State Issues 2017 FAQ

HOTEL / TRAVEL

Where will the conferences be held?

The conference will take place at the JW Marriott Washington DC at 1331 Pennsylvania Ave, NW, Washington, DC 20004.

Valet parking is available. The closest Metro station is Metro Center, accessible by the Orange, Silver, Blue, and Red Lines. This hotel does not provide shuttle service.

Are there discounted room rates and at what hotel(s)?

AHIP has secured a block of discounted hotel rooms at the JW Marriott Washington DC that are available to conference attendees. Please visit the travel information page to learn about rates, reservation cutoff dates, instructions for making your reservation, and other important information.

NOTE: Please be aware that AHIP does NOT work with any outside companies to provide housing details for our events. AHIP never requests credit card numbers or housing reservations over the phone. AHIP has not endorsed any private companies other than the hotels where our events are being held to act on our behalf. AHIP cannot be held responsible for any hotel reservations made through any other company.

Where can I find travel information?

The Washington, D.C. convention and visitor bureau website provides helpful information about transportation to and from the area. In addition, the conference hotel will provide additional details once you arrive.

There are three airports in the Washington, D.C. area:

  • Ronald Reagan Washington National Airport – 4 miles from JW Marriott
  • Washington Dulles International Airport – 28 miles from JW Marriott
  • Baltimore-Washington International Airport – 36 miles from JW Marriott

When should I plan to arrive/leave?

Please review the conference’s agenda for session start and end times. We suggest you arrive the afternoon or evening before sessions begin to attend the full program. We also strongly encourage you to pick up your badge early so you can avoid the lines and not miss a single session. When planning your travel, note that the closing sessions for AHIP conferences are usually the most powerful, so you don’t want to skip out early to catch a flight.

REGISTRATION

What is included in my conference registration(s)?

Registration includes access to sessions and networking activities for the State Issues Retreat. Please note that registrations do not include transportation to/from the conference, hotel accommodations, or meals/refreshments not listed in the conference agenda.

May I still register if I’m not an AHIP member?

Attendance is limited to AHIP health plan members, AHIP retained counsels and state trade association executives only.

How may I get a payment receipt for the conference?

Following your online registration, you will receive an email with registration and payment details. If you’ve already registered and need a copy of your receipt, simply contact us at registrations@ahip.org.

How do I modify or update my registration? How do I add additional conferences to my existing registration?

Simply log in to the “Modify Registration” page using your email address and confirmation number and update any necessary information. If you forget your confirmation number, please reach out to us at registrations@ahip.org.

What if I’m unable to attend unexpectedly?

Several options are available to you. Please visit the registration policies webpage for details about substitutions and cancellations. If you have a question about your registration, please reach out to us at registrations@ahip.org.

AT THE CONFERENCE

When and where may I pick up my badge and conference materials?

You may pick up your badge and any available conference materials at the AHIP Registration and Information Desk (different from the hotel’s registration desk). Approximately one week before your conferences(s), you will receive an email letting you know the exact location of the AHIP Registration and Information Desk, along with the specific days and times the desk will be open for you. We encourage you to pick up your badge early to avoid lines on the first day of the event.

NOTES:

  • Badges are required to attend all events. Badges will be checked at the door to each session.
  • If you lose your badge, you may obtain a replacement badge at the Registration and Information Desk.
  • AHIP requires that all event attendees show a valid government issued photo ID to pick up their badges.

Will a conference agenda be handed out at the conference?

We encourage you to print an agenda from the website prior to attending the conference. On the conference website/agenda page, you will see an option to view/print a pdf in the top right portion of your screen.

Are meals/refreshments served?

Please refer to the conference agenda to see what meals and refreshments are included with your registration.

NOTE: Special meal requests (vegetarian, vegan, life-threatening allergy) may be made during the registration process. If you need to update your request, you may do so via the “Modify Registration” page.

Is WI-FI available?

Yes, WI-FI is available during the conferences. Please refer to the email you receive approximately one week in advance of your event(s) for log in information. WI-FI log in information will also be posted throughout the event.

Will I receive copies of the presentation materials?

Presentations for the conference(s) for which you’ve registered will be made available afterwards via an emailed link. Please note that some speakers choose not to make their presentations available, or to modify them slightly.

Are attendee lists available to anyone registered for the conference?

Attendee lists are not made public for any AHIP conferences. Limited attendee information is available only as a part of sponsorship packages.

Is there a dress code?

The dress code is business casual.

What kind of accessibility arrangements are available?

Conference locations are wheelchair-accessible. Please contact us at registrations@ahip.org with any requests.