The Conference Hotel is:
Hyatt Regency Rochester
125 East Main Street
Rochester, NY 14604
Why Stay at the Conference Hotel?
The conference hotel is the hub of conference activities. It’s a short distance from presentations, it provides opportunities for networking with colleagues, and it makes it easy to return to your room when needed. But there are additional details you should be aware of before you consider booking at another hotel.
CMS makes every effort to keep registration fees at a minimum. One way this is done is to provide the conference hotel with a guarantee that a specific number of sleeping rooms will be occupied by our conference attendees. In exchange for the hotel room occupation, the property will assist CMS in covering its rental costs at the convention center (calculated based on the number of room nights sold). If the conference does not meet the contracted sleeping room commitment, as has happened in the very recent past, CMS will be forced to pay hefty rental fees. Unfilled rooms could cost CMS tens of thousands of dollars, and this places the registration fee under pressure to increase unreasonably in the future.
We know that, for many attendees, finding the lowest possible hotel rate is paramount, and we are aware that people sometimes choose lodging somewhere other than the conference hotel. However, before you book your hotel room for the CMS/ATMI National Conferences, please consider supporting the conference and your organization by staying at the conference hotel. As an incentive, a discounted registration fee is available to those who (1) reserve within the conference room block, (2) include their confirmation number at the time of registration, and (3) subsequently honor the reservation.
For single our double occupancy in a room with a single King or two Queen beds, the discounted conference room rate is $179/night plus applicable state and local taxes. Premium rooms (higher floor, river view, etc.) may be available at a higher rate.
If you are sharing a room with another person, be sure that your name is added to the reservation. Be aware that if your name does not appear on the room reservation, you are not officially considered a guest of that hotel.
If you are interested in locating a roommate for the conference, consider utilizing the conference Roommate Finder.
The deadline to reserve rooms at the conference rate is Thursday, August 26, 2021. Rooms within the reserved conference block will be sold on a first-come, first-served basis. CMS cannot guarantee rooms at the conference rate once the room block has been sold; thus, participants are encouraged to reserve well in advance of the final cutoff.
What Happens if the Hotel Sells out of Rooms Prior to the Reservation Deadline?
If this happens, CMS will try to negotiate with the hotel to add more rooms to its block. When this is not possible, conference organizers will explore the possibility of reserving an additional block of rooms at another hotel. Additional rooms are not guaranteed, however, and ultimately it is each attendee’s responsibility to make room reservations in a timely manner.
How to Reserve
A credit card is required at the time of reservation to hold a room but will not be charged at the time of reservation. You may make your reservation online by clicking here. Booking the conference hotel through this link is the only way that CMS will get credit for your booking.
Hotel Room Cancellation Fee
CMS strongly encourages attendees who book a guest room at the conference hotel, but who subsequently no longer need it (e.g., one finds a roommate or makes alternate lodging arrangements), to cancel their original hotel reservation as soon as such a decision is made. When one holds a room past the hotel reservation deadline, this prevents other attendees from booking the room. It also places CMS in a difficult position, as the organization may be required to pay for the unused room. To discourage this practice, attendees who cancel their guest room reservation(s) at the conference hotel within 30 days of the start of the conference (on or after September 7, 2021), will be assessed a $204.06 cancellation surcharge (the equivalent of one night's stay plus applicable tax) by CMS and will be obligated to pay it in order to pick up registration materials. When two or more persons are associated with a reservation, the cancellation fee will be divided equally amongst them and each will be responsible for their portion. In the event an attendee for whom this policy applies withdraws participation in the event, they will be billed for the fee.
Tax Exemption for NY State Residents
Employees of New York State may be exempt from paying added taxes for hotel stays. In order to claim tax exemption for hotel charges, the proper tax exempt form must either be sent to the hotel in advance or presented at time of check in. If you qualify, please select the most appropriate of the following two forms:
INDIVIDUAL: If a NY State Employee is settling his/her account with personal funds (i.e. personal credit card, cash, personal check...) Form ST 129 must be presented to qualify for Tax Exemption.
ORGANIZATION / INSTITUTION: If payment is made directly through a NY tax-exempt organization or institution, Form ST 119.1 must be presented. Payment by check or credit card (both must have the organization’s/institution's name printed on it) can be sent in advance or presented at time of check-in. Said form does not qualify an individual to be exempt from any taxes incurred through incidental charges (i.e. meals) when those charges are settled with personal funds.
Be Aware of Scams!
Neither the hotel nor CMS have authorized any third-party agents to represent them in booking rooms for attendees. Booking a room using the above link is the only reservation method guaranteed by the hotel to result in an actual reservation. Please be aware that phone and email scams exist which target conference attendees, and scammers may even attempt to impersonate a representative of CMS or the hotel. Please report such fraudulent activity to [email protected] or (406) 721-9616.