The American Society of Neuroradiology
Lora di Padova Hannehill, CMP
Director of Scientific Programs
ltannehill@asnr.org

The American Society of Neuroradiology communicates the following message on the inside cover of their promotional materials. The purpose was to communicate how attrition affects their association and how they need to address it. They got tough with their exhibitors requesting large blocks of rooms. The below statement is from their 2002 program.

American Society of Neuroradiology
New for 2002
Introduction of Exhibitor Housing Reservation Prepayment and Limited Refund Policy

"The ASNR has implemented new housing reservation deposit and cancellation policies for exhibitors and attendees participating in the Annual Meeting due to attrition penalties incurred from the ASNR 2001 Annual Meeting in Boston. As you and your organization may be aware, attrition is a charge imposed by hotels. Attrition penalty clauses are now a standard component of all hotel contacts that make ASNR financially responsible for rooms reserved but not occupied. Prior to the mid-1990’s hotels were not imposing these types of penalties but since then have used attrition clauses to assist with the hotel property’s overall revenue and room block management.

Until this year, the ASNR had never experienced any attrition penalties but it is now faced with this situation due to the cancellations, early departures and no-shows by both attendees and exhibitors at the ASNR 2001 headquarters and overflow hotels. Research from the 2001 Annual Meeting has shown that exhibitors and attendees equally share the responsibility for the significant decrease in rooms actually used from the number of rooms reserved.

The ASNR can no longer bear the financial burden for those attendees and exhibitors who cancel or otherwise do not fulfill their room block commitment and/or housing reservations. The purpose of these new policies is to ensure a continued viable and successful meeting with limited financial risk to the ASNR.

The Prepayment policy for exhibitors 2 ½ months prior to the meeting has been instituted due to past exhibitors not fulfilling their intended room block reservations by either not showing, canceling or early departures from their original arrival/departure reservation dates. These last minute housing cancellations are even more detrimental to the ASNR because the rooms are not available to attendees attempting to secure housing reservations prior to the housing reservation deadline. Exhibitor housing reservations that are canceled days or weeks before the start of the meeting with such short notice does not allow the society or the hotel enough time to resell the rooms to other attendees and/or the general public.

ASNR leadership and staff have dedicated much discussion and review on the attrition issue and the development of these revised policies over the last several months. The ASNR 2002 Annual Meeting will utilize five hotels. Each of the hotel partners has worked very closely with the ASNR to review and finalize these policies and supports ASNR in its decision to apply more effective exhibitor and attendee housing reservation and cancellation policies.

Please review the enclosed housing reservation and cancellation policies in detail which highlight the reservation deadline and associated full and partial refund schedule.

Housing Payment Policy
Advance payment of $250 USD (per person per room night booked) is required for each reservation. Housing reservation Form and the method of payment cannot be changed once the form has been processed; housing requests will not be processed until the advance payment is received.

Refund Schedule
First day of the Convention was May 13-16 2002.
Reservations made by March 1, 2002 – full refund of advance payment if canceled. Reservations made between March 2 and April 1, 2002 – 50% of advance payment refunded if canceled.
Reservation made after April 2 – no refund of advance payment if canceled

Violations and Penalties
Any violations of this housing agreement with the ASNR may result in the loss of Preferred Exhibitor Status which affects the exhibit space rate, space assignment, and housing agreements for the ASNR 40th Annual Meeting. It may also result in cancellation of all rooms being held.