MEMORANDUM To: From: APA Governance Members Nancy Gordon Moore, PhD, MBA, Executive Director for Governance Affairs Date: March 30, 2016 Subject: Priority Convention Hotel Reservations/Advance Convention Registration The APA Convention is a very busy time for all attendees, but it can be particularly hectic for members who are involved in the variety of activities that occur at Convention. In recognition of your often complicated schedules, I would like to offer you this opportunity to get a jump on reserving your preferred housing in Denver before housing opens to all members on April 15. Attached you will find information related to convention housing and registration. For your information: The APA Council of Representatives will meet on Wednesday, August 3, from 9:00 a.m. to 5:00 p.m. and on Friday, August 5, from 9:00 a.m. to 12:00 noon at the Hyatt Regency Denver at Colorado Convention Center Hotel. If you plan to arrive before August 3, keep in mind that our pre-convention room block is much smaller. If demand exceeds the number of rooms reserved, Experient will request additional space, if available. In the interim you may be placed on waitlist until the request clears. Reservations will be processed on a first-come, first-served basis. We strongly recommend that you make both your convention and housing registration at the same time. Make Your Reservation Online: The fastest and easiest way to make your hotel reservations is online. Because your reservation occurs before the regular site is active, you will need to use the backdoor link to the housing reservation page at https://my.apa.org/apa/idm/conventionregistration.seam Your APA User ID and password will allow you access to the online registration and housing website beginning at 10 a.m. Eastern Time on Tuesday, April 5, 2016. Your APA User ID is normally your 8-digit member number, unless you have changed it. No priority code is needed if you reserve your hotel room online. NOTE: If you choose to use the online hotel reservation system now and register for the convention at a later date, please choose the hotel reservation only option. You can then return later to add online convention registration to your record. Reserve by Phone: Attendees may make hotel reservations by DIRECTLY CALLING APA S HOUSING SERVICE, EXPERIENT, 844-779-7469 (toll free) or 240-439-2958 (international) (Monday-Friday, 8 a.m.-5 p.m., Central Time) and provide CODE APADEN2016. As members of the priority group, you will be able to call before housing is opened to all attendees. THIS PRIORITY PERIOD IS FROM TUESDAY, APRIL 5, 2016 10:00 AM EASTERN TIME, THROUGH THURSDAY, APRIL 14, 2016, INCLUSIVE. As with past conventions, headquarters hotels typically sell out quickly, so please call early during the priority period. Note: With the high volume of phone calls during this period, there may be a wait for a housing agent. Experient s many agents handle hotel reservations for several large conventions at the same time and will respond to your phone call as soon as possible. You may want to try the online reservation system instead. Your patience and understanding is much appreciated. Convention Registration: While you are making your housing arrangements online, please remember to complete your advance convention registration form. Beginning April 5, you will have access to priority registration in
advance of the general membership at https://my.apa.org/apa/idm/conventionregistration.seam. After April 14 you can register at www.apa.org/convention. Please let the Convention Office staff know (convention@apa.org) if you experience difficulty in making your arrangements. Our hope is that the priority reservation system will make your convention housing and registration process a bit more convenient. Your contributions to the Association at Convention and throughout the year are very much appreciated. Denver, Colorado Transportation Getting Around From Denver International Airport to APA headquarters hotels: Taxi: $51 to Zone A (Downtown) + $4.75 airport access fee and tip RTD A Line to downtown Denver (Light rail train service from DIA to Union Station): $9; transfer to free 16 th Street MallRide www.flydenver.com and www.rtd-denver.com Public transportation during convention Regional Transportation District (RTD): $2.60 (one-way fare) buses, light rail www.rtd-denver.com Note: All prices listed here are subject to change. APA Shuttle Bus APA will provide a shuttle bus between the Colorado Convention Center and the Sheraton Denver Hotel Trains Trains to Denver will arrive at Union Station, 1701 Wynkoop www.unionstationindenver.com Airline Information APA has selected United Airlines and Delta Air Lines as the official air carriers for the 2016 APA convention. United Airlines is offering various discounts off their published fares, including first class, on a United or United Express flight. Seats are limited. Restrictions may apply. Fares are guaranteed at the time of ticket purchase. Book online at www.united.com and enter Offer Code ZVRA674782.
