EXHIBITOR HOTEL RESERVATION INFORMATION Where all of ophthalmology meets www.aao.org/2014

Where all of ophthalmology meets
EXHIBITOR HOTEL
RESERVATION INFORMATION
AAO 2014 & Subspecialty Day
October 17–21
McCormick Place • Chicago, IL
www.aao.org/2014
The American Academy of Ophthalmology is accredited by the Accreditation Council for
Continuing Medical Education to provide continuing medical education for physicians.
#aao2014
Exhibitor Hotel
Reservation Information
Important Dates
Exhibitor Hotel Reservation Applications due for
companies who were notified by the Academy that they
Wednesday, May 14 have large room blocks and were sent the application.
Hotel assignments will be distributed to those who book
Friday, May 30 large room blocks.
Wednesday, June 4 Hotel reservations opens online.
Wednesday, Sept. 3 Deadline to submit rooming list to Expovision.
Hotel reservation cut-off date. Expovision requests all
changes and cancellations by this date. After this date,
deposits may be nonrefundable and published convention
Wednesday, Sept. 17 rates may not be available.
Friday, Oct. 17, and Saturday, Oct. 18 2014 Subspecialty Day
Saturday, Oct. 18, through Tuesday, Oct. 21 AAO 2014
General Information
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portion of the contracted hotel rooms in each hotel are for exhibitor assignment.
A
For hotel reservations during pre- and post-meeting activities, Subspecialty Day, and AAO 2014, between
Monday, Oct. 13 through Thursday, Oct. 23, exhibitors must secure rooms at official hotels through the
Academy’s hotel reservation provider, Expovision. If the exhibiting company fails to do this, the company
will be penalized priority points.
If exhibiting companies’ book through another hotel reservation company soliciting their business, rooms
may not actually be secured when representatives arrive to check-in.
Hotel reservations are for company employees only and are not for use by physicians or health care
professionals.
Cancellation of exhibit space will result in the release of your company’s hotel block.
Expovision issues all confirmations. Hotels will not issue confirmations.
Exhibitors who book their entire room block through Expovision and utilize 95 percent or more of their
initial room block will receive two priority points.
Hotel rates include an eight-dollar fee to partially defray shuttle costs.
Expovision will use the ‘official contractor meeting logo’ when contacting exhibiting companies.
Online Hotel Room Selection
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Opens Wednesday, June 4.
Make your own hotel selections based on availability.
Deposits must be submitted by credit card.
Maximum number of rooms booked online is 20 rooms. If you need to book more than 20 rooms,
email [email protected] for an Exhibitor Hotel Reservation Application.
Go to www.aao.org/exhibitorcentral to log in and access the hotel room booking system. Each company
record has a unique username and password issued by the Academy. Email [email protected] if you
do not have this information.
22
Exhibitor Hotel
Reservation Information
Large Room Blocks
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ou will be notified by the Academy if you actualized 20 or more rooms on peak night in 2013.
Y
If notified, you must submit an Exhibitor Hotel Reservation Application to Expovision by Wednesday, May 14.
You will not be able to book your hotel reservations online.
Hotel room assignments will be determined by
°° the date your application is received
°° your company’s accrued priority points
°° room block history
If your hotel choices are not available, you will receive assignments based on your preferences.
Confirmations will be sent by Friday, May 30 with instructions on how to manage your room block online.
To manage your room block online, log in with the username and password found in the confirmation. This
username and password is different than your Academy username and password. If you can’t locate
this information, contact [email protected]
Room Block History
••
••
If you used the Academy’s Hotel Reservation Service to secure blocks of ten or more rooms for the 2012 and/or
2013 Annual Meetings and would like a copy of your room block history, please contact [email protected]
If your total room quantity or the arrival/departure pattern differs significantly from the final pickup indicated
in your history report, Expovision will contact you to discuss your block request.
Hospitality Suite Requests
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ospitality suites will not be available to book online.
