Hotel and Travel

Hotel Reservations

Headquarters Hotel
Marriott San Diego Marquis and Marina

AES continues to utilize Experient for the online hotel reservation system. 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.

2012 REGISTRATION DISCOUNT -
Confirm your hotel room first and save!

For a third year in a row, AES is offering a registration discount of $50 to all attendees who confirm a hotel room through Experient, the official AES Housing Bureau. This discount applies to all those who confirm a guest room AND complete all registration and payment requirements by Friday, October 26. Please note, AES registration is scheduled to open by the end of July.

The discount code can be found on your hotel reservation confirmation under the section, “Registration Discount”. The confirmation is automatically emailed after your reservation has been submitted and has the Subject line, “2012 Annual Meeting - Hotel Acknowledgment”.

Registration for the meeting will open by the end of July, 2012. When registering for the meeting online, enter the code in the discount box on the registration "shopping cart" page. Then, click the "apply" button before you check-out. This discount is only applicable at the time your registration is submitted.

Note: The discount does not apply to the Developing Countries registration fee.

 

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

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

QUESTIONS:

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)

E-Mail Experient – the official AES Housing Bureau
E-Mail: aes@experient-inc.com 

HOTELS

San Diego Marriott Marquis and Marina (Headquarter Hotel)
333 West Harbor Drive
San Diego, CA 92101

Rates:           $253 Single / Double (Cityview) 
                     $273 Single / Double (Bayview)

Check-in:      4:00 p.m.    Check-out: Noon

Hilton San Diego Bayfront
One Park Boulevard
San Diego, CA 92101

Rates:           $250 Single / Double

Check-in:      3:00 p.m.    Check-out: Noon

Manchester Grand Hyatt San Diego
One Market Place
San Diego, CA 92101

Rates:           $253 Single / Double

Check-in:      4:00 p.m.    Check-out: Noon

Residence Inn Gaslamp San Diego
356 6th Avenue
San Diego, CA 92101

Rates:           $167 Single / Double

Check-in:      4:00 p.m.    Check-out: Noon



Housing Deadline:

The deadline for individual hotel reservations is Monday, November 5. The deadline for group reservations (10 or more rooms) is Monday, October 8. 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 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.

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.   

Hotel Reservation Warning

Over the past couple of years, several attendees and exhibitors have received calls offering assistance with hotel reservations for the AES Annual Meeting. The callers disguise themselves as the AES Housing Bureau and are using several sales pitch methods to get your attention such as the ability to obtain lower rates or that rooms are limited, but they can confirm space for you. These callers are NOT from the official housing bureau and are NOT affiliated in any way with the American Epilepsy Society.

Experient, Inc., the official AES Housing Bureau, will never contact you via the phone to solicit your business. They will only call if you request to speak with someone from their office. If you receive a call from anyone claiming to represent AES, be aware that this is not sanctioned and we strongly urge that you do not confirm a reservation.

AES is unable to guarantee the validity of any reservation not confirmed through Experient, Inc. or the on-line registration site. If you have already confirmed a room in another way and would like to cancel your reservation, please contact the hotel directly. Additionally, contact your credit card company to be sure additional charges have not been applied to your card by any unauthorized person.

Please contact AES should you have any questions.

Additional Hotel Information 

  • Check the arrival and departure date on your reservation confirmation 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 San Diego hotel room tax rate is 12.5%. 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 confirm 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 confirm the availability and rates, based on the hotels response.
  • Hospitality Suites are subject to availability. Please contact Experient for layouts and rates. Hospitality activities must not conflict with official AES meeting guidelines available on the website in August.
  • Reservations will not be 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 is open. 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: Will I receive an acknowledgement email when my reservation is waitlisted?

A: No. The housing bureau monitors waitlisted reservations on a daily basis and does not send a hotel acknowledgement until all nights have been confirmed. If you do not receive a confirmed acknowledgement within 3-5 business days, please contact the Housing Customer Service Team at Experient.

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

A: The Marriott San Diego Hotel & Marina will be this year’s Headquarter hotel. The hotel is located next to the Convention Center at 333 West Harbor Drive.

Q: What should I do if I’d like to arrive early or extend my stay?

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’t confirm a room immediately they may offer another AES hotel or place you on a wait list for the AES hotel of your choice. Waitlisted nights will be cleared by the housing bureau or you will be contacted within 10 business days to determine status. Please note you will not receive acknowledgement of your reservation until we are able to process your entire date span, including the waitlisted nights.

