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Annual Meeting 2016: Plan Your Trip

 

Registration

Register by April 22, 2016, to receive the early-bird discounted registration rate. Your full conference registration includes access to the Host Event on Sunday evening, all keynote sessions and educational workshops on Monday, Tuesday, and Wednesday and access to the Exhibit Hall on Monday and Tuesday.  

Full registration includes continental breakfast Monday through Wednesday, the Exhibit Grand Opening & Reception on Monday evening, lunch in the exhibit hall on Tuesday and the Awards Luncheon on Wednesday. 

Hotel

Our headquarters Hotel:

San Antonio Grand Hyatt
600 East Market Street
San Antonio, TX 78205

Room rates are available at the NAEP discounted room rate of $189 single/double plus applicable taxes.
Call 210.224.1234.  Room reservations must be made by April 29th at this hotel.

Online reservations

As of April 8th, room availability at the San Antonio Grand Hyatt is extremely limited. Room nights on May 24th are currently sold out at the hotel. NAEP has secured additional rooms at two additional overflow hotels.

Overflow Hotel #1:

Hyatt Park Place San Antonio Riverwalk

601 S. St. Mary's Street
San Antonio, TX 78205

Click here for online reservations. Enter your dates and be sure to use group code: G-NAEP

Call for reservations: 888.492.8847 and use Group Code: G-NAEP

NAEP has secured a discounted room block at the Hyatt Place just three blocks away from the headquarters hotel. The NAEP discounted room rate is $139 per night plus tax. Room reservations must be made at this hotel by May 7th.

Overflow Hotel #2:

Hyatt Regency San Antonio Riverwalk

123 Losoya St.
San Antonio, TX 78205
Phone: 210.222.1234

Online reservations

NAEP has secured hotel rooms at the Hyatt Regency San Antonio Riverwalk approximately 0.4 miles from the Grand Hyatt (8 minute walk or start each morning with a riverboat ride to the hotel). The discounted NAEP room rate of $189 per night, plus tax is the same rate as the Grand Hyatt.  Room reservations must be made by April 29th at this hotel.

As of April 22nd, rooms at the Hyatt Regency are extremely limited.

Staying in rooms at our conference headquarters hotel helps NAEP offset the costs of meeting space, exhibit hall rental, and many other costs associated with our meetings. These are sizeable costs to the organization that must be covered. Attendees who stay in other non-official NAEP conference hotels do not help offset these expenses. Additionally, low sleeping room usage at our contracted hotel increases NAEP’s exposure to financial penalties. We hope that the $250 built-in savings included in the $750 early-bird and $850 regular member rate ($950 and $1050 respectively for non-members) for attendees who stay in a conference hotel will provide added incentive to attendees to stay at NAEP’s official conference hotel, the Grand Hyatt San Antonio.  
 
If you book a hotel room outside of the Grand Hyatt (with the exceptions noted below), you will be charged an additional $250 fee. Thank you for your understanding and assistance in helping to keep costs reasonable for all attendees.

Exceptions:

  1. The Grand Hyatt San Antonio sells out for the specific room nights you request.
  2. You live within driving distance and do not require a hotel room for the meeting.  

Please be aware for the following known scams:

  • No one should contact you directly to book your rooms or offer you a "special discounted conference rate." If you receive one of these calls, it is a scam. They have been known to say they are calling on behalf of NAEP. In these instances, not only are you not in the conference block but there have been several instances in which the "company" will take your credit card information, give you a fake confirmation number and not secure a reservation for you regardless of charging your credit card.

  • There should be no email or fax messages from any other company with the EXCEPTION of the NAEP staff, HelmsBriscoe, Event Producers (formerly MRA Services) or GES Exhibit Company (outside of the San Antonio Grand Hyatt) with the subject line "Reservations Department has sent you the document 'Hotel Booking Forms' to sign," please ignore this message. This company is not affiliated with NAEP, and it is a scam.

  • If you receive a phone call from someone wanting to speak to the 'tradeshow coordinator or the person who is handling this event from your side' or tries to alert you to a 'decrease in the conference room pricing' or 'very limited availability,' this is a scam tactic. Please ignore it and hang up. This company is not affiliated with NAEP, and it is a scam.

  • If someone contacts you claiming to be from the NAEP Exhibitor Department and is not with GES or Event Producers (formerly MRA Services), HelmsBriscoe or NAEP staff, do not share any information with them. The company is not affiliated with NAEP, and it is a scam.

What Is the Approximate Cost to Attend NAEP 2016?

Airfare (average round trip to/from San Antonio Airport)*
$445
Transportation to/from Airport
$50
NAEP Discounted Hotel Room ($189/night plus taxes for 3 nights) $600
Early-bird NAEP Member Registration
$750
Meals (Most meals included with your registration)
$25
Approximate Total Cost:
 
* = Average airfare was determined by a review on 1/12/16 Southwest Airlines flights from major hub cities across the country. Flights arrive typically on Sunday afternoon, May 22nd, and depart early Wednesday evening, May 24th. Cities surveyed were: Chicago, Seattle, Boston, Baltimore, Phoenix, Los Angeles, San Francisco, Kansas City, St. Louis, Philadelphia, Tampa, Charlotte, New York, and Nashville.

San Antonio Airport

San Antonio International Airport is approximately 8 miles from the hotel. The code for the airport is SAT.

There are many reasonably priced Wednesday evening fights from San Antonio to destinations across the country. Be sure to plan your stay through Wednesday evening to attend the full day of sessions.

Ground Transportation

Taxicabs are available from the airport to the hotel. The approximate cab price from the airport to the hotel is around $30 for the 8 mile trip.

Shuttle service is available from the airport. Reservations are required for the service. Additional information can be found here.

Host Event: Arrive on Sunday!

Our Host Event this year will take place on Sunday evening, May 22nd, at the Lonesome Dove Room at the Convention Center steps away from the Grand Hyatt and right on the famous San Antonio riverwalk.

Enjoy NAEP camaraderie and friendship in a unique setting. Enjoy drinks and heavy hors d’oeuvres as you enjoy the warm, ranch-like panache of the indoor and outdoor location. The spirit of the Old West right on the riverwalk will make for a magical evening.

 

Service Project

We will once again offer a service project at the Annual Meeting. We will announce the details very soon. Stay tuned!

Raffle/Scholarship

The NAEP Scholarship Committee will once again host a prize raffle to benefit NAEP scholarships, including the Nancy Tregoe Scholarship, the Sons & Daughters Scholarships, and the Haas Memorial Scholarship.  Attendees who are interested in donating prizes, such as electronic equipment or gift cards, please contact Star Gaddis. NAEP will pay for your shipping to the national office.

Dress Code

Business casual is recommended. Meeting rooms can be chilly at times and you may want to pack a sweater or jacket.

NAEP National Office, 8840 Stanford Boulevard, Suite 2000, Columbia, MD 21045
Tel: 443.543.5540 • Fax: 443.219.9687

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