H
Requests can be made by completing an Exhibitor Hotel Reservation Application or emailing details to
[email protected]
Expovision will make every attempt to meet exhibitors’ suite needs but may not be able to accommodate
all requests.
An alternative to using suite space for meetings is to secure Hotel Meeting Space online at
www.aao.org/meeting_space.
Rooming Lists
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ccupant names and dates are due by Wednesday, Sept. 3. Failure to do so may result in reservation
O
cancellation.
Hotels are under no obligation to honor reservations made under a false name or the company’s name.
Submit rooming lists online or via email to [email protected]
33
Exhibitor Hotel
Reservation Information
Hotel Deposit
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ll reservations require a deposit of one night’s room and tax (currently 16.4%; subject to change).
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Reservations will not be processed without a paid deposit.
Credit cards
°° Deposits will be charged immediately at the time the reservation is booked.
°° Credit card deposits may not be charged to a different card after the initial charge has been processed.
Checks
°° The actual check must accompany your Exhibitor Hotel Reservation Application. If you send a copy,
your application will not be processed.
°° Calculate your deposit based on your top hotel choices.
°° If you have questions, contact Expovision prior to the opening of hotel reservations.
°° If your check exceeds the deposit(s) required for the actual hotel(s) assigned, Expovision will send
a refund check to you immediately.
All deposits will appear on the hotel room account upon check-in.
Although all reservations are guaranteed for late arrival, arrival dates are firm. Failure to check in on the
scheduled date of arrival will result in loss of the deposit and cancellation of the room for the remainder
of the stay.
Deposits may be nonrefundable after Wednesday, Sept. 17.
Changes and Cancellations
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hanges and cancellations must be made directly with Expovision.
C
Make every attempt to submit your changes and cancellations by Wednesday, Sept. 3.
After Sept. 3, Expovision will continue to work with the hotels to accommodate your hotel reservation changes.
After Sept. 17, published convention rates may not be available, and hotels may not accept changes of
any kind (name, date, deposit information, etc.).
Early Checkout Fee
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epresentatives who leave prior to their scheduled departure dates will be charged early departure
R
fees by the hotel.
Make sure all departure dates are correct prior to traveling
Once your representatives are at the hotel, have them confirm their departure date at check-in.
44
Exhibitor Hotel
Reservation Information
Quick Reference
AAO 2014
Exhibitor Registration
Exhibit Installation
Exhibit Hours
Wednesday, October 15
7:30 AM – 6:00 PM
7:30 AM – 7:00 PM
Thursday, October 16
7:30 AM – 6:00 PM
7:30 AM – 7:00 PM
Friday, October 17
7:00 AM – 6:00 PM
7:30 AM – 10:00 PM
Saturday, October 18
7:00 AM – 5:00 PM
9:00 AM – 5:00 PM
Sunday, October 19
7:00 AM – 5:00 PM
9:00 AM – 5:00 PM
Monday, October 20
7:00 AM – 5:00 PM
9:00 AM – 5:00 PM
Tuesday, October 21
7:00 AM – 1:00 PM
9:00 AM – 1:00 PM
Exhibit Dismantle
1:00 PM – 10:00 PM
Wednesday, October 22
8:00 AM – 5:00 PM
Thursday, October 23
8:00 AM – 12:00 PM
Retina Subspecialty Day
Exhibitor Registration
Exhibit Installation
Thursday, October 16
7:30 AM – 6:00 PM
1:00 PM – 6:00 PM
Friday, October 17
7:00 AM – 6:00 PM
Exhibit Hours
Exhibit Dismantle
9:30 AM – 5:30 PM
NEW HOURS!
5:30 PM – 10:30 PM
Expovision Contact Information
Expovision
3141 Fairview Park Drive, Suite 550
Falls Church, VA 22042
Tel.
866.774.0487 (toll-free from within U.S.)
Tel.
703.770.3908
Fax
703.205.0235
Email [email protected]
Expovision hours are 8:30 a.m. – 5:30 p.m. Eastern time
Academy Meetings & Exhibits Division Contacts
Katherine Dutrow, CMP
Director, Meeting Services
Tel.