Or Call United Meetings (service fee will apply) at 800-426-1122 (in USA or Canada) and provide Agreement Code 674782 and Z Code ZVRA. Hours: 7 a.m. 9 p.m. (Central Time) Monday Friday; 7:00 a.m. 5:00 p.m. (Central Time) Saturday Sunday. Delta Airlines is offering discounts, depending on the type of fare, to individuals traveling to Denver. To obtain a discount and make reservations, you or your travel agent may: Book online at www.delta.com and select Meeting Event Code; enter Meeting ID NMMF5 in the box provided on the Search Flight page Or Call Delta Meeting Network (direct ticketing charge will apply.) and provide the Meeting ID NMMF5. Phone: 1-800-328-1111 Hours: 7:00 a.m. 7:00 p.m. (Central Time, Monday Friday) Refer to Meeting ID NMMF5 Rental Cars APA convention attendees are urged to make arrangements for rental cars early! Discounts are available to APA members and affiliates through the companies listed below. All discount codes and urls are unique to the 2016 convention and offer savings of over 20% from each car rental partner. Alamo ID# 7013856 1-800-462-5266 Alamo Car Rental APA Annual Convention Avis AWD# B774699 1-800-331-1212 Avis.com - APA 2016 Annual Convention Budget BCD# Z802799 1-800-527-0700 Budget.com - APA Annual Convention 2016
Hertz CV# 022Q7353 CPD # 166639 1-800-654-2240 Hertz 2016 APA Annual Convention National ID# 5028793 1-800-227-7368 National Car Rental APA Annual Convention Convention Registration IMPORTANT! ALL CONVENTION BADGES WILL BE DISTRIBUTED ONSITE. REGISTRANTS MUST REQUEST A CONVENTION PROGRAM BOOK if they wish to receive a program prior to the convention. Check the appropriate box on your registration form if you wish to have a program book mailed (U.S. and Canada only) to you in July. We encourage attendees to choose a green option by using the online program available in mid-june on the convention mobile app. Registrants will also be able to download a searchable pdf version of the program in late June. Online Registration - FOR IMMEDIATE CONFIRMATION OF YOUR REGISTRATION. - Register online April 15-August 7, 2016 - Register early (by June 30, 2016) and save! - Register online by July 7, 2016, to receive if you choose your Convention Program in advance by mail. Registration is required for obtaining CE credits by attending CE Sessions and for entry into the APA exhibit area. Registration fees are required to support the costs associated with the convention, as well as to comply with the association s rule that the convention be a self-sustaining service of the association. Registration Fees Advance fees: April 15, 2016 - June 30, 2016 $275 APA member, fellow, or associate** APA community college teacher affiliate APA international affiliate **$100 discount for APA Members attending their first APA Convention
$70 APA student affiliate APAGS member $120 Full-time student APA high school teacher affiliate $10 Nonrefundable processing fee for requesting a badge for nonmember nonpsychologist spouses/ equivalents and dependents under age 18, if noted on the form of a fee-paying registrant. $375 Nonmember of APA Refund Policy Advance registrants who are unable to attend the convention may obtain a refund of their registration fee if a request is received before August 7, 2016. Individuals may request a refund by sending an e-mail to convention@apa.org or by mail to the APA Convention Office, 750 First Street, NE, Washington, DC 20002-4242. Requests for refunds must be received by the dates noted below: By June 30, 2016 By July 15, 2016 By August 7, 2016 After August 7, 2016 75% refund 50% refund 25% refund No refunds will be issued Unlimited CE Credit at the Convention!! Over 300 convention sessions will be designated as Continuing Education (CE) Sessions this year. Earn unlimited CE credits by attending as many of these CE Sessions as you can for a single fee. CE Sessions are identified by this logo in the Convention Program and are held in the Colorado Convention Center. Save even more by taking advantage of the advance fee when you register for the convention by June 30! Note: CE Sessions are separate from the 4- and 7-hour APA CE Workshops offered at additional fees and scheduled at the Sheraton Denver Hotel. CE Sessions fee for Unlimited CE credit Advance April - June 30 Regular July 1 - Aug 2 On-site Aug 3-7 Member $85 $105 $125 Nonmember $120 $150 $180
Hotel Reservations IMPORTANT! APA recognizes that you have a number of options when securing hotel accommodations for the annual convention. We would like you to understand that APA has made a major commitment to the city of Denver and to the hotel community in order to secure a large block of quality hotel rooms at competitive prices in convenient locations. APA is legally bound to fill these rooms. Not to do so has severe financial implications for APA and affects its negotiations and your costs for future conventions. If you require a hotel in Denver, we would appreciate it if you would review the list of APA hotels and reserve your room through the APA housing service, Experient. Hotel reservations should be made directly through the APA s housing service, Experient, by Internet, phone, or mail beginning on April 15, 2016, at 10 