Housing Policy
All conference attendees are required to make a hotel reservation. Registration and housing functions are integrated; therefore, conference participants must stay within the official hotel block as CROI is liable for any rooms that have been held for the conference but not used. The only exceptions to this policy are attendees who are 1) local or are staying with a friend or family member; or 2) sharing a room with a fellow attendee.
HOTEL BLOCK AND RATES
The housing block includes discounted rooms at select Seattle hotels convenient to the conference venue. Room availability is limited, therefore, the longer you delay in securing housing the less room availability there will be.
HOTEL GUARANTEE POLICY
Each individual reservation must be guaranteed with a major credit card or check in the amount of the first night’s room and tax.
If providing a check, please make it payable to the assigned hotel in the amount of first night’s room and tax. If you are providing a check for your housing guarantee, you will be unable to secure your reservation online. You must call the Registration and Housing Office at 866-535-6880 (domestic) or 703-535-6880 (international), between the hours of 9 am to 5 pm ET, to make a reservation.
Note: The online housing system does require a credit card to secure a reservation. It is important to note that your credit card is used for guarantee purposes only and will not be charged unless you cancel your reservation less than 72 hours before your scheduled arrival date or if you “no-show” at your confirmed hotel. Your guarantee assures room availability until 6 am the morning after your scheduled arrival. If you fail to arrive by that time, your room may no longer be available. Your credit card must have an expiration date of 4/12 or later.
MULTIPLE RESERVATIONS
Only one reservation is permitted per conference registrant.
No travel agents or tour groups are permitted to use our housing site to secure multiple reservations. As registration and housing are integrated functions, any discrepancies/duplications in records will be identified and you will be notified accordingly.
CONFIRMATIONS
Confirmations will be sent via email immediately following the successful completion of the housing process. It is important to note that your hotel confirmation is separate from your registration confirmation, and you will be provided with separate confirmation numbers.
CHANGES TO RESERVATIONS
Please call the hotel directly to make any changes after February 17. Please note the hotels have a standard 72 hour cancellation policy. In order to make modifications before that date, changes can be made online with your hotel confirmation number.
CANCELLATION POLICY
Cancellations must be made in writing (by mail, email, or fax- listed below) to CROI Registration & Housing. Cancellations to your hotel reservation cannot be made online or via the phone.
Since housing and registration functions are integrated, if you cancel your hotel reservation, your registration may be in jeopardy. CROI reserves the right to right to cancel your registration, without refund, if you do not stay within the hotel block (see Housing Policy).
QUESTIONS/QUERIES
CROI Registration and Housing Office
115 S. Saint Asaph St.
Alexandria, VA 22314 US
Phone: 866-535-6880 (domestic) or 703-535-6880 (international)
Fax: 703-535-6899
Email: reghousing@retroconference.org
Hours of Operation: 9 am-5 pm ET