415.447.0321
Email [email protected]
Anna Zammataro, CEM, CMP
Director, Exhibitions
Tel.
415.447.0304
Email [email protected]
Meredith Johnson
Meeting Services Specialist
Tel.
415.447.0319
Email [email protected]
La Shon Smith
Exhibitions Specialist
Tel.
415.447.0317
Email [email protected]
Debra Rosencrance, CMP, CAE
Vice President, Meetings & Exhibits
Tel.
415.447.0346
Email [email protected]
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Hotel Map
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October 18 - 21, 2014
McCormick Place, Chicago, IL
W Eugenie St
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CLYBOURN
CORRIDOR
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Clark/
Division
E Elm St
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E Delaware Pl
50 E Chestnut St
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41
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27
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Quincy/
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Union
Station
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GREEKTOWN
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Adams
Jackson
LaSalle
52
Du Sable
Harbor
Library
Millennium Park
The Art Institute
of Chicago
Harrison
S Columbus Dr
43
21
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S Financial Pl
S La Salle St
S Wells St
Monroe
Harbor
5
John G. Shedd
Aquarium
The Field
Museum
S Canal St
S Clinton St
S Jefferson St
Dan Ryan Expy
3
Roosevelt
Roosevelt
W Roosevelt Rd
AY
e Sho
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CermakChinatown
Halsted
W Cermak Rd
S Prairie Ave
S Indiana Ave
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S Michigan Ave
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S State St
W 18th St
Midway
International
Airport
Adler
Planetarium
MUSEUM
CAMPUS
BUSW
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42
Congress Pkwy
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LITTLE
ITALY
Madison
19 49
Monroe 39
Clinton
Eisenhower Expy
15
Randolph
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Kennedy Expy
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Navy Pier
Washington
THE
LOOP
Wells
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State/Lake
Lake
37 45
23
56
S Lake Shor
e Dr
au
ilw
Ogilvie
Transportation
W Washington St Center
Washington/
20
BUSWAY
M
Clark/Lake
W Randolph St
59
E Wacker Dr
29
61
44 60
Clinton
11
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W Erie St
W Lake St
UIC/Halsted
E Delaware Pl
E Chestnut St
47
40
Chicago
W Superior St
17
John Hancock
Observatory
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N Franklin St
Chicago
E Oak Stt
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25 16
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Grand 22 24 4
W Grand Ave
6 32
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W Illinois St
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W Hubbard St
W Kinzie St
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Merchandise
51
Mart
58 26 36 54
W Huron St
N
Grand
E Walton St
53
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W Chicago Ave
O’Hare
International
Airport
E Oak St
NL
N Orleans St
N Halsted St
GOLD
COAST
N Michigan Ave
OLD
TOWN
Sedgwick
North/Clybourn
30
CHINATOWN
Stevenson Expy
NORTHERLY
ISLAND
Burnham
Harbor
1 ACME Hotel Company
15 E. Ohio St.
