Frequently Asked Questions on Convention Housing

The information below will help you prepare and budget for attending NYSSBA’s 100th Annual Convention & Education Expo. Registration opens July 15, 2019.

Q: How do I reserve a room?
A: Before reserving a room, you must be registered for the convention. After your registration is complete, you will receive an email confirmation that will include a link to the housing partner’s website. 2019 room rates range from $139 to $249 per night.

 

Reservations must be made by Tuesday, September 17, 2019. Reservations after this date are based upon availability and at prevailing rate. Note: Rooms may sell out earlier based upon demand.

Q: What is the company name of NYSSBA’s housing partner?
A: NYSSBA is working to confirm a dedicated housing partner. Once identified, NYSSBA will not authorize any other housing bureau, organization or independent broker to make reservations. If you are contacted by a company other than the one chosen by NYSSBA, please do not reserve with them as you may not be afforded the negotiated group rate and cancellation privileges.

 

All reservations must go through the chosen housing partner. Please do not contact the hotel directly as their agents will not be able to assist.

Q: What is required at the time of booking?
A: A per room, non-refundable flat fee equal to $125 paid via MasterCard, Visa, American Express or Discover. This transaction charges the credit card in real time. Purchase orders and/or district checks will not be accepted for a deposit. If a room is cancelled, the hotel keeps the deposit.

Q: How is tax exemption handled?
A: For those paying with district credit cards, tax will be removed with presentation of a signed exemption certificate (NYS Department of Taxation and Finance ST-129). Tax exempt status is not honored on personal credit card payments.

Q: Why should I book in NYSSBA’s hotel block?
A: NYSSBA has secured room blocks at seven Rochester hotels. NYSSBA provides complimentary shuttle service to and from all hotels in the block except for two connected to the convention center.

Q: Can I use my rewards points to reserve a room?
A: To reserve a room, no. However, you will earn points for your stay if you are a rewards member.

Q: Can I be guaranteed my hotel of choice?
A: Each year 2,500 people register for NYSSBA’s Convention. Therefore, it’s not possible to guarantee first choice of hotel.

Q: Why is there a non-refundable deposit at the time of booking?
A: Historically, more rooms were reserved than actually needed. An average of 20% of the rooms were cancelled two weeks prior to the event. This negatively impacts NYSSBA’s ability to negotiate favorable room rates. A deposit guarantees that rooms are booked as needed.