2017 Annual Meeting Housing, Travel, and Tourism
2017 Annual Meeting Housing, Travel, and Tourism

Housing and Travel


Make a Hotel Reservation

Registration and housing will open in mid-December!

Registration and housing must be done simultaneously. Once you complete your registration, your registration summary will include a link to make an online hotel reservation. In addition, your AERA membership must be current through 2017 in order to receive the discounted AERA rate. 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 2017. This means that if your membership expires in December 2016, 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: aera@connectionshousing.com 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.

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 April 10, 2017. Deposits for hotel reservations may be charged to American Express, MasterCard, or VISA and cards must be valid through April 2017. 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 17, 2017. Make checks for housing payable to Connections Housing 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 April 21, 2017. 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 aera@connectionshousing.com.

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.

Travel Discounts

Airline Discounts
Delta Airlines offers a discount up to 5% off applicable classes of service for tickets purchased prior to the meeting. The discount applies to travel to San Antonio International Airport (SAT) between April 24, 2017 – May 4, 2017. To book your reservation go to www.delta.com/meetings and enter NMPCF in the “Meeting Event Code” field or contact your local travel agent.

Car Rental Discounts
Hertz Rentals, Enterprise and Dollar Rentals are offering discounts to our Annual Meeting attendees. To use the Hertz Rental discount, call 800-654-2240 and mention the code CV#031C0022. To use the Enterprise discount, call 800-593-0505 and mention the code 32H7476. To use the Dollar Rentals discount, call 800-800-3665 and mention the code CM0679.

Amtrak Discounts
Amtrak offers a 10% discount off the best available rail fare to (San Antonio, TX) between (April 24, 2017 – May 4, 2017). To book your reservation call Amtrak at 1 (800) 872-7245 or contact your local travel agent.

Reservations cannot be booked via Internet. Please be sure to refer to Convention Fare Code X93C-959 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. Fare is valid on Amtrak Regional all departures seven days a week, except for holiday blackouts.

Hotel Listing, Rates, and Map

Headquarter Hotels
For the 2017 Annual Meeting the headquarter hotels where sessions will be held are the Grand Hyatt San Antonio and the San Antonio Marriott Riverwalk. The San Antonio Marriott Rivercenter 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, and Hotel Amenity Chart. Information will be posted in mid-December when registration and housing open. Hotel room rates will range from $139-$299 with the average rate around $219 exclusive of 8.25 % tax.

Registration rates for members will remain the same. The early rate for an AERA member will be $195 and for a non-member $430. Non-members can join AERA for $180 and save on the registration fee.

Accessible Rooms and Shuttle Service

AERA will be providing a shuttle service for persons with disabilities. Shuttles will travel between the Henry B. Gonzalez Convention Center, Grand Hyatt San Antonio, San Antonio Marriott Riverwalk and the San Antonio Marriott Rivercenter. 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 Housing Customer Service at email: aera@connectionshousing.com or phone: 800-262-9974 or 404-842-0000 for assistance.

Ground Transportation

From San Antonio International Airport
The San Antonio International Airport (SAT) is 9.6 miles north of downtown San Antonio. Approximate time to the Henry B. Gonzalez Convention Center ranges between 15-25 minutes depending on the time and day and mode of transportation. For more information on airport transit, visit the website for the San Antonio International Airport: http://www.sanantonio.gov/sat.

Taxi: Taxi cabs are available at the lower level curbside, outside of baggage claim, at Terminal A & B. For assistance, please contact the Airport Ground Transportation employee (wearing red shirt). Fare to San Antonio downtown areas start at $29 (U.S.) per taxicab. (Up to 6 may share a cab, if both luggage and passengers fit safely.)
Fares are based on traffic conditions, but an average fare from SAT to downtown San Antonio is $25 - $29.
For current fare information, please check the San Antonio International Airport Taxi Fares.

Travelers who will need ground transportation in wheelchair accessible vehicles from the Airport should make arrangements in advance of their arrival. The following Taxi Cab companies offer ADA services: AAA Taxi, San Antonio Taxis, Yellow Cab. Shared Shuttle service is provided by GO Airport Shuttle. For more information, call 210.281.9900 or make a reservation.

Car Rentals: There are several companies to choose from when renting a car at San Antonio International Airport.

Please contact the company of your choice for more information. Car rental counters are located in Terminal A. Passengers can use the courtesy phones provided in the baggage claim area of Terminal A to request shuttle transport to the car rental company of their choice after hours or can proceed to the shuttle pick up area located outside the baggage claim area. Rental car facilities are located near the airport.

Please visit the website below for a list of all Rental Car agencies and phone numbers available at SAT: http://www.sanantonio.gov/SAT/GroundTransportation/RentalCar.aspx.

Travel Tips

Phone Numbers:
You may want to keep the following phone numbers at hand:

  • Emergency: 911.
  • Police/Fire/City Services non-emergency: 311

Time Zone
San Antonio, TX is in the Central Daylight Time Zone. Daylight savings time is in effect from the second Sunday in March until the first Sunday in November.

Average daily high temperature in April is 80 degrees Fahrenheit. Average low is 60 degrees Fahrenheit.

What to Wear
Dress in attire appropriate for warmer climates. Texas will be warm for the duration of our meeting.