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ARS 2018 Tours and Convention Registration
To Register: Download the Conference Registraton Form (PDF)
The registration form can be filled out online and emailed to the registrars; or printed, filled out, and mailed or FAXed to the registrars. If you are unable to print the form, a local print shop should be able to help you. Give them the link: http://ars2018.org/To_ARS_2018_Registrar.pdf. The form will also be in the Fall Journal of the ARS. However, that won't be available until around October sometime. Upon registering you will receive an acknowledgement of your reservation and the expected billing in Euros which you can also figure out for yourself from this website. If you run into problems sending electronically, see the trouble shooting sections.
Status Report: October 11, 2017.
Spaces are filling up. There is a maximum on the tours. All registrants have been notified that their registration form was received. If you didn't receive an acknowledgement, you are not registered. After billing starts, payment will be due by November 15th. After November 15th registration is open to everyone. If you have questions contact registrar@ars2018 org . Here is where we stand after week 6 of registration:
Register now if you want Pre-Tour 1, Holland, and haven't registered. Otherwise the price will go up 60 Euros per person. Don't wait!
The minimum has been met for all tours except Pre-Tour 1, Holland. If you are interested in the Holland Pre-Tour, be sure to sign up now and don't wait. If it doesn't reach its minimum, we have 2 choices, either cancel it or raise the price. We elected to not cancel it. If 11 people who want to take the Holland Pre-Tour register now, we will not have to change the price. We only need 11 more registrations to reach the minimum for Holland.
The good news is that all other tours and the convention have reached their minimum and are locked in. Remember, space is limited. Some tours are likely to fill up
All registration will be handled by the North American Registrars.
All registration is being handled by the North American registrars for both North America and Europe and anywhere else in the world. All fees will be charged into Euros. Europeans will have the optoin to pay the ARS Chapters and DRG directly. For North Americans and others, we will have a secure online PayPal billing system that will bill the correct amount in your local currency to your credit card. For those unable to make payments online, we have an alternative where we will come up with an amount in your currency and you can mail a check or money order in your currency to the registrars and it will be converted into Euros and deposited into a convention bank account in Euros.
What is included:
The following is the pricing for the optional tours and Convention. Note: the tours are optional, the Convention is not. If you book adjacent tours, there are no gaps. Rooms are priced per person for double occupancy and single occupancy. Registration is offered on a first come, first served basis. There is the possibility that we may get enough reservations to fill all available space. In that case, you will be notified and the possibility of wait-listing will be considered. To avoid problems, get your reservation in early.
The double pricing is based on double rooms with double occupancy. Pricing is per person
For people desiring single rooms with single occupancy, use the single price.
Payment information depending upon their itinerary will be sent each registrant.
* Those on both the German Pre-Tour 2 and the Danish-Swedish Pre-Tour 3 will receive a 70 € credit per person double and a 140 € credit single for the night of May 13. The Danish-Swedish Pre-Tour 3 starts with an overnight in Bremen on the 13th before leaving for Denmark on the morning of the 14th with a stop at Hachmann's Nursery en route. The duplication of hotel and meals shown in the chart will not actually occur, instead there will be the credit.
† Double means per person double occupancy. Single means per person single occupancy.
†† If choices are not contiguous, you must arrange your own lodging the missing nights. If you would like
One or two forms per room: Basically registration is to first reserve a room and second to pick tours. Hence, each registration form should be for one person or two people sharing a room and the same tours. If the tours are different, they can still share a room but must register separately as "roommates." If two people want to share a room but pay separately, they must fill out two separate registration forms as "roommates."
Couples: Couples and people traveling together may use one form for both travelers. Check "bill for both" and supply "Name1" and "Name2".
Roommates: Roommates have the option of registering separately. Check "bill separately" and be sure to let us know the name of your roommate (Name 2).
Singles: Singles may reserve a single room and pay the higher per person fee. Check "Single Room".
We will assist in finding roommates: If you are willing to share a room, and would like the names of others willing to share, check "list of names of other registrants willing to share".
One Registration Form: The one page registration form suffices for all tours. It may be filled out on your computer and then either sent electronically to the registrar or printed and mailed or FAXed. Copies will be forwarded to the various European Chapters and the DRG.
Do Not Put A Credit Card Number On Your Form! It requests the name on your credit card, but not the number. This is so we can match up the payment with the registration. If you "Send Electronically", the form is actually emailed to the registrars. Never put a credit card number in an email.
Non-ARS-Members and members of other rhododendron or azalea societies are invited to fill out a registration form to be wait-listed for registration after November 15th. Under "Remarks" put wait-list for non-ARS. For "Chapter" put non-ARS.
Required Fields: Some fields are required. For example if you are submitting electronically, an email address is required. However, if you don't have an email address, enter "none" and mail or FAX the form.
Trouble Shooting: See the sections MacUsers and Send Electronically just below. You can always click on firstname.lastname@example.org and attach the pdf after you fill it out and save it.
Mac Users: Apple's programs Preview and Mail don't render Adobe forms correctly. It may look like some fields are still blank. Use Adobe Reader if possible. A work-around in Preview is to Export the file, close the window, and then reopen it. All fields should show up. We will get back to you if some fields are actually blank. If it won't send electronically, click on email@example.com and attach the pdf after you fill it out and save it.
Send Electronically: Fill in all required (underlined) fields and click on "Click Here to Send Electronically". If nothing happens, click on firstname.lastname@example.org and attach the pdf after you fill it out and save it.
Print and Mail or FAX: Fill in all required (underlined) fields and "Click Here to Print and Mail or FAX". This should take you to the print dialogue for your computer. If not, use your computer programs print feature. If you don't have a printer, your local print shop should help you. Give them the link: http://ars2018.org/To_ARS_2018_Registrar.pdf.
Any other problems: Please contact email@example.com or call Steve Henning at 610-987-6184.
Payment: Within approximately 48 hours you should receive a confirmation and instructions on how to make a secure payment. After your registration is confirmed, payment may be made by credit card either online or by phone or by FAX, or by check or money order in €(Euros). A processing fee will be added for payments made by check. Never put a credit card number in an email.
IBAN Discount: Europeans with access to IBAN transfers can save over 5%. Add "IBAN" in the "Remarks" field. IBAN payments must be made to each ARS Chapter and the DRG for the tours you are taking. This avoids the expenses of currency conversion and bank transfers from the US.
Cancellation Policy: Get Travel Insurance! Refunds (less fees) will only be made if a replacement is found. The prices are rock bottom, so there is no money for refunds once your choices are paid for. We will gladly let someone else take your place.
Last Updated: October 17, 2017