Conference FAQ


2014 Annual Conference in Austin
General Information
What is the conference dress code?
Will all conference programming be held at the hotel?
How can I become a speaker at the Annual Conference?
How many AIA/CES Learning Units will I earn by attending the Annual Conference?
Is child care available?
When will award recipients/Fellows/be recognized?
Where will I be able to get lunch or a snack at the conference?
Is there parking near the hotel?
My question is not here!
Registration
When will registration open? What are the registration rates?  
What does my registration fee include?
Why should I register in advance?
I am not a member of SAH, but my co-worker is a member and cannot attend. Can I use their membership to register at the member rate?
Who can attend the SAH Annual Conference?
Will I receive a confirmation of my registration?
Will I get a refund if I have to cancel my registration?
What if I can’t use a tour or special event ticket?
I am bringing my family with me; will there be activities for them to enjoy?
What is Single-Day Registration?
I am a member of the press – do you have press registration?
Hotel/Transportation
What hotel has been reserved for this annual conference?
What are the rates?

Can I make my hotel reservations now?
Will I receive a confirmation of my hotel reservation?
Will I be refunded if I have to cancel my room reservation?
What if my travel plans are unexpectedly interrupted or canceled? 
What if I prefer to stay at a different hotel or with family/friends?
Are there any airfare discounts?
Will transportation be provided during the conference?
When should I buy my plane ticket(s)?
Exhibit Area
What are the hours of the Exhibit Area and who will be there?
Events
Which night is free for exploring Austin?
Are there any tours scheduled for Austin?
SAH Chapter and Partner Session Proposals
If a chapter/partner is proposing a sponsored session, must the chair of the selected session submit his/her proposal like other prospective chairs?
If so, must he specify that his/hers is a chapter/partner-sponsored session?
Is acceptance guaranteed, or is there a chance that our session may not make the cut?


GENERAL

What is the conference dress code?

We want you to be comfortable so you can enjoy your conference experience. Dress for your comfort level. The standard for professional conferences is business casual. Please note that the conference rooms are air conditioned and it could get chilly in the evening. Watch the weather channels and gauge what the weather will be like during the conference week.

Will all conference programming be held at the hotel?

The majority of programming will be held at the Hyatt Regency Austin, unless otherwise noted. Locations for all events will be noted in the program.

How can I become a speaker at the Annual Conference?

At this time, the program for the 2014 Annual Conference is in progress. Proposals for papers are due by June 1, 2013 – we’re sorry if you missed this deadline. However, you are welcome to submit an abstract proposal for the 2015 conference, beginning in April of 2014. If you are interested in proposing a session for the 2015 conference, SAH will be accepting proposals beginning in July 2013. If you have specific questions about getting involved as a speaker or session chair at the SAH Annual Conference in Austin, please contact Kathy Sturm at ksturm@sah.org.

How many AIA/CES Learning Units will I earn by attending the Annual Conference?

Attendees may earn up to approximately 30 HSW/LU by attending the Annual Conference. It will depend on how many qualified programs you attend. The AIA/CES Learning Units are listed in the program and on the website beginning January 7, 2014. Be sure to note that you are an AIA member on the registration form and SAH will provide a listing of the events and the corresponding learning units when you pick up your conference materials at the registration desk beginning Wednesday, April 9, 2014. At the conclusion of the conference, please return the completed form to the registration desk, email it to ksturm@sah.org or fax it to 312.573.1141 for processing. Please submit the forms to SAH no later than May 31, 2014. If sent later there may be a delay in submitting the learning units.

Is child care available?

SAH offers child-care grants for Annual Conference speakers and session chairs. If you are in need of child-care services, we suggest that you contact the concierge at the Hyatt Regency Austin Hotel for recommendations. The Austin Convention and Visitors Bureau also has some suggestions. SAH does not endorse any of these options, so please investigate closely for your protection.

When will award recipients/Fellows be recognized?

