Hotel reservation FAQs

The official ARVO housing bureau is Orchid Events, which uses the services and booking website of Lanyon Passkey. ARVO 2024 attendees will need to book hotel reservations through this site to receive ARVO rates. You will not be contacted directly by Orchid Events unless there is a question about your existing reservation.

The official International Group Housing bureau is ARVO IGD. ARVO 2024 international attendees requiring group services may book hotel reservations through ARVO IGD to receive ARVO rates.

• Why book my hotel room within the ARVO block?
  You are highly encouraged to book within the ARVO hotel block to secure the best hotel rate and protect yourself from challenges that might affect your reservation.
  
  ARVO sets aside room blocks in hotels to guarantee that attendees will have a room available during the Annual Meeting. Room blocks also guarantee to the host city that hotel rooms will be booked. When the minimum number of contracted rooms goes unsold, the Association may pay penalty fees to the hotel. Additionally, booking fewer rooms gives ARVO less bargaining power for future years and increases the cost for the rental of future convention centers. Please book within the ARVO block to keep overall costs for attendees as low as possible.
  
  Online discount sites may charge your credit card for your entire stay when you make your reservation. When you reserve your room through Orchid Events, the credit card will be used to hold your reservation for guarantee only. Your card is not charged until a deposit is needed immediately before the Meeting.

• How do I make a hotel reservation?
  Attendees are responsible for making their own hotel reservations by booking through this website. Reservations must be made online through this site to receive ARVO rates.
  
  Do not contact the hotels directly. An acknowledgment of your reservation request will be sent by the Passkey system within an hour after submitting your completed reservation online. Keep a copy of the acknowledgment for your records. If you do not receive an acknowledgment email, please check your junk/spam folder and contact Orchid Events if it is not received within 24 hours.
  
  You must supply a valid credit card number to guarantee a reservation. A first and last night's deposit may be required by the hotel to hold your reservation.
  
  Important note: Please make sure that all persons sharing a room are listed on the reservation. Provide individual names to avoid duplication. This allows ARVO to track where attendees are staying and makes it more likely that you will receive special requests that are based on the number of room occupants.

• I received an acknowledgment from Orchid Events. Will I hear from the hotel directly?
  You will not receive an additional reservation confirmation from your hotel. The housing acknowledgment serves as confirmation of your reservation. The hotel will not have a record of your reservation until a few days prior to the beginning of the meeting. If you have questions about your reservation or need to make a change, you may access your reservation online.
  
  If you do not receive an acknowledgment email, please check your junk/spam folder and contact Orchid Events if it is not received within 24 hours.

• How do I change my hotel reservation?  
  To make a change to an existing reservation, access your reservation online by clicking on "Manage Existing Reservation" in the top left-hand corner of the website. Please reference your acknowledgement number. An early departure penalty may be charged at your hotel's discretion. Keep in mind that many hotels have a minimum stay requirement.

• How do I cancel my reservation?  
  You may cancel your reservation online. Each cancellation will be issued a date and number.
  
  • NOTE: After March 8, cancelled room reservations will incur a cancellation fee. There is no fee for modifying your reservation.
    
    Before canceling your reservation, be sure to check your hotel's cancellation policy and minimum-night stay requirements. Cancellation policies vary by hotel.  

• What if I don't know the dates of my stay yet?
  Many hotels in the ARVO room block sell out quickly. You should make your reservation as soon as you know that you are planning to attend the meeting. The online system allows you to easily make changes to your reservation.

• Should I wait until I receive notification that my abstract has been accepted to make my hotel reservation?
  Many hotels in the ARVO room block sell out quickly. You should make your reservation as soon as you know that you are planning to attend the meeting. The online system allows you to easily make changes to your reservation.

• My preferred hotel is sold out; what should I do?
  Many hotels in the ARVO room block sell out quickly. In order to secure the best rate possible on your meeting accommodation, you should choose another hotel from the list.

• How can I book a suite at one of the hotels in the official ARVO block?
  Contact Orchid.Events for suite rates and availability. All suite requests must be approved by ARVO.
  
  

• How do I report fradulent housing companies?
  If contacted by someone asking if you need a room at ARVO or representing themselves as the "ARVO Housing Bureau," please:
  
  1. Get as much information as you can, such as the name of the company, the name of the person calling, company address, email address and their telephone number. The more information you are able to collect, the better for us to stop them from contacting others. If possible, please request information such as hotel availability and rates or have them send this information to you via email.
  2. Contact arvomeetings@arvo.org, with all the details you are able to provide.

• Where is the Seattle Convention Center located?
  705 Pike Street Seattle, WA 98101-2310.