How are government-rated rooms secured?

AIHce negotiates with hotels to obtain as many government-rated rooms as possible. However, competition to book conferences in certain cities, particularly in May/June is strong. Hotels can choose which groups to contract based upon expected profitability. Government-rated rooms are generally not profitable for hotels since they are priced below market. Consequently, the supply is limited.

What are the factors that affect how many government-rated rooms are available for AIHce?

Market conditions affect the number of rooms available. For a variety of reasons, hotels currently enjoy a “seller’s market.” In this market, hotels are less motivated to commit a generous number of rooms at less than profitable rates. A good hotel economy also indicates overall travel is heavy, another factor driving the demand for hotels rooms. Demand is so great now that many AIHce registrants find it difficult to secure government-rated rooms even when they look outside the official AIHce block.

Why aren’t there more rooms at the headquarters hotels?

By very definition, headquarters hotels are generally the largest, most convenient, and most capable of hosting the major functions associated with a conference. They are, therefore, most in demand. Hotels know registrants are willing to pay a premium to stay at a designated headquarters hotel. Additionally, the costs involved in managing a large conference property are enormous. Hotels have calculated business profitability ratios that determine how many government-rated rooms they can/will provide and the number is never large.

If rooms are scarce, how can AIHA help government employees on limited budgets?

Through negotiations, AIHce staff strives to obtain as many reasonably priced hotels as possible. Almost all hotels offer a limited number of government-rated rooms and often, entire hotels offer rooms at or below the government rate.

How can I improve my chances of obtaining a government-rated room?

Book early! This is the single most important step you can take. The AIHce website opens in December specifically to give AIHA and ACGIH members the opportunity to book registration and reserve hotel rooms. Do not wait to receive the printed Advance Program (mailed in late January). Many government rated rooms and less expensive hotels are already sold out.

Be flexible. If you have your heart set on a room in a headquarters hotel you are likely to be disappointed, unless you book immediately. Identify several hotels where you would be willing to stay; every effort is made to provide you with one of your choices.

Contact AIHce. If you experience great difficulty, please contact us. Occasionally, we can provide assistance as there are room cancellations throughout the hotel reservation process. Email AIHce at aihce@aiha.org or call 703-849-8888.