a.m. EDT. In cooperation with APA, all of the APA hotels have set aside substantial blocks of rooms. These rooms for the convention are available only when reservations are made through Experient. To take advantage of the special APA room rates for the convention, be sure to book your reservations through Experient by July 12, 2016. After July 12, 2016, the official APA blocks will be released, and the hotels may charge significantly higher rates. To ensure having a room in an APA hotel, we strongly recommend that individuals obtain hotel reservations early. During past conventions, the headquarters hotels have been filled by early May. It is anticipated that the headquarters hotels will also be filled early in Denver. Housing requests received toward the end of the advance registration period have typically been assigned alternate housing. Registrants should bear in mind that rooms are assigned on a first-come, first-served basis. All rates are per room night and are subject to 14.75% in state and local taxes. Bedding preferences and other special requests will be assigned by the hotels at check-in. If a hotel reservation form is used, there is no guarantee that persons will obtain a room in the specific hotel requested, in the type of room requested, or at the rate requested. If accommodations are not available at the hotel of your choice, comparable reservations will be made at other contracted hotels. Reserve your hotel room online for immediate confirmation. Please note that the availability of rooms for those arriving before August 3 may be limited. Therefore, if you are attending preconvention activities, Experient will make every effort to accommodate your needs but cannot guarantee rooms for those with early arrival dates. Reservations Reservations can be made through Experient beginning on April 15, 2016. 10:00 a.m. EDT. After July 12, 2016, all reservations must be made directly with the hotels. To reserve a room for the APA convention, choose ONE of the following methods: Internet: Use the interactive website to make your hotel reservation online; or
Telephone: Call Experient, Monday Friday, 8 a.m. 5 p.m. Central time, at 1-844-779-7469 (toll free) or 240-439-2958 (international). Two phone reservations per call; or Experient will send you a confirmation. Review it carefully for accuracy. Room confirmation will be sent only to the primary person requesting the reservation. If you do not receive a confirmation by e-mail, fax, or mail within 14 days of sending your request, please contact Experient at ampsy@experient-inc.com or call them at 844-779-7469 (toll free) or 240-439-2958 (international). All hotels require a guarantee with each reservation request. Requests received without a credit card for the required guarantee will not be processed. Please fill out the credit card information in its entirety. Credit cards must be valid through August 2016 to be processed and considered a proper guarantee. Guarantees can be made by providing an American Express, VISA, or MasterCard credit card number on your Hotel Reservation Form. Persons sharing a room are requested to complete only one Hotel Reservation Form with the names of all of the occupants of the room. By law, there is a limit of four persons to a room, and some hotels will not accept reservations for four persons in a room. Room confirmation will be sent only to the person requesting the reservation. Changes and cancellations: Changes or cancellations made on or before July 12, 2016, 5:00 p.m. Central time should be made directly with Experient. Beginning July 17, 2016, you must contact your confirmed hotel directly if you need to make a change or need to cancel. (Hotels receive the rooming list on July 14 and will need time to enter it into their reservations system.) A fee of one night s room and tax are fully refundable for cancellations received prior to 72 hours of arrival. The fee of one night s room and tax will be forfeited for cancellations made within 72 hours of scheduled arrival or if you do not arrive on the scheduled arrival day. In this case, your full reservation will be released. Hotel Poachers/Pirate Alert APA is aware that unauthorized housing companies (called hotel poachers ) have been contacting registered attendees offering cheaper rates at hotels in APA s hotel block. This practice, also known as room pirating is a scam that all convention attendees should be aware of in order to avoid passing along personal and financial information. Hotel poachers will claim to be an APA partner or the official housing company and will sometimes ask that your room reservation, which may or may not exist, be paid in full in advance of the convention. APA s official housing service is Experient, Inc. Only Experient can book within the APA s room block and will contact you only upon your request. Please report any unauthorized solicitations to the APA Convention Office (convention@apa.org) Headquarters Hotels and Rates Note. Rates do not include 14.75% in state and local taxes. Add third person rate for each additional person plus charge for rollaway bed if requested. Prices for parking and other services are subject to change without notice and taxes.
