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Deposit Policy: All hotel reservations must be guaranteed by a major credit card or by a check deposit for one night’s room and tax drawn on a U.S. bank, in U.S. dollars, made payable to CMR/ACR Housing.

• Deposits paid by check will require a credit card to guarantee the room block until the check payment is received. The deposit will appear on the hotel room account of each guest at check-in. Refunds will not be issued until after the meeting.
• Guarantee by credit card: ACR Housing does not charge the credit card on file. On or after October 24, it is the discretion of the hotel to charge the credit card for one night’s room plus tax.

All room block requests must be guaranteed with a credit card (no checks).

The exhibitor is responsible for actualizing eighty percent (80%) of the total room/suite block it agrees upon in the signed Group Agreement. Should the actual rooms/suites utilized be less than 80% of the Total Room/Suite Nights (as listed on the Group Agreement), the Exhibitor agrees to pay ACR for the number of sleeping rooms/suites not utilized up to 80% of the Total Room/Suite Nights reserved. Following receipt of the actual pick up numbers from the hotel(s), the Exhibitor will be billed for the difference between the actual hotel’s pick up numbers and 80% of the Total Room/Suite Nights as listed on the Group Agreement. These monies are due within thirty (30) days of receipt of the invoice. Please note: The invoice may not be sent until February 2025.

Example:
Sample hotel rate: $329 Room Rate
Group’s contracted nights: 100 Room Nights
Group is required to actualize 80%: 80 Room Nights
Group actualizes: 70 Room Nights
Variance: 10 Room Nights
Variance x Hotel Rate: $3,290.00 Penalties owed to ACR

Cancellation Policy

10 Rooms or More
Should a group cancel their entire room block, as per their signed Group Booking Contract, they will be responsible for paying the following in liquidated damages to ACR:

• Between signature of contract – August 14: 10% of the Total Room Nights x the Single Room Rate
• August 15 – September 14: 30% of the Total Room Nights x the Single Room Rate
• September 15 – October 14: 50% of the Total Room Nights x the Single Room Rate
• October 15 – November 14: 80% of the Total Room Nights x the Single Room Rate.

All cancellations must be made in writing and sent via fax, e-mail, or mail to ACR Housing. These monies are due within thirty (30) days of cancellation of the block.

9 Rooms or Less
Reservations must be cancelled at least 72 hours prior to your scheduled arrival to avoid penalty charges. If you do not cancel your reservation in time or fail to check in on the scheduled date of arrival, your credit card will be charged in the amount of one night’s room and tax or your check deposit will be forfeited. Your reservation will also be cancelled for the remainder of the stay.

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