Hotel and Travel

Hotel Reservations

Headquarters Hotel
Hilton Baltimore

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.

REGISTRATION DISCOUNT - Back by popular demand!

Confirm your hotel room first and save!

A registration discount of $50 is offered to all attendees who confirm a hotel room through Experient, the official AES Housing Bureau. This discount applies to all those who confirm a hotel reservation and complete all registration and payment requirements by Friday, October 28.

The discount code can be found on your hotel reservation acknowledgement under the section, “Registration Discount”. The acknowledgement is automatically emailed after your reservation has been submitted and has the Subject line, “Your Hotel Reservation”.

When registering on-line, 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

Hilton Baltimore (Headquarter Hotel)
401 West Pratt Street
Baltimore, MD 21201

Rates: $209 Single / Double
Check-in: 4:00 p.m.    Check-out: Noon

Serving as this year’s headquarters hotel, the Hilton Baltimore is conveniently adjacent to the Baltimore Convention Center, with direct covered access via a fully enclosed, climate controlled sky bridge. Opening in the fall of 2008, it is the city’s newest and largest hotel offering 757 sleeping rooms. This is a smoke free hotel.

Hyatt Regency Inner Harbor
300 Light Street
Baltimore, MD 21202

Rates: $223 Single / Double
Check-in: 4:00 p.m.    Check-out: Noon

Centrally located on the Inner Harbor, this AAA four-diamond award-winning hotel has been one of the city’s premier hotels since opening. The Hyatt is connected by an open air skywalk to both Harborplace and the Baltimore Convention Center.  This is a smoke-free hotel.

Sheraton Inner Harbor
300 South Charles
Baltimore, MD 21201

Rates: $217 Single / Double
Check-in: 4:00 p.m.    Check-out: Noon

Connected to the Convention Center via an open air skywalk, this hotel offers 337 guestrooms.  All guest rooms are non-smoking.

Marriott Inner Harbor    
110 South Eutaw Street
Baltimore, MD 21201

Rates: $203 Single / Double
Check-in: 4:00 p.m.    Check-out: Noon

The Marriott, a 3 Star Diamond Hotel offering 524 newly renovated guestrooms, is one block from the Baltimore Convention Center. The hotel offers breakfast, lunch, and dinner in Café Promenade Restaurant. This is a smoke-free hotel.

Renaissance Harborplace
202 East Pratt Street
Baltimore, MD 21202    

Rates: $203 Single / Double
Check-in: 4:00 p.m.    Check-out: Noon

The hotel's recently renovated 586 guestrooms is located two short blocks from the Baltimore Convention Center. All Marriott properties are smoke free.

Days Inn Inner Harbor
100 Hopkins Place
Baltimore, MD 21201

Rates: $129 Single / Double
Check-in: 3:00 p.m.    Check-out: Noon

The Days Inn Inner Harbor is a full service, newly renovated high-rise hotel located directly across from the Baltimore Convention Center. The 250 room hotel offers a full service restaurant and bar located on the lobby level and is a smoke free hotel.

Housing Deadline:

The deadline for individual hotel reservations is Monday, November 7. The deadline for group reservations (10 or more rooms) is Monday, October 3, 2011. 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 17, 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 21 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 Passkey Web 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 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.

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  • The current Baltimore hotel room tax rate is 15.5%.  This rate is not included in hotel rate and is subject to change.

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  • Americans with Disabilities Act (ADA): If you require a room compliant with the ADA, please check the appropriate box when submitting your reservation.

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  • 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. 

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  • 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. 

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  • 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.

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  • 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 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 Hilton Baltimore will be this year’s Headquarters hotel. The hotel is located next to the Convention Center at 401 West Pratt Street.

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. 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.

Q: How do I make changes to my reservation?

A: Changes to existing reservations can be made through Passkey or the AES Housing Bureau until Monday, November 21, based on availability. After Monday, November 21, please contact your hotel directly.

Getting to Baltimore

Situated in the heart of the Eastern Seaboard, Baltimore is accessible by plane, train and highway. Its close proximity to New York, Washington, D.C. and Philadelphia make it the ideal location for the Annual Meeting.

Baltimore is served by three major airports along with Amtrak’s Penn Station. The closest airport, Baltimore International (BWI), is only a 20-minute drive and Baltimore’s Penn Station is a short 7 minutes by car.

  • Baltimore Washington International Thurgood Marshall Airport (BWI)    
    Phone: 410.859.7111
    Located in Maryland, approximately 10 miles

  • Washington Dulles International Airport (IAD)
    Phone: 703.572.2700
    Located in Virginia, approximately 41 miles

  • Ronald Reagan Washington National Airport (DCA)         
    Phone: 703.417.8000
    Located in Virginia, approximately 44 miles (21.5 kilometers)
    Note: If traveling from Washington Dulles International Airport (IAD) or Ronald Reagan International Airport (DCA), allow for up to 1 hour and 30 minutes of travel time.

  • Amtrak’s Penn Station (BAL)                      
    Phone: 800.872.7245
    Located in Baltimore, approximately 7 minutes from the Convention Center

Amtrak offers a 10% discount off the lowest available rail fare to Baltimore, MD (BAL) between November 30, 2011 and December 9, 2011. To book your reservations, please call Amtrak at (800) 872-7245 or contact your travel professional.

Please refer to Fare Code X84G-928 to receive the 10% discount. The discounted fare cannot be booked via Amtrak.com. This offer is not valid on Acela Express service or on the Amtrak Auto Train. 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.