All recognitions will be made during the Awards Ceremony on Thursday evening, April 10, 2014. The location will be announced in the program. Please register for this event to ensure we have enough seats for all who wish to attend. There will be a reception prior to the ceremony. You will need a ticket for the reception and the ceremony as seating is limited. SAH will be presenting the six SAH Book Awards, announcing the fellowship recipients, acknowledging the 25 and 50 year members, and inducting the 2014 SAH Fellows. This is a special evening for SAH and we encourage you to attend and support your fellow members. At this event, SAH Plenary Talk will be presented immediately following the awards ceremony.

Where will I be able to get lunch or a snack at the conference?

SAH always includes a restaurant guide in the conference bag that is handed out when you check in for your name badge. Inside the guide is a map to help you locate the eateries of your choice.

Is there parking near the hotel?

Valet: The Hyatt Regency Austin offers overnight valet parking for $21 per day, which includes guest in and out privileges. (Uncovered spaces).

Self Parking: Guests may self-park for $14 per day. (Uncovered spaces).

My question is not here!

We’re sorry that we could not anticipate your needs. Please email Kathy Sturm at ksturm@sah.org for assistance.

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REGISTRATION
When will registration open? What are the registration rates? 

Online registration opens at 3:00 pm Central Time on January 7, 2014 at www.sah.org/2014.

What does my registration fee include?

Registration fees include the printed program, a badge to gain access to all 36 paper sessions Thursday and Friday, admission to the Exhibitors Area, Opening Reception, Introductory Talk, Plenary Talk, Awards Ceremony, and various midday programs and a copy of the attendee roster. Registered attendees will also receive access to all available session handouts. Additionally, conference attendees will have the opportunity to register for a variety of receptions and tours for which a small cost recovery fee is charged. Please note that reservations are required for all events, even those included in the registration fee. This allows us to estimate the number of attendees so that we can provide enough seating and food and beverages.

Why should I register in advance?

If you register in advance (before Feb 18, 2014) you will be able to take advantage of the early registration fee. Registration fees increase on February 19, 2014. Registering in advance also helps us determine how many are attending the conference. This will ensure we have enough food for the receptions, buses for the events and tours, and chairs for the sessions. Tours are filled on a first-come, first-served basis and often sell out quickly, so registering early is also recommended if you want to secure tickets for specific tours.

I am not a member of SAH, but my co-worker is a member and cannot attend. Can I use their membership to register at the member rate?

Individual membership in SAH is not transferable to others. You can register as a new member during the annual conference registration process by choosing the registration rate that includes a one-year membership. Institutional (library) members may designate up to two employees of their department to register for the conference. The institution’s membership must be current through April 13, 2014 and the department members must be approved in advance by the main contact of that institution’s membership.

Who can attend the SAH Annual Conference?

The SAH Annual Conference is open to all who share an interest in the history of architecture, landscapes, art, urbanism, sustainability and design. Membership must be current through the Annual Conference (through April 13th 2014) to attend/participate in the conference. If you have not yet joined or need to renew your membership, you can register as a new or renewing member during the conference registration process. If your membership expires between your conference registration and the dates of the conference, you will not be able to attend until you renew your membership.

Will I receive a confirmation of my registration?

You will receive an automated confirmation email upon completion and payment of conference registration. If it does not appear within one hour of registration, please make sure it did not get routed to your junk mail or spam folder. For registrations paid by check, please allow two weeks for processing. Confirmation of your registration will be sent to you via email or regular mail upon processing. The registration, events and tours cannot be confirmed until full payment has been received and processed at the SAH office. If you have questions, please do not hesitate to contact Kathy Sturm at 312.543.7243 or ksturm@sah.org or contact Beth Eifrig at 312.573.1365, or beifrig@sah.org.

Will I get a refund if I have to cancel my registration?

Cancellations on or before February 18, 2014:
Fees paid for the conference (basic registration fee, special events, public day events, and tours) will be refunded in full less a $50 administrative fee.

Cancellations after February 18, 2014:
No refunds will be given after February 18, 2014, however a refund will be provided for tour registrations if the tour is full and we are able to resell your ticket.

All cancellations must be in writing. 
Refunds will be processed after SAH returns to the office or by May 31st, 2014. 

