You must reserve the hotel only for the days that you plan to attend the conf. as your paper will be arranged within your hotel reservation. If you do not plan to attend the entire conf., then you should reserve within the first half (Jan. 2-6), or second half (Jan. 6-10). Technical sessions will start on Jan. 3 and continue to the morning of Jan. 9; the two conf. dinners are expected to be on Jan 3 and Jan. 8. It will be great if you could attend at least one of the conf. dinners. The reservation can be cancelled before Dec. 2 w/o any penalty, however if you are not almost sure that you will attend, then you should not reserve. The link for reservation is given below, it will take you directly to the conf. rates. You must make reservation yourself w/o involving a travel agent or a third party as otherwise you can not get the heavily discounted conf. rates.
You can also call 787-791-6100 or 1 800-443-2009 and ask for a reservation agent at the InterContinental San Juan.
The Conf. rates are $159, $169 & $179 per night plus taxes for city, pool and ocean view rooms, respectively. The rooms with club access are at $209 per night plus taxes. The club access offers complimentary breakfast including complimentary champagne in the morning, and coplimentary heavy snacks with complimentary beer and wine in the later afternoon (5-7 pm).
The taxes are currently 9% plus a $5 per day service fee which includes complimentary WiFi, use of Fitness Center, tea/coffee in rooms, towels at the pool/beach etc. There is a mandatory porterage fee of one time $4.5 per person and $1 room attendant fee per day per person.
EARLY DEPARTURE PENALTY
If a participant leaves early, there will be a two-night penalty charge; however you can change your departure date 10 days before the conf. without any penalty.
OTHER HOTELS APART FROM THE ABOVE HOTEL:
If a participant stays at a hotel different from the above hotel, or make reservations for the above hotel using internet wholesalers (e.g. Orbitz, ….) or travel agents, then he/she will pay a higher registration fee (additional $US 150, see Registration Form). This is done because the organizers get the special rates for the participants by guaranteeing a certain no. of rooms. If this ‘quota’ is not met, the hotel charges penalties to the organizers. The additional registration fee partly reimburses the penalties charged to the organizer. You must make reservation by directly contacting the hotel, or using the above procedure for on-line reservation, to avoid additional registration fee.
OTHER ADVANTAGES FOR MAKING A DIRECT RESERVATION RATHER THAN THROUGH A WHOLESALER (e.g. Orbitz , Expedia, Hotel.com): The reservations made directly through the hotels after identifying yourself as part of this conf. can be cancelled without any penalty up to 30 days before conf. As far as we know, these advantages are not there if you reserve through wholesalers or travel agents.
INSURANCE: The conf. organizers are not liable for your health, hotel room or for any other thing related to the conf. The reservation is directly between you and the hotel. Please carry your own insurance for any protection that you desire.