Housing
Q. How can I arrange my housing for the conference?
A. To arrange your housing for the 2008 HIV/AIDS Implementers’ Meeting, you must first be registered for the conference. For more information, including detailed instructions, please visit the Housing portion of the website.
Q. Where do I get my login and password?
A. Your login information and password can be found in your registration confirmation email. Please contact the conference secretariat at hivimplementers@courtesyassoc.com if you are still unable to find your confirmation.
Q. What if I have lost my password?
A. If you have lost your password, please contact the Conference Secretariat at hivimplementers@courtesyassoc.com or +1 202-973-8681.
Q. What if I am unable to login to the system?
A. If you are experiencing technical difficulties logging in, please email aisupport.courtesy@attendeeinteractive.com for assistance.
Q. Why am I receiving the error message “The Hotel is unavailable on the following days,” when I enter my hotel preferences?
A. You have selected a hotel that is not available. Please reference the “Hotel Date Availability” link to identify a hotel that is available on your requested dates. The dates that are available are broken down by individual hotel and room type. For each hotel and room type there are a set of dates with the number of rooms available for each night. As the individual hotel rooms are booked, the number of rooms available will decrease. For instance, if a hotel room has “0 rooms available” on a particular night; this means that at this time, no rooms are available on that night.
Q. What do I do if the hotel I requested is not available on the dates I select?
A. If the hotel you would like to secure does not have your preferred dates available, please select another hotel with availability. We STRONGLY discourage the booking of hotel space outside of this system. Any independent reservations made in Kampala between June 1 and 7, 2008, risk cancellation of the reservation without notice.
Q. How do I know if my hotel is available during my requested dates?
A. To see if your preferred hotel is available during your requested dates, please reference the “Hotel Date Availability” link located below the “Hotel Name/Room Type” field. The dates that are available are broken down by individual hotel and room type. For each hotel and room type there are a set of dates with the number of rooms available for each night. As the individual hotel rooms are booked, the number of rooms available will decrease. For instance, if a hotel room has “0 rooms available” on a particular night; this means that at this time, no rooms are available on that night.
Q. What if I need to cancel my hotel after I have already made my reservations?
A. If you need to cancel or alter your reservation after you have received confirmation of the reservation, please log into the housing website. On the summary page, you will be able to select the specific information that you would like to alter (whether that be travel or hotel). Please note that reservations cannot be altered or cancelled until after you receive the confirmation number via email from the Conference Secretariat. You will receive your hotel confirmation within fourteen (14) days of submitting your request. Also, the individual hotel cancellation policies supersede the communication deadlines set forth by the Conference Secretariat.
Q. What do I do if I missed the May 2nd deadline to make hotel arrangements?
A. If you miss the May 2nd deadline, please contact a hotel directly to make a reservation. You will not be able to make a reservation on this site after May 2nd.
Q. What do I do if my check-in/check-out dates do not appear on the website and the missing dates are not related to sold out room nights or hotels.
A. The check-in/check-out dates that are available through the Conference website denote the dates that are contracted by the Conference Secretariat with each hotel. If the dates you prefer do not appear on the website, please denote your dates outside of the room block in the special needs section of the housing form. These dates are subject to availability of the hotel and will not necessarily be available or at the group rate. The Conference Secretariat might require longer than 14 days to follow up on special requests. Once we receive communication from the hotel on their availability and rate, we will follow up with you on your request and next steps.
Q. I would like to attend the Conference and book housing, but I am not registered yet. How do I register?
A. There are three ways that you can register.
- If you are a country delegate, your assigned registrar will register for you. Once you have been registered you will receive an automated registration confirmation that will include your housing login information.
- If you have been invited to present at the 2008 HIV/AIDS Implementers’ Meeting you must register and secure housing on the website, please click the below link to gain access to your presenter ready room. You will need the username and password that were sent to you with your original speaker notification. (Is the letter sent to them called a “meeting invitation”. Please note that registration closes for presenters on April 21, 2008.