2 Avenue Crowne Plaza Chicago
160 E. Huron St.
3 Best Western Grant Park
1100 S. Michigan Ave.
4 Chicago Marriott Downtown
Magnificent Mile
540 N. Michigan Ave.
5 Chicago’s Essex Inn
800 S. Michigan Ave.
6 Conrad Chicago
521 N. Rush St.
7 Courtyard Chicago
Magnificent Mile
165 E. Ontario St.
8 Courtyard Chicago River North
30 E. Hubbard St.
9 dana hotel & spa
660 N. State St.
10 Doubletree Hotel
Chicago Magnificent Mile
300 E. Ohio St.
11 Drake Hotel
140 E. Walton Pl.
12 Embassy Suites
Chicago Downtown
600 N. State St.
13 Embassy Suites
Chicago Lakefront
511 N. Columbus Dr.
14 Fairfield Inn & Suites Chicago
Magnificent Mile
216 E. Ontario St.
15 Fairmont Chicago,
Millennium Park
200 N. Columbus Dr.
16 Four Points by Sheraton Chicago
Magnificent Mile
630 N. Rush St.
17 Four Seasons Hotel Chicago
120 E. Delaware Pl.
18 Godfrey Hotel Chicago
127 W. Huron St.
19 Hampton Inn Majestic
22 W. Monroe St.
20 Hard Rock Hotel Chicago
230 N. Michigan Ave.
21 Hilton Chicago
720 S. Michigan Ave.
22 Hilton Garden Inn Chicago
10 E. Grand Ave.
23 Hilton Suites Chicago
Magnificent Mile
198 E. Delaware Pl.
24 Homewood Suites
Chicago Downtown
40 E. Grand Ave.
25 Hotel Cass
– A Holiday Inn Express
640 N. Wabash Ave.
26 Hotel Chicago
333 N. Dearborn St.
27 Hotel Felix Chicago
111 W. Huron St.
28 Hyatt Chicago Magnificent Mile
633 N. St. Clair St.
29 Hyatt Regency Chicago
151 E. Wacker Dr.
30 Hyatt Regency McCormick Place
2233 S. Martin Luther King Dr.
31 Inn of Chicago Magnificent Mile
162 E. Ohio St.
32 InterContinental Chicago
Magnificent Mile
505 N. Michigan Ave.
33 James Chicago
55 E. Ontario St.
34 JW Marriott Chicago
151 W. Adams St.
35 Kinzie Hotel Chicago
20 W. Kinzie St.
36 Langham, Chicago
330 N. Wabash Ave.
37 Millennium Knickerbocker
Hotel Chicago
163 E. Walton Pl.
38 Omni Chicago Hotel
676 N. Michigan Ave.
39 Palmer House Hilton
17 E. Monroe St.
40 Park Hyatt
800 N. Michigan Ave.
41 Peninsula Chicago
108 E. Superior St.
42 Radisson Blu Aqua Chicago Hotel
221 N. Columbus Dr.
43 Renaissance Blackstone
Chicago Hotel
636 S. Michigan Ave.
44 Renaissance Chicago
Downtown Hotel
1 W. Wacker Dr.
45 Residence Inn Chicago
Magnificent Mile
201 E. Walton Pl.
46 Residence Inn Chicago
River North
410 N. Dearborn St.
47 Ritz-Carlton Chicago
(A Four Seasons Hotel)
160 E. Pearson St.
48 Sheraton Chicago Hotel
and Towers
301 E. North Water St.
49 Silversmith Hotel & Suites
10 S. Wabash Ave.
50 Sofitel Chicago Water Tower
20 E. Chestnut St.
51 SpringHill Suites
Chicago River North
410 N. Dearborn St.
52 Swissotel Chicago
323 E. Wacker Dr.
53 Thompson Chicago
21 E. Bellevue Pl.
54 Trump International
Hotel & Tower Chicago
401 N. Wabash Ave.
55 W Chicago City Center
172 W. Adams St.
56 W Chicago Lakeshore
644 N. Lake Shore Dr.
57 Warwick Allerton Hotel
701 N. Michigan Ave.
58 Westin Chicago River North
320 N. Dearborn St.
59 Westin Michigan Avenue Chicago
909 N. Michigan Ave.
60 theWit – A DoubleTree by Hilton
201 N. State St.
61 Wyndham Grand
Chicago Riverfront
71 E. Upper Wacker Dr.
66
6
E 31st St
Museum of
Science and
Industry
Official Academy
Hotels
Map #
1
Hotel
Single/
Double
Rate*
ACME Hotel Company
(formerly Comfort Inn & Suites)
1 Bed
$218
2 Beds
$238
Suites
Starting
at
Comp
Breakfast
Comp
Internet
Rest./
Lounge
Room
Service
Fitness
Facility
NonSmoking
Approx.
Distance
One Way Travel
Time**
$278
l
l
l
l
l
3.5 miles
10-15 min.
l
3.5 miles
12-17 min.
1.5 miles
7-12 min.