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: How do I make changes to my reservation?

A: Changes to existing reservations can be made online or the AES Housing Bureau until Monday November 19, based on availability. After Monday November 19, please contact your hotel directly.

Q: Does the hotel room availability change?

A: Yes! Hotel room inventory is live over the Internet and changes dynamically as reservations are accepted. However, certain categories of rooms, most notably suites, are not available over the Internet. If you have any questions regarding hotel availability please call 1.847.282.2529.

Q: What types of payment do you accept?

A: We accept Visa, Master Card, American Express and Discover cards.

Q: How will you protect my credit card information over the Internet?

A: Our online reservation system uses SSL, the industry standard encryption technology. This ensures that your personal information, including your credit card number, cannot be read as it travels over the Internet.

 

Additional Travel Information

 

San Diego Map

San Diego
As the nation's eighth largest city, San Diego boasts a vibrant economy and an easy going lifestyle that is the perfect place to conduct business or relax all in one trip.  Most people think of San Diego for its near perfect climate and beautiful beaches, but the region is blessed with more than just sunshine. San Diego offers a wealth of riches not bestowed on many places, including a relaxed and friendly spirit that characterizes the best of Southern California. The San Diego Zoo, SeaWorld San Diego, the U.S.S. Midway Museum, Balboa Park, the Gaslamp Quarter, PETCO Park and world-renowned family attractions are special treasures that both visitors and locals enjoy year round.

Flying to San Diego
The easy accessibility of the San Diego International Airport, literally minutes from downtown, is just the beginning when it comes to the county's sophisticated transportation system. Served by airlines with direct flights from most major hubs, the airport is modern, efficient and convenient.

The airport is the second busiest single-runway commercial service airport in the world and is located approximately 3 miles (4.8 km) northwest of the Convention Center and AES hotels and 15 miles (24 km) from Tijuana, Mexico.

Amtrak
The San Diego train station, located at 1050 Kettner Boulevard, is minutes from the San Diego Convention Center.  Amtrak offers a 10% discount off the lowest available rail fare to San Diego, CA (SAN) between November 28, 2012 and December 8, 2012.  To confirm a reservation, please call Amtrak at 1.800.872.7245 or contact your travel professional. Refer to Fare Code X43K-949 to receive the 10% discount. The discounted fare cannot be booked via Amtrak.com. This offer is not valid on Acela Express service. Offer is valid with Sleeper accommodations, Business Class or First Class seating with payment of the full applicable accommodation charges. Fare is valid on Amtrak Northeast Regional service for all departures seven days a week, except during holiday blackout dates.

Airport Shuttles
Shuttle Service is available at the transportation plazas across from San Diego Airport Terminals 1 and 2, and curbside at the Commuter Terminal. Several shuttles companies with vans and buses are also available for hire from the airport. 

Car Rental
San Diego's airport is served by all major car rental agencies. Car rental reservation boards are located near the baggage claim areas of Terminal 1 and 2. Visitors can request shuttle transportation to the car rental company of their choice by using convenient courtesy phones.

Taxis
Many companies provide taxicab service at the San Diego International Airport. Signage leads visitors from the gate to the transportation plazas, where a transportation coordinator places visitors with the first available taxi (unless they specify a particular taxicab company).

San Diego Trolley
You can't miss the bright red trolley cars that criss-cross San Diego's downtown area and beyond. The trolley provides convenient service from various points downtown and Mission Valley hotels to the San Diego Convention Center.

Limousines and Town Cars
Many limousine companies provide service from San Diego International Airport.

Trains
The North County Coaster provides train service linking downtown San Diego to the region's coastal communities. Stretching from downtown San Diego to Oceanside, the Coaster is a relaxing and convenient way to enjoy the California coastline in all its glory.

Coronado Ferry
A passenger ferry runs regularly across San Diego Bay between Broadway Pier in downtown San Diego and the Ferry Landing in Coronado. A one-way trip takes about 10 minutes. Not only is this an efficient mode of transportation, but the view from the ferry onto the San Diego-Coronado Bridge and the San Diego skyline are simply unforgettable.

Water Taxi
San Diego Water Taxi offers on-call transportation service along San Diego Bay. Enjoy the scenery and beautiful skyline on the way to your favorite hotel, waterfront shopping center or restaurant.

Additional details about San Diego are available here!