Don't be fooled by "housing pirates"
Companies that phone, fax or email attendees and exhibitors claiming to offer good deals on hotel rooms are commonly referred to as "housing pirates" or "housing bandits." They may falsely claim to be affiliated with ARVO. If you provide your credit card information to one of these companies, your card may be charged and you might not have a hotel room when you arrive in Vancouver.
The official ARVO housing bureau is Orchid Events, which uses the services and booking website of Lanyon Passkey. You will not be contacted directly by Orchid Events unless there is a question about your existing reservation.
Official international group housing may be booked through the ARVO International Groups Department.
ARVO International Groups Department
Interested in booking international group housing that includes breakfast and porterage? Learn how
Hotel Rates - Canadian Dollars
Nightly rates are shown in Canadian dollars and the hotels will bill in Canadian dollars. Use the calculator at http://www.xe.com/ucc/ to determine the current exchange rate, which is constantly changing.
Attendees can go to the above site for an easy and up-to-date calculation for the exchange rate and will give the attendees a good idea of what they can expect to pay. Deposits accepted in the form of a valid credit card guarantee only. No checks will be accepted.
Cancellation fees are in U.S. dollars.
Hotel reservation FAQs
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 by March 15, 2019, 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 through June 2019 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, through April 18, 2019.
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 via the link above through April 18, 2019 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. Cancellations made after March 15, 2019 will result in a $100 non-refundable penalty charged by the housing bureau.
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 do I book more than 10 rooms for my group?
Email Orchid.Events with your request. Your group of rooms is considered a sub-block and will need to be approved by ARVO prior to booking.
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.