- If you are an individual wishing to register without registrar or presenter affiliation with the meeting, you must go through the Open Enrollment application process. Notifications of acceptance or rejection will be sent no later than April 11, 2008. If you are accepted you will be sent housing login information to make reservations at that time.
Q. What if I secure housing prior to finalizing my travel arrangements?
A. It is best to confirm your flights before you make your hotel reservations to ensure that there are flights available on the dates you plan to travel. If you make your hotel reservations and find that you are unable to get flights on your selected dates, you will have to change your arrival and/or departure date and run the risk of not having hotel accommodations for the appropriate nights. However, if your travel arrangements require that you change your hotel details, you are able to log into the housing system until May 2nd to change any hotel reservations. The Conference Secretariat cannot guarantee that your original hotel will be available once your dates have changed. If you wish to change it after May 2nd, please contact the hotel directly.
Q. How do I alter a confirmed hotel reservation?
A. You are able to log back into the housing site until May 2nd to change any hotel reservations. The Conference Secretariat cannot guarantee that your original hotel will be available once your dates have changed. If you wish to change it after May 2nd, please contact the hotel directly.
Q. Can I transfer my hotel reservation to another individual?
A. No. The person you wish to transfer the reservation to must be registered and then use their own login information to secure housing.
Q. Can I cancel my registration without cancelling my hotel reservation?
A. No, because housing reservations have financial deposits attached with each record, any registration cancellations will automatically cancel the associated housing reservation record. Please note that registrars are the only party able to cancel delegate registration records. The individual hotel cancellation policies still apply to your reservation.
Q. If I cancel my hotel reservation do I also cancel my meeting registration?
A. No. You need to cancel your registration separately, please note that registrars are the only party able to cancel delegate registration records.
Q. If I do not have wire transfer abilities or a credit card, how can I secure housing?
A. If you do not have the ability to provide a deposit to secure your housing, please contact the Conference Secretariat at hivimplementers@courtesyassoc.com or +1 202-973-8681. We would like to stress the fact that the Conference Secretariat is not responsible for deposits.
Q. Is transportation being provided to and from the airport?
A. No, transportation is not being provided by the conference for transfers to and from the airport; however, most hotels in Kampala do provide their own transportation shuttles for their guests. Please contact your hotel directly to find out more information regarding their specific transportation policies. Taxis are also readily available for your use at the airport. It is suggested that you agree on the price of transportation prior to getting into the taxi cab. Transportation will be available for the conference between your hotel and the Imperial Royale (conference location). More information regarding conference shuttles will be sent out at a later date.
Q. Can I pay for my hotel room in cash?
A. Deposits are required in the form of credit card or wire transfer; however, once at your hotel, you are permitted to pay in cash. Please refer to the “Hotel Information” document to view acceptable currencies at your preferred hotel.
Q. I would like to book a reservation at two different hotels.
A. We are advising individuals to book their entire stay at one hotel. Our housing system does not allow multiple bookings. We STRONGLY discourage the booking of hotel space outside of this system. Any independent reservations made in Kampala between June 1 and 7, 2008, risk cancellation of the reservation without notice
Immunizations
Q. Do I need special immunization to enter Uganda?
A. Please visit the General Information page of the Web site for more details on immunizations. You will also want to check with a local travel clinic or your primary healthcare provider for other personalized recommendations.
Program Content
Q. Will translation be available?
A. The language of the conference is English, and translation services are not planned at this time.
Registration
Q. Are there any fees associated with attending the 2008 HIV/AIDS Implementers’ Meeting?
A. There is no registration fee for the 2008 HIV/AIDS Implementers’ Meeting; however, attendees are responsible for making their own travel arrangements. Lodging assignments will be made through the conference secretariat and individuals are responsible for paying for lodging and other associated travel costs.
Q. How can I register for the 2008 HIV/AIDS Implementers’ Meeting?
A. Please visit the Registration page of the Web site for more details on how to register.