Cancellations must be submitted to Kathy Sturm via email ksturm@sah.org, via fax to 312.573.1141, or via mail to Society of Architectural Historians, 1365 N. Astor St., Chicago, IL 60610-2144.

What if I can’t use a tour or special event ticket?

Tour and event tickets are non-refundable, but they are fully transferrable. Substitutions may be made at any time. If you are unable to attend but another registered member can participate in your place, go ahead and either donate or sell the ticket. There will be a message board at the SAH check in/information desk area where you may offer your tickets to another registrant. If you need to sell or exchange your tickets prior to April 10, SAH will have a bulletin board on the conference section of the website for your convenience. SAH is not able to broker your tickets on your behalf. In the event that a tour is sold out and there is a waiting list, SAH will resell your ticket and process a refund to you by May 31, 2014.

I am bringing my family with me. Will there be activities for them to enjoy?

Family and friends will love Austin! There are many family-friendly activities to explore during your time in the Austin area. 

If your family and friends wish to participate in any portion of the conference, they will need to register either as a conference participant or a tours-only participant. “Tours Only” registration begins on February 19th and allows your spouse or guest to register for tours that have available space. SAH cannot hold spaces or guarantee that space on tours you registered for during early registration will still be available for your family and friends when “Tours Only” registration opens. Please - no children during the conference programs, events and tours.

Single-Day Registration

Single-day registration $75 for members, who live within a 75 mile radius of Austin, is available onsite only during registration hours. Non-members are welcome and can pay the selected membership rate during registration. A single-day ticket includes a one-day conference badge and access to the paper sessions and mid-day programs for that day. Receptions and tours offered on the selected single day are at the posted rates.

I am a member of the press – do you have press registration?

SAH welcomes the professional editorial staff (including photographers and camera crews) of print, online, and broadcast media to cover the conference, with the purpose of writing articles to be published during or after the conference. For more information on press registration, contact Helena Karabatsos at hkarabatsos@sah.org.

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HOTEL/TRANSPORTATION
What hotel has been reserved for this annual conference? What are the rates?

This year the headquarter hotel is the Hyatt Regency Austin Hotel. It is located a 208 Barton Springs, 512.477.1234. The rate is $169 sgl/dbl per night. If you share a room, that rate divided in half comes to $84.50 per night per person. The current tax rate is 15%. By staying at the Hyatt Regency Austin Hotel, you are supporting the annual conference and in the long run you are keeping your expenses down. Future hotel rates are negotiated based on the percentage of members who stay at the HQ hotel—the more members that stay at the HQ hotel the better the opportunity for lower rates in the future. If you feel the hotel rates are high, it is a direct result of the economy, the time of year that the conference is held, and the number of hotel room nights used at the SAH Conference hotel in previous years. We appreciate your support of the designated hotel.

Can I make my hotel reservations now?

Hotel reservations may be made online for the conference beginning January 7, 2014. Visit the Hotel/Transportation page for details and a link for online reservations.

Will I receive a confirmation of my hotel reservation?

A confirmation of your reservation will be sent to you via email directly from the hotel. Only one confirmation will be sent, so please be sure to watch for it.

Will I be refunded if I have to cancel my room reservation?

We’ll be sorry that you won’t be joining us. Your room reservation falls under the guidelines of the hotel policy. Please contact the hotel to cancel/change your reservation. Cancellations must be received by the hotel no later than February 19, 2014. Failure to check-in on the scheduled date of arrival will result in the loss of your deposit and the cancellation of your room for the remainder of the stay. Please note, sending your room cancellation request directly to SAH does not guarantee processing of the request. Please send your request directly the hotel. The hotel will provide SAH a report of any cancellations and reductions in reserved nights to aide in SAH managing the required number of contracted room nights. These reports are used to aide in negotiating future hotel rates and to determine if the correct registration fee has been paid.

What if my travel plans are unexpectedly interrupted or canceled?

No one expects to cancel or interrupt a planned trip, but such events do occur. That is why SAH strongly recommends you purchase travel insurance. Travel insurance has benefits to cover many aspects of your planned trip to Austin. We suggest that you speak with your homeowner’s insurance agent or investigate one of several travel insurance companies offering coverage. SAH does not recommend or endorse these agencies, but provides examples as a reference, for your convenience.

