Accommodations Policies

Payments, Cancellations/Confirmations, Special Needs

Payment

A valid deposit for one night’s room and tax is required to confirm a reservation. Payment will be charged by your hotel, not Orchid Event Solutions.

  • Guarantee hotel reservations by credit card (American Express, MasterCard, or VISA), check, or money order.
  • Don’t combine hotel fees with any other payment (e.g., registration, membership dues).
  • Reservations received without payment won’t be processed.
  • For checks or money orders:
    - Make payable in US dollars to Orchid Event Solutions.
    - Include a completed ACS Housing Form.

Hotels may elect to charge a deposit of one night’s room and tax to your credit card prior to your arrival. Make all payment arrangements directly with your hotel. All rooms are subject to 15.8% room and occupancy tax (subject to change).

Reservations, Changes & Cancellation Policy.

Hotel reservations can be guaranteed by credit card (American Express, Discover, MasterCard, or VISA), check, or money order. Make checks payable in U.S. dollars to Orchid Event Solutions and include a completed ACS Housing Form with each mailed payment. Housing fees should not be combined with any other payment (such as registration or membership dues). Reservations received without payment will not be processed.

Although a valid credit card or check deposit for one night’s room and tax is required to confirm a reservation, a payment will not be charged by Orchid Event Solutions. The credit card information or check deposit will be forwarded with your reservation to your hotel on August 13 after 5 PM MST. Hotels may elect to charge a deposit of one night’s room and tax to your credit card prior to your arrival. You will need to handle all payment arrangements directly with your assigned hotel. All hotel rooms are subject to 17% room tax (subject to change).

Reservation changes and cancellations can be made without penalty until August 13. Hotels do not have individual reservations or credit card guarantees yet. After August 13, you may continue to make changes and cancellations through Orchid Event Solutions until August 29; however, canceled reservations may incur a $25 fee that will be charged by Orchid Event Solutions. A one night’s room and tax charge will be charged by the hotel for reservations that are not canceled 72 hours prior to arrival. Penalties for early departures may be enforced and vary by hotel, so call your hotel for details.

Confirmations

For reservations through Orchid Event Solutions:
Confirmation will come from Orchid Event Solutions. (You won’t receive a separate confirmation from your hotel.) Review your confirmation for accuracy. We strongly recommend that you bring your confirmation with you to the meeting.

Lost confirmations

If you lose/don’t receive your confirmation, get a copy online or contact the Orchid Event Solutions.

Rate Discounts

Reservations must be made through Orchid Event Solutions to receive discounted rates.

Accommodations for Guests with Disabilities

Guests requiring special hotel accommodations because of a disability should indicate special requirements when making their reservation. Reconfirm any special room arrangements directly with the hotel.

ACS Shuttle Services

Complimentary shuttle service will be provided between the Indianapolis Convention Center and various hotels not within walking distance of the center.

Join ACS today and Save up to $335 on Your Indy National Meeting Registration!

International Registrants

Learn about the U.S. Visa Process

Follow Us!