PROCEDURE TO RESERVE A ROOM AT A STUDENT RATE

AND THE

2008 IEEE MSC STUDENT ROOM-SHARING INFORMATION EXCHANGE

A limited number of rooms have been reserved for students presenting at the 2008 IEEE MSC.

Prices do not include taxes.

As the number of rooms at these rates is limited, the following procedures have been instituted to assign these rooms. 

1.   Send an e-mail message to the Student Affairs Chair, John Watkins, at j.watkins@ieee.org.  The e-mail message should contain the following information:

a. Last name

b. First name

c. Gender [Male/Female]

d. Date arriving at the conference hotel

e. Date checking out of the conference hotel

f.  Roommate (if you already have one)

g. Roommate Location Service [Yes/No] (indicate whether or not you would like to participate in the roommate location service)

2.   This information will be used for two purposes. 

a. First, it will be used to generate a rooming list of names that will be provided to the Hilton Palacio del Rio on July 20.  Students on this rooming list will be able to reserve rooms at the student rates listed above provided that they follow the instructions listed below.  As the number of rooms at this rate is limited, priority will be given to students who have roommates.  Requests will also be prioritized by the order in which they are received.

i.     The Hilton will generate reservations for the students on the rooming list.  The Hilton will send out confirmation numbers to the students on the list by e-mail.

ii.     After receiving their confirmation number, students on the rooming list must call the Hilton and provide their credit card number by August 10.  If the student does note provide the hotel a credit card number by August 10, their reservation and confirmation number will be canceled.

b. The list will also be used to help those students, who indicated in their e-mail that they would like to participate, in locating roommates.  Students will be emailed a spreadsheet containing the above information for all students participating in the roommate location service so that they can email each other to make room-sharing arrangements. An updated spreadsheet will be sent out approximately once every two weeks.  When you have found a roommate, please email j.watkins@ieee.org with your name and your roommate’s name.  If you do not wish the above information shared with other students, please do not use this service. This is not a roommate matching service but rather a way for students to make their own roommate matches. No responsibility is assumed for the outcomes of arrangements made using this information exchange.