Group Hotel Information

Confirm your hotel reservations today and save! 

The American Epilepsy Society’s (AES) Group Housing for the 2012 Annual Meeting is now open. AES is pleased to be using Experient, Inc., as the official housing service provider.  Detailed information has been provided for you below.

Group Hotel Reservations:

  • All annual meeting attendees are encouraged to confirm hotel reservations through Experient, Inc., the official AES Housing Bureau.
  • Groups who utilize this service will not be subject to the registration administrative fee of $750 USD per group.
  • Blocks of 10 or more sleeping rooms secured with one deposit are considered a group.
  • Room blocks will be assigned on a first-come, first-served basis.
  • The group hotel reservation deadline: Monday, October 8 at 11:59 p.m. (ET). All rooms and suites being held for your group will be cancelled if the rooming list is not received by this date. All deposits are non-refundable regardless if your rooms are resold.
  • Room Deposit / Cancellation Deadline: Monday, November 19 at 11:59 p.m. (ET).
  • A credit card (American Express, Discover, Diners Club, MasterCard or Visa) is required to guarantee a reservation.
  • After Monday, November 19, 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 online or with the AES Housing Bureau until Monday, November 19 based on availability. Please contact your hotel directly after this date.

Three ways to confirm your hotel room:

Book On Line (Credit cards only) - The easiest and most efficient way to request your group block and submit names is via on-line. Login information (company name & password) has been sent to all groups from the 2010 & 2011 annual meetings. Please contact Experient, Inc., if you did not receive this information.  

Please note: Your e-mail system or spam blocker may be preventing you from receiving important messages, including your hotel confirmation responses from Experient, Inc., 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

Please note: Credit card numbers are not accepted via email for security purposes.

Important Deadline Dates:

  • Group Hotel Reservations: Monday, October 8 at 11:59 p.m. (ET). Confirm your reservation with Experient, Inc., by this date and save $750 per group on your registration fee. 
  • Room Deposit / Cancellation Deadline: Monday, November 19 at 11:59 p.m. (ET).
  • Group Registration: Open by the end of July.
  • Group Registration Deadline: Thursday, November 1 at 11:59 p.m. (ET).
  • Registration Cancellations: Monday, November 19 at 11:59 p.m. (ET). Requests made November 19 or earlier will receive a full refund minus a $50 administrative fee. Requests made Tuesday November 20 or later are not eligible for any refunds.

Frequently Asked Questions:

How do I confirm hotel rooms for my group?

The easiest and most efficient way to request your group block and submit names is via on-line. The housing bureau sent log-in information (company name & password) to all past groups from the 2010 & 2011 annual meetings. Please contact Experient, Inc., if you did not receive this information.

Which hotel will be used for the AES Headquarters this year?

The Marriott San Diego Marquis and Marina will be this year’s headquarter hotel. The hotel is located next to the Convention Center at 333 West Harbor Drive.

What is the deadline to submit my group’s housing reservation request?

Experient, Inc., the official AES housing bureau, must have all Group reservations no later than Monday, October 8 at 11:59 p.m. (ET). If they do not receive your request by this deadline, all rooms and suites being held for your group will be cancelled and any deposits are non-refundable regardless if your rooms are resold. Room blocks will be assigned on a first-come, first-served basis. All questions related to accommodations are to be directed to the housing bureau at aesgroups@experient-inc.com.

Can I cancel my housing reservation or other travel reservation?

Yes, but you must cancel your housing reservation by Monday, November 19 to avoid any penalty. After this date a one night, NON-refundable deposit (room and tax) representing the first night of your reservation will be charged to your credit card. Group cancellations must be submitted directly to Experient, Inc. in writing. AES will not accept housing cancellations. You are also responsible for notifying your airline, travel agency, etc. of these cancellations directly.

What is the room deposit and date change policy?

A credit card (American Express, Discover, Diners Club, MasterCard or Visa) is required to guarantee all reservations. After Monday, November 19 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 online or the AES Housing Bureau until Monday, November 19 based on availability. Please contact your hotel directly after this date.

How do I avoid paying the $750.00 per group registration administrative fee?

It's easy! Save $750 per group on your registration by confirming hotel accommodations through Experient, Inc., the official AES housing bureau. Rooms must be confirmed and a rooming list provided by Monday, October 8 at 11: 59 p.m. (ET) in order to have the fee waived. 

How do I arrange for group meal vouchers or meals plans?

The AES discounted hotel rates are for sleeping rooms only and do not include tax or meals. Once your block is confirmed, please email the housing bureau if you are interested in providing meal vouchers or a meal plan for your group. They will provide you contact information at your hotel. Group coordinators are responsible for working with the hotel directly.

Questions?

Call the Housing Customer Service Team at Experient
Monday – Friday, 9:00 a.m. – 5:00 p.m. (Central Time)
Phone: 800.974.3084 (US & Canada) or 847.996.5876 (International)

E-Mail for groups: aesgroups@experient-inc.com

Group Registration Information:

Detailed information for group registration will be available by the end of July.

  • Group Registration Open:   End of July
  • Group Registration Rates: $575 per person
  • Group Complimentary Badge: A complimentary badge is provided to the onsite group leader, allowing access to restricted meeting areas. On-site group leaders do not attend meeting sessions.
  • Group Registration Deadline: Thursday, November 1 at 11:59 p.m. (ET).
  • Registration Cancellations: Monday, November 19 at 11:59 p.m. (ET).

Requests made Monday, November 19 or earlier will receive a full refund minus a $50 administrative fee per name. Requests made after this date are not eligible for any refunds.

© 2012 American Epilepsy Society | Privacy Policy