The C.A.R. Business Meeting registration process for 2014 is expected to open on October 29, 2013, and the deadline for requesting a hotel guest room through C.A.R. for the Winter Business Meetings is expected to be November 21, 2013. Registration will remain open until approximately January 10, 2014, and will then be closed until it reopens for the Spring 2014 Business Meetings. These dates are subject to change.
To view the Tentative Program of Events for the Business Meetings, please Click Here.
To view information about hotel guest room rates and fees, please Click Here.
1. All Members, Association Executives, and non-members may register online for the C.A.R. Business Meetings. Association Executives are encouraged to register all Directors and Committee Members online.
2. Please note the following procedures which have been implemented:
2.a. Your credit card may be charged a deposit for the estimated amount of one night (room and tax) at the hotel to which you are assigned. This deposit will be charged at the time a reservation is confirmed, and is non-refundable. A reservation is considered confirmed once your request has been sent by C.A.R. to the party handling hotel reservations, and C.A.R. has received notification that the reservation is confirmed. Written confirmations are also sent from the hotel by email to the Association Executive or to the individual guest who has registered and requested a guest room, and the status of each registration record is updated on the C.A.R. Web site for you to view at your convenience.
2.b. A registration fee of $25 will be assessed for each individual registration which is submitted, at the time a hotel reservation is confirmed. This fee may be used to cover the cost of a third party service which will process hotel requests, manage the inventory of guest rooms for which C.A.R. has contracted, and handle any changes to confirmed reservations. In addition, a portion of this fee will be used to mitigate the financial risk to C.A.R. in guaranteeing that a certain number of hotel guest rooms will be occupied during each meeting. This registration fee is non-refundable. Registrants who are not assigned a hotel room, or who do not request a hotel room, will not be charged a registration fee.
3. Association Executives have an opportunity to register and request a hotel room for their C.A.R. Directors and Committee Members for all three C.A.R. Business Meetings beginning in the Fall of the preceding year. Members and non-members have the opportunity to register for the Winter meetings beginning in October, for the Spring meetings beginning in February, and for the Fall meetings beginning in June. Registrants may continue to check the online system to view the status of their hotel requests until the event.
4. C.A.R. Directors and Committee Members should contact their local Association Executive to confirm that the AE has registered them for all three meetings. Directors and Committee Members who do not wish to be registered by their Association Executive are responsible for notifying their local Association in advance, and for registering themselves.
5.a. A limited number of guest rooms are being held at local hotels at a group rate for the nights before, during and after the Business Meetings. Requests for hotel accommodations may be made online prior to the deadline, and will be processed after that date. Due to overwhelming demand, C.A.R. cannot guarantee that a hotel guest room will be available from the block of rooms being held at this time at each location. A waiting list may be maintained, and those who cannot be accommodated may choose to remain on the waiting list, make their own arrangements, or both. Alternative hotels nearby may have guest rooms available, and a list will be posted on the C.A.R. Web site.
5.b. You are not required to go through C.A.R. to make hotel arrangements. If you want to make your own arrangements, you may do so, but please do not make your own arrangements and ask C.A.R. to book a room as well. This only puts C.A.R. at greater risk for the payment of penalties for rooms which are cancelled at the last minute, and makes it more difficult to contract for an accurate number of guest rooms for our whole group at future meetings. Associations or individuals who engage in the practice of double booking guest rooms or cancelling confirmed guest rooms obtained through the C.A.R. process at the last minute will be subject to possible adverse consequences, including having their requests for guest rooms held back for the next set of meetings.