Make a Hotel Reservation
Register and make your hotel reservation now Registration and housing must be done simultaneously. In addition, your AERA membership must be current through 2014 in order to receive the discounted AERA rate. Once you complete your registration, your registration summary will include a link to make an online hotel reservation. The link can be accessed from the online registration summary screen or the email registration confirmation. In the online registration summary screen, select the button “Hotel Reservations” that appears in the upper left side of the screen. In the email confirmation, select the link “Hotel Reservations” in the upper right side of the email.
Special meeting group rates and exclusive AERA promotions and incentives have been negotiated with hotels near the Annual Meeting events. Register and request housing early as rooms are available on a first-come, first-served basis. Please reserve your hotel room through the Official AERA Housing Bureau to obtain the special group rates. Do not contact the hotels directly; the hotels will not accept reservations directly.
In order to qualify for the AERA member rate, your membership must be current through 2014. This means that if your membership expires in December 2013, you must renew your membership at the time of registration in order to qualify for the member rate. AERA will not refund the difference in your registration rate if you register before renewing your membership.
Housing Information and Policies AERA Official Housing Bureau Customer Service For housing assistance or to modify your reservation, please contact Housing Customer Service at email: [email protected] or phone: 800-262-9974 or 404-842-0000.
If you are booking your reservation online and would like to make a reservation at a hotel you do not see listed in the available hotel options that appear as your choices, please contact the housing bureau for assistance.
Deposits Reservation(s) must be guaranteed with a credit card or check in the amount of one night’s room and tax for each room reserved in order to be processed. The hotel at which you have placed a reservation, not the AERA Housing Bureau, reserves the right to charge a deposit of one night’s room and tax on March 3, 2014. Deposits for hotel reservations may be charged to American Express, MasterCard, or VISA and cards must be valid through April 2014. Purchase orders are not accepted as payment. If you wish to pay by check, you may hold the room with a credit card and then mail a check to Connections Housing/AERA, 950 Scales Road, Bldg. 200, Suwanee, GA 30024. Checks must be received by March 3, 2014. Make checks for housing payable to AERA Housing Bureau in U.S. dollars, drawn on a U.S. bank.
Changes or Cancellations in Hotel Reservation All changes and cancellations must be made through the AERA Housing Bureau March 24, 2014. After this date (subject to change), contact the hotel directly for changes and cancellations. Reservations cancelled within 72 hours of arrival will forfeit all deposits or be charged applicable cancellation fees.
Reservation changes can be made online or by phone, e-mail, or fax. Cancellations must be made in writing to the AERA Housing Bureau by fax at 404-581-5913 or by e-mail to [email protected].
Please be aware that AERA registration and AERA housing are operated by two separate entities. For registration changes or cancellations, please call 800-893-7950 or 484-751-5136.
Airline Discounts
Amtrak Discounts Amtrak offers a 10% discount off the best available rail fare to (Philadelphia, PA) between (March 31, 2014 – April 10, 2014). To book your reservation call Amtrak at 1 (800) 872-7245 or contact your local travel agent.
Conventions cannot be booked via Internet. Please be sure to refer to Convention Fare Code X41R-984 when making your reservation. This offer is not valid on the Auto Train and Acela Service. Fare is valid on Amtrak Regional for all departures seven days a week, except for holiday blackouts. Offer valid with Sleepers, Business Class or First Class seats with payment of the full applicable accommodation charges.
Headquarter Hotels For the 2014 Annual Meeting, the primary site of the Annual Meeting is the Pennsylvania Convention Center. The headquarter hotels where sessions will be held are the Philadelphia Marriott Downtown, Courtyard Philadelphia Downtown and the Loews Philadelphia Hotel. The Loews Philadelphia Hotel is the headquarter hotel for NCME.
Hotel Map, Rates, Descriptions, and Amenity Chart View the Map of Official Hotels, Hotel List and Rates, Hotel Descriptions, Hotel Amenity Chart, and Hotel Special Promotions. Hotel room rates will range from $175-$285 with the average rate around $225 exclusive of 15.5% tax.
Registration rates will remain the same. The early rate for an AERA member will be $195 and for a non-member $400. Non-members can join AERA for $150 and save on the registration fee.
Accessibility Rooms and Shuttle Service
AERA will be providing a shuttle service for persons with disabilities. Shuttles will travel between the Philadelphia Marriott Downtown, Loews Philadelphia Hotel, the Courtyard Philadelphia Downtown and the Pennsylvania Convention Center. Shuttles will depart approximately every thirty minutes and will loop continuously throughout the day. AERA signs will be posted at all boarding sites identifying the location as an AERA Access Shuttle pick-up and drop-off site. To reserve an ADA compliant room at one of the hotels on the shuttle route, please contact our office for assistance.
Transportation
The Philadelphia International Airport (PHL) lies 9.2 miles south of downtown Philadelphia. Approximate time to downtown ranges between 18-25 minutes depending on the time and day and mode of transportation. For more information on airport transit, vist the website for the Philadelphia International Airport: http://www.phl.org/passengerinfo/transportationservices/Pages/transport_default.aspx
Taxi: Taxi service is available from PHL to the center city area. Fares are based on the meter, which based upon entry (flag drop) is $2.70 and $2.30 per mile or portion thereof. An additional $1.00 per passenger ($3.00 maximum) after the first passenger will be charged on flat rate trips between the Airport and Center City for passengers over age 12. In addition, there will be an additional $1.50 Airport fee charged. Taxis offer a Flat Rate from the Airport to Central Philadelphia Area of $28.50 (This area encompasses: Fairmount Ave (most Northern point), South Street (most Southern point) Delaware River (most eastern point) and University City/ 38th Street (most Western point).
Car Rentals: Information phones are available at all baggage claim areas at PHL for each of the on-airport car rental agencies. Vehicles equipped with hand controls are available at all of these agencies. Please be advised that as much as 72 hours advance notice is required by some agencies if you require special arrangements. All such requests must be made at the time the vehicle is reserved. Please visit the website below for a list of all Rental Car agencies and phone numbers available at PHL. http://www.phl.org/passengerinfo/transportationservices/Pages/rental_cars.aspx
SEPTA (Southeastern Pennsylvania Transportation Authority): SEPTA offers a vast option of transit services, including buses, trolleys, trackless trolleys, subways, and Regional Rail (our commuter rail). Hop aboard and experience the treasures Philadelphia has to share.
Customers have a variety of fare options to suit their travel needs. Paying the cash fare of $2.25 on transit services is the simplest way to ride, however tickets, tokens and passes offer additional savings. To ride aboard Regional Rail, cash, a ticket or a pass are accepted forms of payment. For more details on Fares and Schedules please visit the SEPTA website: http://www.septa.org/index.html
Discount Parking at the Convention Center Use this coupon for 25% off basic rates for parking at the convention center.Parking at the Convention Center: There are many parking options—both garages and lots—conveniently located within blocks of the Pennsylvania Convention Center: http://www.paconvention.com/explore-philadelphia/directions-and-parking/Pages/directions-and-parking.aspx
Travel Tips
Phone Numbers: You may want to keep the following phone numbers at hand:
Time Zone Philadelphia, Pennsylvania is in the Eastern Time Zone. Daylight savings time is in effect from the second Sunday in March until the first Sunday in November.
Weather Average daily high temperature in April is 64 degrees Fahrenheit. Average low is 44 degrees Fahrenheit.
What to Wear April weather in Philly can be unpredictable so please keep that in mind when preparing for your visit. Layers and smart casual clothing will see you through most situations. Pack a few warm sweaters for good measure. A raincoat, hat, and an umbrella are always a good idea.