of Tuesday, March 17, at the Hyatt Regency Phoenix and Wyndham Phoenix Downtown. ADEA has added an additional room block at the Sheraton Phoenix Downtown Hotel for the nights of Friday, March 13, through Wednesday, March 18.
Make your reservations online at https://resweb.passkey.com/Resweb.do?mode=welcome_ei_new&eventID=77412.
Important instructions
Make your hotel reservation prior to the February 20, 2009, deadline online or by fax or mail. Choose from one of the official conference hotels, Hyatt Regency Phoenix or Wyndham Phoenix Downtown.
Hyatt Regency Phoenix
122 North Second Street Phoenix, AZ 85004
Wyndham Phoenix – Downtown
50 E. Adams Street Phoenix, AZ 85004
Online
Making your hotel reservation online is the best choice, since you can immediately select from available hotels and guarantee your choice of hotel as you make your reservation. Visit https://resweb.passkey.com/go/adea2009 to access the online housing request system (this is not an ADEA website). Please follow the instructions carefully. You must use a credit card to hold your reservation. You may also re-visit the site to make any necessary changes or cancellations to your reservation.
Fax
Complete the Hotel Reservation Form located at www.adea.org/events and fax it to the ADEA/Phoenix Housing Bureau at 602-256-5292. You must use a credit card to hold your reservation. Do not mail the original form if you faxed it.
Mail
Complete the Hotel Reservation Form and mail it with your credit card number or check to:
ADEA/Phoenix Housing Bureau
c/o GPCVB
400 E. Van Buren Street, Suite 600
Phoenix, AZ 85004-2290
Telephone
No telephone reservations will be accepted. For questions only, call ADEA/Phoenix Housing Bureau at 602-452-6269. For changes or cancellations, email hsgcoor@visitphoenix.com or fax 602-256-5292.
Room blocks
Room blocks of 10 or more rooms may be reserved initially under one company name. A complete and final list of names of room occupants must be submitted to the ADEA/Phoenix Housing Bureau on or before January 30, 2009, or the room block will be released (no reminders will be sent). Any company or organization reserving a block of 10 or more rooms will also be required to sign an attrition agreement with ADEA. This agreement makes the company financially responsible to ADEA in case of cancellation of these rooms after February 20, 2009.
Direct reservation with hotels
To receive special ADEA room rates, you must use the ADEA/Phoenix Housing Bureau. The hotels cannot process ADEA reservation forms, and the special rates are not available through the individual hotels or their websites. Requests made or sent directly to the hotels will be refused.
Room deposit
All hotels require a deposit of one night’s room rate and tax to hold your reservation (if a deposit or credit card number is not sent with your reservation, it will not be processed). If you need to send a check for this deposit, include it with your Hotel Reservation Form and make it payable to “ADEA/Phoenix Housing Bureau.” If you use a credit card to guarantee your room, the credit card will not be processed until after March 2, 2009. Hotel reservations must be received by February 20, 2009.
Confirmations
The ADEA/Phoenix Housing Bureau will send an acknowledgment of your reservation by email (immediately if email address is provided), by fax (within two hours if a fax number is provided and received from Monday through Friday) or by mail (within 10 to 14 days). Please check it for accuracy. If you do not receive an acknowledgement within 14 days, please contact the ADEA/Phoenix Housing Bureau immediately. You will not receive a confirmation direct from the hotel. The hotels will not receive your reservation from the Housing Bureau until after February 27. You may modify or cancel your reservation online.
Modifications or cancellations
You may continue to make, modify, or cancel reservations through 4:00 p.m. Mountain time February 27, 2009, via the Housing Bureau. Beginning February 28, 2009, you should contact the hotels directly. Reservations secured by a check will be assessed a $25 processing and cancellation fee if cancelled at any time. Rooms guaranteed with a credit card will be subject to a $25 processing and cancellation fee after 4:00 p.m. Mountain time on February 20, 2009.
Hotel cancellation policy
Your full deposit will be forfeited if you do not cancel your entire reservation 72 hours prior to your scheduled arrival date. For cancellations, contact the ADEA/Phoenix Housing Bureau by email at hsgcoor@visitphoenix.com or by fax at 602-256-5292. As of February 28, 2009, you must contact the hotel directly to cancel your reservation.
Reservations after the deadline
The ADEA/Phoenix Housing Bureau will continue to accept reservations through 4:00 pm Mountain time on February 27, 2009. After February 27, ADEA encourages you to call the official conference hotels, as the hotels may honor our special discounted rates and may have rooms available.
Housing problems
If you have any problems with the housing process, please contact Ms. Monique Morgan, ADEA Registration and Awards Event Coordinator, at 202-289-7201, ext. 186, or morganm@adea.org.
This site reflects a preliminary schedule and preliminary information and is subject to change.