Exhibitor Housing/Staff List Policies

“Booking your hotel through the association is good for everyone!”

Save yourself the hassle of finding a good hotel room. SAGES has pre-booked blocks of hotel rooms at several hotels designed to accommodate various budgets. All are within easy walking distance of the San Antonio Convention Center.

We request that you book your housing within one of the following blocks: Marriott Rivercenter Hotel San Antonio(Headquarters Hotel), Grand Hyatt San Antonio, or Hilton Palacio del Rio.

Why?

• This ensures that exhibitors have accommodations at the current meeting as well as future meetings.
• All conferences are able to reserve hotel space for the future based on hotel space they have filled in the past.
• Show Management strives to procure a variety of accommodations addressing both cost (show rate is usually significantly lower than the hotels’ quoted rate) and proximity to headquarters.
• Hotels are booked three to five years in advance. To protect SAGES and the hotels for this long term commitment the Society is contractually liable for attrition penalties because of unfilled rooms. Unfilled rooms include un-booked rooms as well as those caused by early departure. Reserve only the number of rooms you need for the time you expect to stay.
• If the Society suffers attrition penalties, this will bear directly on future space and hotel costs.
• Compliance with this policy benefits all exhibitors.

How to Make Reservations

Hotel reservation instructions will be included with your confirmation kit and again in the exhibitor kit.

Hotel Policy

• Exhibitors are required to reserve rooms within the meeting room block.
• A block of rooms will be reserved for exhibitors in the SAGES Headquarters Hotel. There will be a cap of 30 rooms per exhibiting company at the Marriott Rivercenter Hotel (headquarters hotel) and unlimited additional rooms at the Grand Hyatt San Antonio and Hilton Palacio del Rio. You may book rooms in any of these hotels.
• Exhibitors are required to follow the hotel reservation policy as defined in the exhibitor confirmation packet. This will entail the use of a specific reservation form or a direct reservation system.
• Hotel rooms reserved and occupied by exhibitors will be booked directly with the hotel.
• To insure equal opportunity for all exhibitors to obtain hotel rooms, the Hotel will not accept exhibitor reservations until one week after the date confirmation packets are mailed.

Cancellations & Penalties

• The hotel reservation cut-off date is February 18, 2011. Exhibiting companies may reserve one or more rooms without individual names, or a company block until the cut-off date. After February 18, 2011 rooms or room blocks without individual names (rooming list) will be released.
• A credit card number or payment of one night’s room and tax as a deposit for each room reserved is required.
• Reservations received after February 18, 2011 will be accommodated as availability permits. If the meeting room blocks are not filled by the cut-off date, the hotels may release the remainder of the rooms within the meeting block for general (public) reservations.
• For Hotel rooms reserved and not used or appropriately canceled, including no-shows and early departures, exhibitor will be obligated for the full room night cost of the entire length of the stay.
• Exhibitors reserving more than 10 rooms will be required to sign a sub-block contract directly with the hotel. Any penalties or attrition accrued based on the terms of that contract will be the responsibility of the exhibitor.