International Tour Group Guidelines and Procedures
The process of registering groups and requesting housing for the Heart Rhythm 2011, the Society’s 32nd Annual Scientific Sessions, will be managed by Convention Data Services and Travel Planners, Inc., the official registration and housing companies.
All policies and procedures outlined below are sanctioned by the Heart Rhythm Society and must be adhered to in order to obtain housing and registration. A block consists of 10 or more rooms, and registration fees must accompany the hotel deposit.
Letter of Appointment
Travel agents, tour operators or third parties working on behalf of a commercial company/organization (e.g., pharmaceutical, manufacturing, etc.) must submit a Letter of Appointment with the Group Housing and Registration Request Form. The letter must be written in English, by the sponsoring company or organization on their company letterhead, and signed by a company official. Requests for room blocks and group registration will not be processed without this documentation.
Registration
Registration for International Tour Groups opens Monday, January 3, 2011. The corresponding group registration fee must be submitted in full at the time of registration. Registration fees are NON-REFUNDABLE beginning Wednesday, March 9, 2011. Name changes must be made in writing to CDS prior to Wednesday, April 6, 2011. A new confirmation will be sent after requested changes have been made.
Group appointments may be made for on-site pick-up of all registration materials. Each Group Contact will be responsible to handout all materials to the individuals who have registered in their group. Please advise your group that badges/tickets will not be reproduced for their individual pick-up at the registration area. There is a fee of $25.00 for each name change and reprint completed on site.
Questions About Heart Rhythm 2011 Registration? Contact CDS at +1 (508) 743-8526, select option 1 or e-mail HRSContacts@Xpressreg.net.
Housing
The Heart Rhythm Society has secured special meeting rates at a select group of hotels in San Francisco and strongly encourages your group to reserve rooms within these hotels through the Heart Rhythm 2011 housing process. Many of these hotels will include shuttle service to the Moscone Center, site of Heart Rhythm 2011. Please note the following:
- One night’s room and tax are required as deposits for each room requested by your group
- Contact TP for information about available suites and deposits for suites, if needed
- Hotel deposits are non-refundable beginning Wednesday, March 9, 2011
- Hotel deposits must be made by credit card. Checks, wire transfers and purchase orders are not acceptable
- Confirmations will be provided on or around April 14, 2011
Payment
All housing and registration requests must be accompanied by payment. Wire transfers are not accepted. The Heart Rhythm Society accepts the following forms of payment:
- Check (drawn on a U.S. bank in U.S. dollars)
- Money order (drawn on a U.S. bank in U.S. dollars)
- Credit card — include number, expiration date, security code and cardholder’s printed name and signature. Credit cards will be charged immediately
Important: We suggest you advise your credit card company in advance to anticipate this activity on your account.
Travel Visa Information
The Heart Rhythm Society will provide Letters of Invitation to Heart Rhythm 2011 for Visa purposes. It should be understood that the invitation is meant to help visitors obtain a visa and is not a commitment on the part of the Heart Rhythm Society and/or CDS/TP to provide registration or financial support.