3.3 miles
12-17 min.
1.8 miles
7-12 min.
2
Avenue Crowne Plaza Chicago
$239
$339
l
l
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3
Best Western Grant Park
$174
$209
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l
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4
Chicago Marriott Downtown
Magnificent Mile
$280
$454
5
Chicago’s Essex Inn
$194
$294
6
Conrad Chicago
$311
$386
7
Courtyard Chicago
Magnificent Mile
8
9
l
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l
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l
l
l
3.5 miles
12-17 min.
$239
l
l
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3.3 miles
12-17 min.
Courtyard Chicago River North
$248
l
l
l
l
l
3.1 miles
10-15 min.
dana hotel & spa
$264
l
l
l
l
l
3.4 miles
10-15 min.
10
Doubletree Hotel Chicago
Magnificent Mile
$240
l
l
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3.7 miles
12-17 min.
11
Drake Hotel
l
l
l
3.8 miles
17-25 min.
l
l
l
3.4 miles
10-15 min.
l
l
l
3.7 miles
12-17 min.
l
l
l
3.4 miles
12-17 min.
l
l
l
l
2.5 miles
8-12 min.
l
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3.2 miles
12-17 min.
$434
$416
Main Room
$291
Executive Room
$341
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12
Embassy Suites Chicago
Downtown
$283
l
13
Embassy Suites Chicago
Lakefront
$281
l
l
14
Fairfield Inn & Suites Chicago
Magnificent Mile
$224
l
l
15
Fairmont Chicago,
Millennium Park
$295
16
Four Points by Sheraton Chicago
Magnificent Mile
$202
17
Four Seasons Hotel Chicago
$374
$428
l
l
l
l
l
3.6 miles
17-25 min.
18
Godfrey Hotel Chicago
$259
$339
l
l
l
l
l
3.6 miles
17-25 min.
19
Hampton Inn Majestic
l
l
l
2.5 miles
8-12 min.
$400
l
l
Standard Room
$249
Special King Room
$269
20
Hard Rock Hotel Chicago
$272
$372
l
l
l
l
l
2.7 miles
12-17 min.
21
Hilton Chicago
$280
$606
l
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l
l
l
1.9 miles
7-12 min.
22
Hilton Garden Inn Chicago
$249
l
l
l
l
l
3.1 miles
10-15 min.
23
Hilton Suites Chicago
Magnificent Mile
$226
l
l
l
l
3.6 miles
17-25 min.
24
Homewood Suites Chicago
Downtown
$245
l
3.3 miles
12-17 min.
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l
77
7
Official Academy
Hotels
Map #
Hotel
Single/
Double
Rate*
25 Hotel Cass –
A Holiday Inn Express
$217
26 Hotel Chicago
(formerly Hotel Sax)
$232
Suites
Starting
at
Comp
Breakfast
Comp
Internet
l
l
$332
27 Hotel Felix Chicago
l
1 Bed
$229
2 Beds
$269
28 Hyatt Chicago Magnificent Mile
(formerly Wyndham)
$289
$439
29 Hyatt Regency Chicago
$269
$455
30 Hyatt Regency McCormick Place
$298
$559
31 Inn of Chicago Magnificent Mile
$199
32 InterContinental Chicago
Magnificent Mile
$289
33 James Chicago
$269
34 JW Marriott Chicago
$294
l
l
$499
l
$470
l
$255
2 Queen Beds
$275
36 Langham, Chicago
$360
37 Millennium Knickerbocker
Hotel Chicago
$225
$475
$286
Suite – 1 King Corner
$317
39 Palmer House Hilton
$259
40 Park Hyatt
Standard Room
$345
Water Tower King Room
$370
41 Peninsula Chicago
$393
$254
Business Class – 1 King
$306
$270
Club Level
$295
44 Renaissance Chicago
Downtown Hotel
$280
One Way Travel
Time**
l
l
3.3 miles
12-17 min.
l
l
l
3.3 miles
10-15 min.
l
l
l
3.6 miles
17-25 min.
l
l
l
l
3.2 miles
12-17 min.
l
l
l
l
2.6 miles
8-12 min.
l
l
l
l
N/A
walk
l
l
3.1 miles
12-17 min.
l
l
l
l
3.1 miles
12-17 min.
l
l
l
l
3.3 miles
12-17 min.
l
l
l
l
2.6 miles
8-12 min.
l
l
l
3.2 miles
10-15 min.
l
l
l
2.8 miles
12-17 min.
l
l
3.7 miles
17-25 min.
l
3.3 miles
12-17 min.
