By creating a Group Room Block for the 2023 ASTRO Annual Meeting, the authorized representative of the Group, herein referred to as “Group,” hereby agrees to comply with the terms set forth below in the 2023 ASTRO Annual Meeting Group Room Block Policies and Procedures, herein referred to as “Group Housing Rules”. Further, the creation of a Group Room Block constitutes a legal and binding agreement between the Group and ASTRO and enforceable in accordance with its terms.
A designated representative of the Group shall be named as the official housing contact for the Group’s Room Block, hereinafter referred to as “Group Contact,” who is responsible and has the authority for managing the Group's Room Block. Only one Group Contact may be designated by the Group to manage the Group's assigned room block. The Group Contact shall be responsible for managing the Group Room Block online and the only individual authorized and able to enter and edit Group's reservations in the Group Room Block management website. Only one Contact may be designated by the Group to manage the Group’s assigned room block. All communication regarding the Group's Room Block will be sent to the Group Contact.
Group and Group Contact understand that the contact information provided with the creation of a Group Room Block will be shared with other organizations assisting in the production of the 2023 ASTRO Annual Meeting.
Group Room Blocks will be assigned on a first-come, first-served basis, and are based on hotel availability. If a Group Room Block has been secured for past ASTRO Annual Meetings, the Group’s room block history will be reviewed. ASTRO reserves the right to make adjustments to a Group Room Block at any time.
Group must manage their Group Room Block online and are responsible for correctly entering reservation information into the Group Room Block management website. All reservation information for a Group Room Block, including but not limited to guest names, arrival/departure dates, etc., must be entered online by 5:00 p.m. Eastern time, on Friday, August 25, 2023. After August 25, 2023, name changes may be made to existing reservations until 5:00 p.m. Eastern time on Thursday, September 7, 2023. Beginning September 13, 2023, the Group Contact must contact assigned hotel(s) directly to make changes to existing reservations.
Rooms not assigned reservation information by 5:00 p.m. Eastern time on Thursday, September 7, 2023, shall be released back into general inventory for resale. Rooms in a Group Room Block that are released as a result of a Group’s failure to supply reservation information for given room(s) in the Group’s Room Block by 5:00 p.m. Eastern time, on Thursday, September 7, 2023, shall not release the Group from financial responsibility for such rooms.
While Contact may specify room type and other special requests via the Group Room Block management website when making reservations for individuals staying within their Group Room Block, Group understands that hotel(s) will not guarantee these requests. Guest must confirm request(s), if any, at check-in.
Full prepayment of the Group’s total room nights in their assigned Group Room Block is required. Upon receipt of a signed Group Room Block Agreement and approval and acceptance by ASTRO, Group will receive an invoice for the required prepayment. Payment of invoice is required within five (5) business days of the date on the invoice. If full prepayment is not received by this date, a Group’s Room Block will be released. Payments for a Group Room Block are nonrefundable.
Prepayments must be made by credit card or check/money order made payable in U.S. dollars. Payments made by check or money order should be made payable to assigned hotel(s) and sent to the ASTRO Housing Center. Questions regarding room block payments should be directed to the ASTRO Housing Center.
While name changes may be made to a Group Room Block until 5:00 p.m. Eastern time on Thursday, September 7, 2023, no refunds will be issued for shortened length of stays, cancellations or no-shows. Should additional room nights be added to the Group's Room Block through ASTRO, an invoice will be issued for these additional room nights. Payment of invoice for any additional room nights requested is required within five (5) business days of the date on the invoice. If payment is not received by this date, any unpaid room nights in the Group’s Room Block will be released. Should additional room nights be requested directly with assigned hotel(s), payment for those room nights should be made directly with the hotel(s).
As the Group Contact, you acknowledge that you are securing housing for individuals other than yourself. You represent that you are authorized to complete their hotel reservation and agree to the Attendee Hotel Reservation Disclosure below and the Group Housing Rules on behalf of each person you make a reservation for, and that the information you provide is accurate. In advance of reserving hotel accommodations for any of Group’s participants for the 2023 ASTRO Annual Meeting, the Group Contact agrees to inform and provide Group’s participants with the Group Housing Rules and to obtain their written agreement to the terms of this Agreement. Group and Group Contact will be solely liable for any damages that result from any information you provide, including the use of any of Group’s participant’s contact information. The Group Contact and the Group agrees to indemnify and hold harmless ASTRO, its officers, directors, employees, agents and affiliates from all liability, damages, judgments, and costs (including reasonable attorneys’ fees) for any claims brought by or on behalf of any Group participant or other third party arising from your conduct, misconduct or negligence in completing this hotel reservation on another’s behalf. In the event of any change to the Group Housing Rules, the most up-to-date version will be controlling.
By reserving a room at one of ASTRO’s official hotels for the 2023 Annual Meeting, I agree to permit ASTRO and its agents, and my assigned hotel(s) to exchange my personal information for the purpose of facilitating my hotel reservation. I agree to release ASTRO and its agents, ASTRO’s official hotels and their respective officers, directors, employees and agents from any liability relating to the disclosure of my personal information for this purpose.
Hotel room rates do not include applicable taxes, meals or other hotel fees.
Should special assistance be required for any guest(s) in the Group’s Room Block, Group and/or Contact is advised to contact the ASTRO Housing Center at 571-549-4534 or 1-800-541-6058.
A Group Room Block cannot be transferred to any other party.
ASTRO has designated, SPARGO, Inc., as the official housing agent for the 2023 ASTRO Annual Meeting. Should Group or Group Contact be contacted via any person or third-party agency other than SPARGO, Inc., Group or Group Contact should contact the ASTRO Housing Center immediately at 1-800-541-6058 (toll free) or 571-549-4534 (international) between 8:30 a.m. and 5:00 p.m. Eastern time to verify the validity of the communication. ASTRO and SPARGO, Inc., shall not be liable to Group for any reason should Group, erroneously or otherwise, secure housing through a third-party agency who is not the official housing agent for the 2023 ASTRO Annual Meeting.
If Group or Group Contact has questions concerning their Group Room Block, contact the ASTRO Housing Center via email or fax at 703-631-2971 or telephone at 1-800-541-6058 (toll free) or 571-549-4534 (international) between 8:30 a.m. and 5:00 p.m. Eastern time. Group or Contact should not contact ASTRO or hotel(s) directly.
ASTRO Housing Center
11208 Waples Mill Road, Suite 112
Fairfax, VA 22030
Phone: 1-800-541-6058 or 571-549-4534
Fax: 703-631-2971
Email: astrohousing@spargoinc.com
ASTRO reserves the right to amend and/or change a Group Room Block or the Group Housing Rules at any time. Please revisit this page for the most current version of the Group Housing Rules.
Any matters not specifically covered by the Group Housing Rules shall be subject solely to the decision of ASTRO. ASTRO may, at any time, amend or add further policies and procedures to these existing Group Housing Rules, and all amendments and/or additions made shall be binding on all companies requesting a Group Room Block equally along with the foregoing Group Housing Rules.
