Hotel Reservation Information

Reservation Deadline: January 5, 2009

Why Use the NCBA/Phoenix Housing Bureau?

Using the NCBA/Phoenix Housing Bureau will save you money and time. NCBA has negotiated special room rates and room blocks in five Phoenix hotels to house convention attendees. These hotels have been selected because they are all suitable hotels and are the closest to the Phoenix Convention Center. NCBA is financially contracted to these hotels for housing all convention attendees. If you book a room outside of NCBA’s official hotels, you put NCBA at risk for paying hotel attrition fees for not filling the contracted room blocks, plus you lose the benefits of staying in one of the official convention hotels. Those exclusive benefits are:

• Special discounted room rates;
• No hassle, easy-to-make hotel reservation process through NCBA/Phoenix Housing Bureau;
• Stay in same hotel with other convention attendees;
• Discounts on dining and shopping; and
• Support your NCBA organization.

Room Blocks

Blocks of ten or more rooms may be reserved initially under one company name. A complete and final list of names must be submitted to the NCBA/Phoenix Housing Bureau on or before November 19, 2008, or the room block will be released (no reminders will be sent). Any company/organization reserving a block of ten or more rooms will also be required to sign an attrition agreement with NCBA. This agreement makes the company financially responsible to NCBA in case of cancellation of these rooms after the January 5, 2009 cut-off date.

Hospitality Suites

All requests for hospitality suites must be approved in advance by NCBA. Please call the NCBA Convention Department (open Monday through Friday, 8:00 am - 5:00 pm Mountain Time) at (303) 694-0305 for suite types and rates.

Housing Assistance

If you have questions, please call the NCBA/Phoenix Housing Bureau at 602-452-6269.

Special Requests

If ADA (Americans with Disabilities Act) special assistance is required, please indicate this on the hotel reservation form or notify the hotel holding your reservation. If you have other special requests (i.e. floor location, or close to elevators) please use the “Special Needs or Other Requests” area on the reservation form or include a note to the housing bureau stating your needs. Special requests cannot be guaranteed; however, hotels will do their best to honor all requests. Hotels will assign specific room types upon check-in, based on availability.

Hotels/Direct

You must use the NCBA/Phoenix Housing Bureau. The hotels cannot process reservation forms, and the special convention room rates are not available through the individual hotels or their web sites. Requests made or sent directly to the hotels will be refused. If you need to make additional hotel reservations, copies of the form are acceptable.

Room Deposit

All hotels require a one-night room and tax deposit to hold your reservation (if a deposit or credit card number is not sent with your reservation, it will not be processed). If you need to send a check for this deposit, include it with your Hotel Reservation Form and make it payable to "NCBA/Phoenix Housing Bureau" for one night's room rate at your preferred hotel plus tax. If you use a credit card to guarantee your room, the credit card will not be processed until after you check-in. Hotel reservations must be received by January 5.

Confirmations

The NCBA/Phoenix Housing Bureau will send an acknowledgement of your reservation by email (immediately, if email address provided), by fax (within 2 hours if fax number given and received Monday-Friday) or by mail (within 10-14 days). Please check it for accuracy. If you do not receive an acknowledgement within 14 days, please contact the NCBA/Phoenix Housing Bureau immediately. You will not receive a confirmation from the hotel until approximately 1 week prior to your scheduled arrival date. The hotels will not receive your reservation from the Housing Bureau until after January 12 and some hotels may take as long as January 15 to enter all reservations into their system. So if you call your assigned hotel directly, they may not have an actual reservation in their system under your name until January 15.

Changes

You may contact the NCBA/Phoenix Housing Bureau by mail at the address below, by telephone at (602) 452-6269 or by fax at (602) 256-5292 to change your reservation until January 12. After January 12, contact your assigned hotel directly to make your change.

NCBA/Phoenix Housing Bureau

One Arizona Center

400 E. Van Buren St., Suite 600

Phoenix, AZ 85004

Cancellations

Your cancellation frees up a room for another attendee, so please cancel your reservation early if you will not be using it! There is no penalty for cancellations received by the NCBA/Phoenix Housing Bureau on or prior to December 22, 2008 unless you held your reservation with a deposit check in which case there will be a $25.00 cancellation fee by the NCBA/Phoenix Housing Bureau. All cancellations received by the NCBA/Phoenix Housing Bureau after December 22 will be assessed this $25.00 cancellation fee regardless of when the reservation was received (NCBA receives no part of this fee).

Cancellations may be mailed or faxed to be received by the NCBA/Phoenix Housing Bureau prior to January 12. Cancellations after January 12 should be sent directly to your assigned hotel, and you will be charged the entire one night’s room and tax deposit by the hotel.

In addition, many hotels charge early departure fees for guests departing earlier than their stated departure date. To avoid this fee, be sure you give your correct departure date when you check in at your confirmed hotel.

After the Cut-Off Date

If you need to make a hotel reservation after January 5, the NCBA/Phoenix Housing Bureau will continue to accept Hotel Reservation Forms through January 12, 4:00 pm Mountain Time. After January 12, NCBA encourages you to call the official convention hotels, as the hotels will honor our special discounted rates and may have rooms available. For a list of hotels and telephone numbers, call NCBA at (303) 694-0305 Monday through Friday between 8:00 am - 5:00 pm Mountain Time, or check our web site at www.BeefUSA.org.

Housing Problems

Please call the NCBA Convention staff at (303) 694-0305 if you have any problems with the housing process. If you encounter any problems once you arrive in Phoenix, see the Convention staff in the NCBA Headquarters Office at the Phoenix Convention Center. We will be happy to assist in the resolution of your problem with one of our official convention hotels.

Special Notes:

• Descriptions were provided by the participating hotels, which are solely responsible for their content and accuracy.
• All room rates are plus applicable room taxes, currently 12.27% (subject to change).
• Convention room rates are in effect for attendees arriving up to 3 days prior (January 21) and remaining up to 3 days after (February 4).
• Additional charges will apply for rooms with 3-4 occupants unless otherwise noted.
• Rooms will be available at the hotel's check-in time. Guests arriving earlier will be asked to check their baggage until sleeping rooms are ready.
• All hotel room rates include a one time $11.00 per reservation processing fee from the Phoenix Housing Bureau.
• NCBA negotiates the best possible rates with the official convention hotels for attendees, and NCBA does not profit from these negotiated hotel room rates.
• Hotel parking fees will vary, please check with your hotel for specifics.