Travelex Insurance Services – www.travelexinsurance.com
USI Travel Insurance Services – www.travelinsure.com

What if I prefer to stay at a different hotel or with family/friends?

If you choose to stay at a different hotel or select alternate accommodations, there is an additional $100 added to the conference registration fee. Graduate students and local residents are exempt from this additional charge. If you are traveling to Austin, and staying with a local resident, the $100 additional registration fee applies.

Why the $100 charge? Staying at the headquarter hotel supports the 2014 conference and helps to increase SAH’s buying power for future conferences. This means that the more people consistently staying at the headquarter hotel will afford SAH the opportunity to comfortably increase the number of rooms needed each year and thus the potential of reducing the room rates and other associated expenses incurred in the future. The $100 charge covers a small part, but not all, of the cost lost by an attendee not staying at the headquarter hotel. If you would like to see fees and costs go down for future conferences please consider staying at the headquarter hotel.

Are there any airfare discounts?

Everyone’s looking to save a little money and stretch their dollar a bit further, so we’re doing our best to help make that a possibility. SAH is investigating discounted airfare opportunities. Visit the Hotel/Transportation page for updates and details.

Will transportation be provided during the conference?

In Austin most offsite venues will be within walking distance of the hotel. Ground transportation will be provided for tours as noted in the program. 

Ground transportation/airport shuttle between the airport and hotel is available at your own expense. SAH is investigating airport shuttles, taxi cabs, public transportation and rental cars and may be found on the Hotel/Transportation page, once we have the details. 

When should I buy my plane ticket(s)?

The best time to purchase airline tickets is between Monday night and Wednesday afternoon (sales come out on Monday, are matched by early Tuesday, and disappear by Thursday), not before 3 1/2 months prior to your trip and not after 7 to 10 days prior to your trip (when airlines assume you’re a business traveler and will pay whatever it takes).

Statistically, the best time to purchase tickets is:
  • 6 weeks before you fly for U.S. domestic flights
  • 21 to 22 weeks in advance for flights to Europe
  • 11 to 12 weeks in advance for flights to the Caribbean
  • 23 to 24 weeks in advance for international business or first class

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EXHIBIT AREA

What are the hours of the Exhibit Area and who will be there?

Attendees and exhibitors will have many opportunities to meet in general or one on one. The Exhibit Area will be open throughout the day on Thursday, Friday and Saturday. Please check the program or the schedule posted at the entrance to the Exhibit Area for the specific times and a listing of the Exhibitors who will be joining us in Austin.

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EVENTS
Which night is free for exploring Austin?

The Local Committee is investigating opportunities and suggestions. Friday evening is usually the night to enjoy all that Austin has to offer. Watch the conference webpage and the printed program for details and information.

Are there any tours scheduled for Austin?

Yes, the Local Committee has put together a full array of tours for the conference participants. Tours will be posted on the website when registration opens on January 7, 2014 and will be in the printed program that will be mailed in December, 2013. Tour reservations are first-come, first-served, and waiting lists will be maintained. There will be a “Tours Only” registration opportunity beginning on February 18, 2014 for those who wish to join a tour but not register for the conference. This is especially nice for spouses/partners/guests not registered for the annual conference. Space is subject to availability.

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SAH CHAPTER AND PARTNER SESSIONS PROPOSALS
If a chapter/partner is proposing a sponsored session, must the chair of the selected session submit his/her proposal like other prospective chairs?

Yes, the person proposing the session (chair) would follow the same selection process and will need to follow the instructions found in the Call for Sessions.

If so, must he specify that his/hers is a chapter/partner-sponsored session?

Yes, please note in the message that this session is being proposed by a chapter/partner of SAH. We encourage the chapters and partner organizations to submit proposals as we value the richness that those contributions promise to bring to our program.

Is acceptance guaranteed, or is there a chance that our session may not make the cut?

Given the number of Partner Organizations we have, there is no guarantee that SAH will be able to accept them all. 

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