This information pertains to AACRAO's Program Committee, Program or conference Directors, Chairs of Volunteers, the Board of Directors and 2018-2019 committee chairs (or in select cases, vice chairs). If you are a State or Regional Officer participating in this meeting, please click here for your information.

Please Register by November 6, 2017 by clicking here.

Meeting Schedule:
  • Begins Friday, December 1 at 12:00 pm with a hot lunch for everyone. 
    • The meeting begins earlier for Program Directors, Program Committee Members, Board members, and Chairs of Volunteers.
  • Ends Saturday, December 2 at 6:00 PM
    • While the meeting is ending earlier than in the past, we highly encourage you to stay until Sunday, December 3, schedule permitting. 
Meeting Location: 
The Hilton Old Town Alexandria
1767 King Street
Alexandria, VA 22314

Hotel Accommodations:
  • AACRAO will make your hotel reservation according to the dates you select when you register. You are expected to share rooms. You may request a roommate or AACRAO can provide you with one. You will be notified of your roommate prior to the meeting. Assuming you are willing to share a room, there will be no cost to you for attending the meeting. 
  • If you prefer to have your own room, you will need to pay half the cost of the room for the weekend (see below for details). Please indicate this on your registration. If you choose to arrive before or stay after the meeting, you may be able to pay AACRAO’s conference rate at the hotel. Please notify us if you would like to take advantage of this.
    • If you request a single room, please note that the guaranteed room rate for this meeting is $155+tax per night. Hotel billing does not permit 'split' room bills, so you would pay one night and AACRAO would pay the other. 
    • If you have a 3 night stay for travel or AACRAO-related business needs (e.g. west coast travelers, Program Directors, Annual Meeting Program Committee members, etc.) and you request a single room, you will receive a bill for two of the three nights. When completing your AACRAO reimbursement form, be sure to request reimbursement for one-quarter (25%) of the bill presented to you for room and tax. Ex. [$155x3]/2 = $232.50 = [($155x2)/4]+$155)
  • You will need to make your own travel arrangements. You may either book and pay entirely on your own and then be reimbursed by AACRAO with the form at the bottom of this page, or you can choose to book with AACRAO's travel agent, ATC, in which case AACRAO will be directly charged. If you are planning to book your travel with ATC, you will need to enter both a budget and authorization code.  Once you have those, please follow these instructions for booking your travel:
    • If you did not attend last year's leadership meeting, you will receive an email with instructions and log in information from Deem@work ( which you may use to book your travel. You should receive this email no later than one week after you have registered. 
    • If you attended this meeting last year, you already have a profile with ATC, whether you used it or not, and can reuse that profile.
    • To retrieve your log-in information, visit AACRAO's Travel Agent's Website (, and click the "Forgot Your Username or Password" button. Then enter the email address on file with AACRAO in the username field and you should be sent a new password.
    • When prompted, please use the 6605 as the Budget Code.
    • When prompted, please use 13152 as the Authorization Code
    • In the event that you do not receive notification from the rearden commerce notifier, check your spam filter. If it is not there, contact to get set-up.
Meals and Reimbursement
  • Please review (pdf warning) AACRAO's Travel Policy before you travel to familiarize yourself with AACRAO's meal reimbursement guidelines.
  • You will need to use AACRAO's Reimbursement Request Form to request reimbursement for your trip. Please review both documents carefully before you begin your travel.
  • Dress casually in layers. Bring comfortable walking shoes for the tour/activity on Friday evening.
Contact Information: 
  • If you have any questions please don't hesitate to contact Michael Sisson at 202-355-1069 or by email at