2.5 miles
8-12 min.
3.4 miles
12-17 min.
3.4 miles
12-17 min.
l
l
l
l
l
l
l
l
$570
l
l
l
l
$524
l
l
l
l
l
l
l
l
l
2.5 miles
8-12 min.
l
l
l
l
1.9 miles
7-12 min.
l
l
l
l
2.9 miles
12-17 min.
43 Renaissance Blackstone
Chicago Hotel
Standard
Approx.
Distance
$505
42 Radisson Blu Aqua
Chicago Hotel
Standard
NonSmoking
l
l
l
Fitness
Facility
l
l
38 Omni Chicago Hotel
uite –
S
1 King Bed/2 Double Beds
Room
Service
l
35 Kinzie Hotel Chicago
1 King Bed
Rest./
Lounge
l
l
88
8
Official Academy
Hotels
Hotel
Single/
Double
Rate*
45
Residence Inn Chicago
Magnificent Mile
$248
46
Residence Inn Chicago
River North
Map #
Suites
Starting
at
Comp
Breakfast
Comp
Internet
l
l
l
l
l
l
Rest./
Lounge
Room
Service
Fitness
Facility
NonSmoking
Approx.
Distance
One Way Travel
Time**
l
l
3.7 miles
17-25 min.
l
l
l
3.1 miles
10-15 min.
l
l
l
l
3.4 miles
17-25 min.
l
l
l
l
3.1 miles
10-15 min.
Studio King
$254
One Bedroom Suite
$264
47
Ritz-Carlton Chicago
(A Four Seasons Hotel)
$374
$428
48
Sheraton Chicago Hotel
& Towers
$285
$379
49
Silversmith Hotel & Suites
$189
$219
l
l
l
l
l
2.5 miles
8-12 min.
50
Sofitel Chicago Water Tower
$259
$350
l
l
l
l
l
3.6 miles
17-25 min.
51
SpringHill Suites Chicago
River North
l
l
l
l
l
3.1 miles
10-15 min.
l
King Suite
$243
Double Suite
$259
52
Swissôtel Chicago
$269
$459
l
l
l
l
l
2.6 miles
8-12 min.
53
Thompson Chicago
$329
$399
l
l
l
l
l
3.9 miles
17-25 min.
54
Trump International Hotel &
Tower Chicago
$354
$675
l
l
l
l
l
2.8 miles
12-17 min.
55
W Chicago City Center
$294
$475
l
l
l
l
l
2.6 miles
8-12 min.
l
56
W Chicago Lakeshore
$294
$475
l
l
l
l
3.5 miles
12-17 min.
57
Warwick Allerton Hotel
$211
$311
l
l
l
l
3.2 miles
10-15 min.
58
Westin Chicago River North
$410
l
l
l
l
2.9 miles
12-17 min.
59
Standard Room
$290
Deluxe Room
$340
Westin Michigan Avenue
Chicago
Standard Room
$289
Deluxe Room
$319
$675
l
l
l
l
l
3.6 miles
17-25 min.
60
theWit – A DoubleTree by Hilton
$279
$379
l
l
l
l
l
2.8 miles
12-17 min.
61
Wyndham Grand Chicago
Riverfront
$252
$352
l
l
l
l
l
2.8 miles
12-17 min.
*Tax is currently 16.4%; subject to change. Hotel room rates include an $8 fee to partially defray shuttle costs.
**One way travel times subject to change due to traffic conditions.
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