Hotel and Travel
Hotel Reservations
Headquarters Hotel
Sheraton Boston
AES continues to utilize Passkey as the online hotel reservation system allowing you as the attendee to confirm, modify or cancel your hotel reservation in real time, 24/7. Detailed information on hotels and room types is available at your finger tips. Automated confirmations are sent immediately to your e-mail address. Please contact Experient Housing if you have questions at 800.974.9769 or 847.996.5892.
Everyone is encouraged to use the discounted hotel programs that have been arranged for you. Confirming your room using a preferred hotel allows AES to maintain consistent and competitive registration, exhibit space and other service fees from year to year. A portion of the room rate at each hotel will be used to offset meeting expenses.
Three ways to confirm your hotel room:
Book On Line (Credit cards only)
PLEASE NOTE: Your e-mail system or spam blocker may be preventing you from receiving important messages, including your hotel confirmation responses from Experient, the official AES Housing Bureau. Please remember to check your spam filter frequently.
Mail or Fax: 847.996.5401 (Credit Cards only)
Experient Housing
568 Atrium Drive
Vernon Hills, IL 60061-1731
Call the Housing Customer Service Team at Experient
Monday – Friday, 9:00 a.m. – 5:00 p.m. (Central Time)
Phone: 800.974.9769 (US & Canada)
847.996.5892 (International)
Questions: E-Mail Experient – the official AES Housing Bureau
E-Mail: aes@experient-inc.com
Sheraton Boston Hotel (Headquarters Hotel)
39 Dalton Street, Boston, MA 02199 USA
Telephone: 617.236.2000
Fax: 617.236.1702
Rates: $199 Single / $219 Double
Check-in: 3:00 p.m. Check-out: Noon
Nestled in the charming and historic Back Bay, the 1,216 room Sheraton Boston Hotel is ideally situated with an indoor connection to the Hynes Convention Center and over 200 shops at The Shops at the Prudential Center and Copley Place Mall. Located just four miles from Logan Airport the guest rooms feature the Sheraton Sweet Sleeper TM Bed, High Speed Internet Access, individual climate controls, and a new communications package which offers one low fixed price in room movies, coffee and tea maker, hairdryer, iron and ironing board, unlimited domestic long distance phone calls, operator assistance, local phone calls, and toll free 1-800 calls. The hotel is 100% non-smoking.
Marriott Boston Copley Place
110 Huntington Avenue, Boston, MA 02116 USA
Telephone: 617.236.5800
Fax: 617.236.5885
Rates: $199 Single / $219 Double
Check-in: 4:00 p.m. Check-out: Noon
The 1,110+ room hotel, located in the heart of Boston's historic Back Bay, just off the Massachusetts Turnpike, is a short distance from the Hynes Convention Center and connected via indoor walkways. Every room features 300 thread count linens, fluffy pillows, down comforters and High Speed Internet Access (charge). The hotel is 100% non-smoking.
Hilton Boston Back Bay
40 Dalton Street, Boston, MA 02115 USA
Telephone: 617.236.1100
Fax: 617.867-6104
Rates: $173 Single / Double
Check-in: 3:00 p.m. Check-out: Noon
Enjoy New England-style charm and sophistication at Hilton Boston Back Bay. The 385 room Hilton is only four miles from Logan International Airport and right across the street from the Hynes Convention Center. Some of Boston's leading attractions including Fenway Park, the Museum of Fine Arts, and the Boston Common are also easily accessible from the hotel.
Housing Deadline:
The deadline for individual hotel reservations is Friday, November 6, 2009. The deadline for group reservations (10 or more rooms) is Friday, October 2, 2009. You are encouraged to make your hotel reservations early, as rooms may sell out prior to these dates.
Room Deposit / Cancellation Policy:
A credit card (American Express, Discover, Diners Club, MasterCard or Visa) is required to guarantee a reservation. After Thursday, November 19, 2009, a one night, NON-refundable deposit (room and tax) representing the first night of your reservation will be charged to your credit card. Changes can be made to your reservation through Passkey or the AES Housing Bureau until Monday, November 23 based on availability. Please contact your hotel directly after this date.
Early Departure Policy
Guests who check out of the hotel prior to the scheduled departure date will be charged a penalty of one night’s room rate and tax.
Additional Hotel Information
- Check the arrival and departure date on your reservation acknowledgement to be sure you’ve requested the correct dates. Note: if you do not arrive at the hotel on the confirmed date, the hotel will resell your room and you will be charged the amount equal to one night’s room charge plus tax.
- The current Boston hotel room tax rate is 12.45 %. This rate is not included in hotel rate and is subject to change.
- Americans with Disabilities Act (ADA): If you require a room compliant with the ADA, please check the appropriate box when submitting your reservation.
- Special Requests: Experient will make your reservation based on your requests; however, special requests (such as two beds or connecting rooms) cannot be guaranteed. It is the attendee's responsibility to reconfirm requests directly with the assigned hotel upon check-in.
- Early or Extended Reservations: Anyone interested in arriving early or extending a stay should contact Experient. They will contact the hotel to request the early or extended dates. Experient will follow up with the attendee within 72 hours (Monday – Friday) to confirmation the availability and rates, based on the hotels response.
- All the official AES hotels are non-smoking.
- Hospitality Suites are subject to availability. Please contact Experient for layouts and rates. Hospitality activities must not conflict with official AES meeting activities.
- Reservations are not accepted directly by participating hotels or AES.
- PLEASE NOTE: Your e-mail system or spam blocker may be preventing you from receiving important messages, including your hotel confirmation responses from Experient, the official AES Housing Bureau. Please remember to check your spam filter frequently.
Frequently Asked Questions
Q: When can I confirm my hotel room?
A: Members received an e-mail in May to announce housing opened at which time detailed information became available on the AES Web site. AES encourages everyone to book hotel rooms through the official Housing Bureau, Experient, making use of the discounted hotels that have been arranged for you. Confirming your room using a preferred hotel allows AES to maintain consistent and competitive registration rates, exhibit space and other service fees from year to year.
Q: How do I confirm a hotel room?
A: There are three ways to confirm your hotel room. Please see the details at the top of this page.
Q: Will I receive a hotel acknowledgement?
A: Yes. A detailed confirmation will be automatically emailed to you for online reservations. All other confirmations (mail, fax or phone) will be sent within 72 hours of receipt ( Monday - Friday). Please review the confirmation carefully and contact the housing bureau immediately if you have any questions.
Q: Which hotel will be used for the AES Headquarters this year?
A: The Sheraton Boston Hotel will be this year’s Headquarters hotel. The hotel is located next to the Convention Center at 39 Dalton Street, Boston MA 02199 USA.
Q: What should I do if I’d like to arrive early or extend my stay?
A: Anyone who is interested in arriving early or extending your stay should contact Experient Housing. Experient will contact the hotel to request the early or extended dates. Experient will follow up with you within 72 hours to confirm the availability and rates, based on the hotels response.
E-mail: aes@experient-inc.com
Phone: 800.974.9769 (US & Canada) or 847.996.5892 (International)
Hours: Monday – Friday, 9:00 a.m. – 5:00 p.m. (Central Time)
Q: What should I do if the hotel is sold out or if I receive this response online from Passkey, "No lodging matches your search criteria. Please change your search options and retry"?
A: The official AES Housing Bureau, Experient, is continually working with hotels to obtain additional rooms as needed. If your dates can’t be confirmed online please contact Experient Housing to submit your request. If Experient can not confirm a room immediately they may offer another AES hotel or place you on a wait list for the AES hotel of your choice. You will be contacted once there is availability and your request can be confirmed.