Exhibitor Housing/Staff List Policies

Save yourself the hassle of finding a good hotel room. SAGES has pre-booked blocks of hotel rooms at several hotels designed to accommodate various budgets. All are within two blocks, easy walking distance, of the Pennsylvania Convention Center.
We request that you book your housing within one of the following blocks: Marriott Philadelphia Downtown (Headquarters Hotel), Courtyard by Marriott Philadelphia Downtown, the Loews Philadelphia, and Hampton Inn Philadelphia Center City-Convention Center.

This ensures that exhibitors have accommodations at the current meeting as well as future meetings.
All conferences are able to reserve hotel space for the future based on hotel space they have filled in the past.
Show Management strives to procure a variety of accommodations addressing both cost (show rate is usually significantly lower than the hotels’ quoted rate) and proximity to headquarters.
Hotels are booked three to five years in advance. To protect SURGICAL SPRING WEEK, SAGES, and the hotels for this long term commitment the Society is contractually liable for attrition penalties because of unfilled rooms. Unfilled rooms include un-booked rooms as well as those caused by early departure. Reserve only the number of rooms you need for the time you expect to stay.
If the Society suffers attrition penalties, this will bear directly on future space and hotel costs.
Compliance with this policy benefits all exhibitors.

Hotel reservation instructions will be included with your confirmation kit (from SAGES) and again in the exhibitor kit (from Freeman Decorating).

Exhibitors are required to reserve rooms within the meeting room block.
A block of rooms will be reserved for exhibitors in the SAGES Headquarters Hotel. There will be a cap of 30 rooms per exhibiting company at the Headquarters hotel.
Exhibitors are required to follow the hotel reservation policy as defined in the exhibitor confirmation packet. This will entail the use of a specific reservation form or a direct reservation system.
Hotel rooms reserved and occupied by exhibitors will be booked directly with the hotel.
To insure equal opportunity for all exhibitors to obtain hotel rooms, the Hotel will not accept exhibitor reservations until one week after the date confirmation packets are mailed.

The hotel reservation cut-off date is March 7, 2008. Exhibiting companies may reserve one or more rooms without individual names, or a company block until the cut-off date. After March 7, 2008 rooms or room blocks without individual names (rooming list) will be released.
A credit card number or payment of one night’s room and tax as a deposit for each room reserved is required.
Reservations received after March 7, 2008 will be accommodated as availability permits. If the meeting room blocks are not filled by the cut-off date, the hotels may release the remainder of the rooms within the meeting block for general (public) reservations.
All Hotel rooms blocked and not used or appropriately canceled in writing more than 72 hours in advance, including no-shows and early departures, will be obligated for the full room night cost of the entire length of the stay.