Registration
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 unable to find or have not received your confirmation.
Q. I would like to attend the Meeting 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 complete your registration for you. Once you have been registered, you will receive an automated registration confirmation that will include your housing login information. Please note that registration closes for delegates on April 28, 2009.
- If you have been invited to present at the 2009 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. Please note that housing and registration closes for presenters on April 28, 2009.
- If you are an individual wishing to register without registrar or presenter affiliation, you must go through the Open Enrollment application process. Notifications of acceptance or rejection will be sent no later than April 13, 2009. If you are accepted, you will be sent housing login information to make reservations at that time.
Q. Can I cancel my registration without canceling my hotel reservation?
A. Due to the fact that housing reservations have financial deposits attached to 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.
Housing
Q. How can I arrange my housing for the Meeting?
A. To arrange your accommodations for the 2009 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. (Link??)
Q. What if I have lost my password?
A. If you have lost your password, please click the “Forgot your username/password” link on the Hotel Request login page. You will be prompted to enter your email address, at which point your password will be sent to you. If you are unable to supply an email address, please contact the Conference Secretariat directly 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 the Conference Secretariat for support.
Q. What if I need to cancel or change my hotel reservation after I have already submitted it?
A. If you need to cancel or alter your reservation for any reason you must contact the Conference Secretariat directly at hivimplementers@courtesyassoc.com or +1 202-973-8681. Delegates cannot make any changes or cancellations via the website.
Q. What do I do if I missed the deadline for making hotel arrangements? (May 1, 2009)
A. If you miss the deadline, please contact the Conference Secretariat at hivimplementers@courtesyassoc.com or +1 202-973-8681. Please be aware that hotels are on a first come, first serve basis so the available options may be limited.
Q. What do I do if my check in/check out dates do not return any available hotels?
A. If your check in/check out dates do not return any available hotels; contact the Conference Secretariat at hivimplementers@courtesyassoc.com or +1 202-973-8681. The Secretariat will work with the hotels to find a suitable option for you.
Q. What if I need a roommate? How can I find another delegate to share a room with?
A. There are three options for delegates that wish to share their hotel rooms.
- Coordinate with a colleague or friend also attending the meeting.
- Find a roommate via the “Roommate Request Board,” an online venue where you can connect with other delegates attending the conference.
- Request that the Conference Secretariat randomly assign you a roommate.
While we do not recommend option 3, if you have no preference, the Conference Secretariat will assist you in finding a roommate.
Each delegate is assigned a “Roommate Request ID,” which is located on the Registration Confirmation that was emailed to you. In order to request a particular person, you must have your roommate’s “Roommate Request ID” and supply it in the appropriate field on the Hotel Request website. Please be aware that only one person will need to submit the hotel request if a room is being shared. Once the “Roommate Request ID” has been submitted, the two registrations are linked in our system. For full instructions on using the Roommate Request function, please visit the following link. https://www.multisoftevents.com/hivaids09/bulletinlogin.aspx
Q. What if I secured 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. This means that you run the risk of not having hotel accommodations for the appropriate nights and not securing the same hotel you originally requested. If you must change your hotel reservations after confirming your flight, please contact the Conference Secretariat at hivimplementers@courtesyassoc.com or +1 202-973-8681. We cannot guarantee that your original hotel will be available once your dates have changed.
Q. Can I transfer my hotel reservation to another individual?
A. If you have a confirmed reservation and wish to transfer it to another individual, you must contact the Conference Secretariat to make the substitution. To do so, please email hivimplementers@courtesyassoc.com or call +1 202-973-8681 for assistance.
Q. If I cancel my hotel reservation, do I also cancel my Meeting registration?
A. Canceling your hotel reservation does not automatically cancel your registration. You must cancel your registration separately. Please note that registrars or the Conference Secretariat are the only parties able to cancel delegate registration records.
Q. Will my credit card be charged immediately, or am I just submitting a guarantee?
A. Windhoek hotels require that full payments for reservations be received prior to or on the day of arrival. Your hotel choice will determine when your credit card is charged. Depending on the hotel, your full payment will be required 30 days prior to arrival, 14 days prior to arrival, or on the day of your arrival. Please pay special attention to the full payment policy of where you have requested to stay.
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. The Secretariat will assist you in finding accommodations that require the full payment upon arrival.
Please note: The Conference Secretariat is not responsible for deposits.
Q. Is transportation being provided to and from the airport?
A. The organizers of the HIV/AIDS Implementers' Meeting have appointed HRG Rennies Travel to arrange transportation for the meeting. Please make use of this facility as public transportation and taxis are not readily available from the hotels and the international airport. The airport is a 40-minute drive from downtown Windhoek and the Conference Centre.
The cost of transfer is USD 44.00 per person roundtrip.
Q. Is ground transportation being provided to and from the Conference Centre?
A. The organizers will be providing shuttles from your hotel to the Meeting site as of June 9th. More information on the shuttle schedule will be posted at a later date.
Q. Can I pay for my hotel room in cash?
A. Most hotels in Windhoek require full payment for reservations prior to arrival. If you are unable to secure housing via the website because of your inability to pay in advance, please contact the Conference Secretariat at hivimplementers@courtesyassoc.com or +1 202-973-8681. The Secretariat will assist you in finding a hotel that will accept full payment upon your arrival. The Conference Secretariat cannot secure hotel rooms on a delegate’s behalf.
Travel
Q. Is transportation being provided to and from the airport?
A. The organizers of the HIV/AIDS Implementers' Meeting have appointed HRG Rennies Travel to arrange all the transportation for the meeting. Please make use of this facility as public transportation and taxis are not readily available from the hotels and the international airport. The airport is a 40-minute drive from the center of Windhoek and the Conference Centre.
When making your reservation for transportation, please have your full name, passport number, full flight details, arrival and departure dates and hotel details available.
The cost of transfer is USD 44.00 per person roundtrip.
Q. Will there be transportation to the Conference Centre?
A. The organizers will be providing shuttles from your hotel to the Meeting site as of June 9th.More information on the shuttle schedule will be posted at a later date.
Q. Why do I need to book my flight early?
Flights into Windhoek are extremely limited. It is imperative that you book your travel early as space can be limited. We have been working with South African Airways and Air Namibia to increase access into the country and to offer special conference rates to attendees. Please visit the Travel section on the main page.
Q. Is there a specific flight code to use?
A. Yes, Air Namibia and South African Airways have offered us a reduced Meeting rate. Visit the Travel section on the main page for details. Link
Q. What is the best way to book my flight?
A. The best way to book your flight is to contact your in-country airline office. You can find a list of in-country offices here. If you do not find your in-country office, please refer to the general airline number at the top of each airline page. Provide them with the HIV/AIDS Implementers' Meeting flight code to expedite the process. If you would like to go to an in-country approved travel agent, speak to your Registrar for more assistance.
Q. What South African cities fly into Windhoek?
A. Most connecting flights in South Africa will be through Johannesburg or Cape Town. These two cities have regularly scheduled flights into Windhoek. Flights into Windhoek are limited per day, so book your ticket early.