Hyatt Regency Denver at Colorado Convention Center Hotel (900 rooms) (Site for Division and APA Events) Rates: Single or double occupancy: $259; Regency Club level: $309; third person: $25; suites: $600 and up. Swimming pool/health club: Indoor pool/yes 24-hour guest parking: Valet: $39; self-parking: $29 Internet charge in guest room: High speed: no charge; Premier high speed: $12.95 per day Distance to Convention Center: 50 steps across the street Sheraton Denver Downtown Hotel (1000 rooms) (Site for Division, APA Events, and APA Continuing Education Workshops) Rates: Single or double occupancy: $249; third person: $15; suites: $475 and up Swimming pool/health club: Outdoor pool/yes 24-hour guest parking: Valet: $45; self-parking: $37 Internet charge in guest room: Standard: $5 per day; Premium: $12 per day Distance to Convention Center: 4 blocks Supplemental Hotels and Rates Denver Marriott City Center Hotel (350 rooms) Rates: Single or double occupancy: $217; third person: $15; rollaway bed: $15 Swimming pool/health club: Indoor pool/yes Children free in same room as parents/no additional equipment: Under 17 years 24-hour guest parking: Valet: $37 Internet charge: $9.95 per day Distance to Convention Center: 3 blocks Embassy Suites Denver Downtown Convention Center Hotel (100 rooms) Rates: Single or double occupancy: $209; third person: $15 Swimming pool/health club: Indoor pool/yes Children free in same room as parents/no additional equipment: Under 17 years 24-hour guest parking: Valet: $37 Internet charge in guest room: No charge Other amenities: Complimentary made-to-order breakfast. Distance to Convention Center: 50 steps across the street
Four Seasons Denver Hotel (55 rooms) Rates: Single or double occupancy: $275; third person: $35 Swimming pool/health club: Outdoor pool/fitness room 24-hour guest parking: Valet: $42 Internet charge in guest room: No charge Distance to Convention Center: 3 blocks Grand Hyatt Denver Hotel (180 rooms) Rates: Single or double occupancy: $220; third person: $25 Swimming pool/health club: Indoor pool/yes - access to SkyCourt Denver s Outdoor Fitness Center with tennis court and running/walking track 24-hour guest parking: Valet: $37 Internet charge: Standard: No charge; Premium: $4.99 per day Distance to Convention Center: 3 blocks Hampton Inn and Suites (60 rooms) Rates: Single or double occupancy: $199; third person: $10 Swimming pool/health club: Indoor pool/fitness room 24-hour guest parking: Valet: $39 Internet charge: No charge for standard service Other amenities: Complimentary hot breakfast Distance to Convention Center: 1 block Hilton Garden Inn Denver Downtown (150 rooms) Rates: Single or double occupancy: $199; third person: $10 Swimming pool/health club: Indoor pool/fitness room Children free in same room as parents/no additional equipment: Under 16 years 24-hour guest parking: Valet: $39 Internet charge: No charge for standard service Distance to Convention Center: 1 block
Homewood Suites Denver Downtown Convention Center Hotel (100 rooms) Rates: Single or double occupancy: $199; third person: $10 Swimming pool/health club: Indoor pool/fitness room 24-hour guest parking: Valet: $39 Internet charge: No charge for standard service Other amenities: Complimentary hot breakfast; fully-equipped kitchen in each suite Distance to Convention Center: 1 block Magnolia Hotel Denver (150 rooms) Rates: Single or double occupancy: $189; third person: $10 Swimming pool/health club: No pool/fitness center available Children free in same room as parents/no additional equipment: Under 12 years 24-hour guest parking: Valet: $29 Internet charge: No charge for standard service Other amenities: Complimentary breakfast, evening reception, downtown transportation Distance to Convention Center: 3 blocks Arrangements for Persons With Disabilities Individuals with disabilities who are planning to attend the convention are asked to identify themselves and to let us know how APA can make the convention more accessible for them by checking the appropriate box on the Convention Registration and Hotel Reservation forms prior to July 7, 2016; otherwise, APA may not be able to guarantee the availability of arrangements. Please complete the forms online at www.apa.org/convention. APA will provide a van with a lift as transportation between the Convention Center and nearby hotels for persons who use wheelchairs, scooters, or have limited mobility. Interpreters for hearing-impaired persons, and escorts/ readers for persons with visual impairments will also be provided if specific requests are provided at the time of advance registration. During the convention, persons with disabilities may visit the APA Resource Room for Persons with Disabilities in Exhibit Halls ABC in the Colorado Convention Center for assistance. Additional information regarding accessibility in Denver and a detailed report on accessibility of headquarters facilities may be obtained from the APA Convention Office or the APA Office on Disability Issues in Psychology in Washington, DC. Public restrooms, restaurants, and meeting rooms at the meeting facilities are accessible and compliant with Federal ADA laws unless otherwise noted. Hearing equipment kits and TDDs are available upon request, as are shower and/or bath benches.
Hyatt Regency Denver at Colorado Convention Center Hotel Main Entrance: Accessible. Signage: Raised numbers and letters Sleeping rooms: 27 rooms are designed for wheelchair accessibility; 11 with a roll-in shower. Public restrooms: Accessible. Meeting rooms: Accessible. Restaurants: Accessible Sheraton Denver Hotel Main entrance: Accessible; arrival entrance to main lobby is staffed by doorperson; power operator available on 16 th Street entrance. Signage: Tactile signage on sleeping room doors; power operator available on 16 th Street entrance. Sleeping rooms: 30 rooms are designed for wheelchair accessibility; all have a roll-in shower. Public restrooms: Accessible. Meeting rooms: Accessible. Restaurants: Accessible.