Group Accommodations

National Hemophilia Foundation’s (NHF) Bleeding Disorders Conference (BDC) will be held on August 17 to 19, 2023 in National Harbor, Maryland (greater DC area). All sessions, exhibit hall, poster presentations, networking and social events, and industry symposia will take place at the Gaylord National Resort and Convention Center.

For all BDC sponsors and exhibitors, we have secured a room block at the Gaylord National with a specially negotiated discounted room rate of $249 per room per night (exclusive of taxes, currently at 18%).

A maximum of eighty (80) rooms will be offered for each sponsor/exhibitor. An additional twenty (20) rooms will be offered to Anniversary and Platinum Sponsors.

Room sub-blocks are allocated on a first-come, first-served basis. It is highly recommended to submit reservations before Monday, March 20, 2023.

For all reservations made through NHF, groups will benefit the following:

• Rate inclusive of $27 daily resort fee, includes the following amenities (subject to change):
  • Hotel-wide wireless internet access
  • Sunrise Yoga
  • Two bottled waters in-room
  • Access to fitness center and indoor pool
  • Transportation on the National Harbor Circulator Bus
  • Complimentary cookie or fruit at Potomac District Café and Market
  • Welcome drink for 2 people
  • Up to 20 B&W photocopies at FedEx
• Priority points for 2023 and 2024 Bleeding Disorders Conference
• Guaranteed accommodations at the Gaylord National (no walking or relocation)
• Assistance from reservations to event closure
• For an additional management fee, option to have NHF manage your attendees’ hotel accommodations through a customized online reservations system (limited slots; additional fees apply). For more details, please refer to Group Housing Management via NHF.

Reservations Instructions and Conditions

Reservation Process

• Fill out the Group Accommodations Request Form, specifying the number of rooms required per day.
• NHF Conference & Travel Services Department will reply to your request within two (2) working days of its receipt. 
• NHF Conference & Travel Services Department will send the Group Sub-Block Agreement within ten (10) business days.
• The signed sub-block agreement should be returned to Johanna Ong, Manager of Conference and Travel Services, at jong@hemophilia.org within ten (10) business days from the contract date.

Room Block Guarantee

• A guarantee of 20% of the total room block will be required upon signature of your group’s sub-block agreement. The NHF credit card authorization form should be filled out, signed, and returned to Johanna Ong together with the signed sub-block agreement. Please ensure that the credit card's expiration date is not earlier than October 2023.
• The guarantee is separate and cannot be applied as payment for the group’s sub-block or individual attendees.
• If the group fulfilled 100% of its final approved sub-block, the 20% guarantee will be refunded 4-8 weeks after the conference.
• In the case of attrition, the 20% guarantee will be used towards the room nights. If attrition is more than the 20% guarantee, NHF will charge additional payment using the credit card information on file.

Attrition

• NHF and the hotel are relying upon use of the group's sub-block commitment. A loss will be incurred by NHF and the hotel if actual usage is less than 100% of the group's sub-block commitment.
• Each group is allowed a one-time 5% reduction (10% reduction for BDC 2023 Anniversary and Platinum Sponsors) of the sub-block without penalty from contract signature up until Monday, June 26, 2023.
• The reduction is calculated based on the total number of rooms per day. Any rooms released over and above the permitted allowance will be required to be paid in full, inclusive of applicable taxes and fees.

Room Sub-Block Commitment

Your group is fully responsible for the final sub-block confirmed by NHF. The deadline to submit final sub-block is Monday, June 26, 2023.

Rooming List Cut Off and Changes

• A template will be provided by NHF and should be used when submitting your group’s rooming list.
• A complete and final rooming list must be sent to Johanna Ong by Monday, July 10, 2022.
• For any changes after the deadline, highlight the revisions in the rooming list and send it to Johanna Ong on the following days:
  • July 17, 2023
  • July 24, 2023
  • July 31, 2023
  • August 7, 2023
• Changes not sent via the rooming list and/or on any other day will not be acknowledged.
• Any changes after August 7 will be sent directly to the hotel’s Housing Coordinator and to NHF c/o Johanna Ong. Further details will be provided by August 8, 2023.

Payment Methods

• One Credit Card Pre-Payment, 30 Days Prior to Event: The hotel will send a link for credit card authorization to the Group Coordinator.
• Direct Bill: The process can take up to 8-10 weeks and the hotel should receive the application by Monday, May 29, 2023. If you decide to direct bill, we will send the credit application after receipt of the signed sub-block agreement. Note that there is a $5,000 minimum required for direct bill and is subject for approval by the hotel.
• Billed Individually: Each attendee will provide full payment upon arrival at the hotel.

Housing Cancellation Policy

• For cancellations in writing received by NHF on or before Friday, March 24, 2023, the group shall be liable for 50% of the total sub-block/suite costs.
• For cancellations in writing received by NHF from March 25, 2023 to June 16, 2023, the group shall be liable for 75% of total sub-block/suite costs.
• For cancellations in writing received by NHF after Friday, June 16, 2023, the group shall be liable for 100% of the total sub-block/suite costs.
• Requests for sub-block/suite cancellations or reductions would need to be submitted via e-mail to Johanna Ong.

Unauthorized Housing Warning