International Tour Group Guidelines and Procedures
The process of registering groups and requesting housing for the Heart Rhythm 2008, the Society’s 29th Annual Scientific Sessions, will be managed by CDS 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. To secure housing as an international tour group, click here.
Forms
Complete the Group Housing and Registration Request Form and submit with the appropriate payment, and Letter of Appointment to Heart Rhythm Society 2008, Group Coordinator, by mail or fax for receipt beginning Monday, January 7, 2008. Phone requests will not be accepted.
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 7, 2008. The two-page registration form must be completely filled out in order to receive registration. Incomplete registrations will NOT be processed. Individual copies must be submitted for each registrant with full contact information, address and registration category. Verification of classification is required for reduced fee categories.
- Provide under the Registrant Profile “Each Individuals” profile, as their demographics are required.
- The corresponding group registration fee must be submitted with the housing deposit for the registration of the individual in each room.
- Registration fees are NON-REFUNDABLE beginning Monday, March 5.
- Name changes must be made in writing to CDS/TP prior to Wednesday, April 16, 2008. A new confirmation will be sent to you after requested changes have been made.
- See Group Timeline for specific deadlines.
Group appointments will be given to Group Contacts 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 completed on site.
All registration correspondence should be sent to:
Tracie Brown, Group Coordinator, Heart Rhythm 2008
CDS, 107 Waterhouse Road, Bourne, MA 02532
Phone: 1-800-748-5052 or +1-508-743-0529
E-mail: tbrown@cdsreg.com
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 2008 housing process. Many of these hotels will include shuttle service to the Convention Center.
- One night’s room and tax are required as deposits for each room requested by your group. Contact TP for information on deposits for suites, if required.
- Hotel deposits are non-refundable beginning March 5.
- Hotel deposits must be made by credit card. Checks, wire transfers and purchase orders are not acceptable.
- See Group Timeline for specific deadlines.
Contact Travel Planners now! All housing correspondence should be sent to:
Alex Semenick, Senior Group Coordinator, Heart Rhythm 2008
Travel Planners, Inc., 381 Park Ave South, 3rd floor, NY, NY 10016
tel: 212.532.1660, option 3, ext 2174; fax: 212.779.6131
Email: asemenick@tphousing.com
Payment
All housing and registration requests must be accompanied by payment. There will be no changes or substitutions to the initial form of payment. 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.
- Wire transfers are not accepted.
Important: We suggest you advise your credit card company in advance to anticipate this activity on your account.
Confirmations
TP will fax hotel assignments to the Group contact beginning February 4, 2008. If the travel agent/company does not accept the hotel assignment(s), TP must receive a written request for cancellation by March 5. You will receive final confirmations on April 18.
Visa Information
The Heart Rhythm Society will provide Letters of Invitation to Heart Rhythm 2008 for Visa purposes. Click here to submit a request. 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.
Questions?
About Heart Rhythm 2008 Registration? Contact CDS at 1-800-748-5052 or +1-508-743-0529 (Outside North America) or e-mail HRS@cdsreg.com
About Heart Rhythm 2008 Housing? Contact Travel Planners at 1-888-337-2665 or +1-212-532-1660 (Outside North America) or e-mail HRS@tphousing.com.
