Housing Policies
AESC 2024 Annual Meeting

Kilkea Castle - Ireland

 
The AESC is buying out the entire property at Kilkea Castle for the 2024 annual meeting.  Please make note of the following procedures and policies approved by the Club's executive committee.  Thank you for your cooperation and understanding!

Reservation Procedures

The AESC administrative office will be handling all reservations and housing assignments for the 2024 annual meeting at Kilkea Castle. Each member planning to attend will submit a housing request form which includes the key information needed to complete a reservation. The Club office will make every effort to match your preferences and needs, including any special circumstances, to the accommodations available at the castle.

Reservations made directly with Kilkea Castle will not be accepted.

Please use the "fillable" housing request form which is available in PDF format.  The housing deposit can be paid using an online form or a paper (PDF) remittance form. The deadline for submitting housing requests is March 15, 2024. After that, “late” housing forms will be processed only after all of the other requests have been assigned. Room assignments are expected to be distributed by late March or early April 2024.

Deposits and Room Payments

A deposit of $250 must accompany each housing request. Requests for Castle rooms have a $450 deposit which includes your request in the Castle room lottery. The deposit will apply to the total cost of your stay at Kilkea. 50% of this deposit is refundable if you withdraw your housing request by March 15, 2024. Final payment for your complete stay must be made no later than June 14, 2024. This is so the Club can meet our financial obligations to Kilkea Castle.

Room prices are quoted in US dollars based on the current Euro exchange rate. If there is a significant change in the conversion rates, the Club reserves the right to make appropriate adjustments (higher or lower) in room prices.

Length of Stay and Cancellations

Since the AESC is "buying out" all of the space at Kilkea for this conference, rooms will be assigned only for the full length of the meeting (i.e., Sunday, July 28 through Friday, August 2). Members arriving late or departing early will still be billed for all five nights of the meeting.

Cancellation of confirmed reservations will not be accepted unless we are able to reassign that housing space to another member or extended family on the waiting list.

We appreciate your understanding regarding these policies. Since the Club is buying out the entire property, unsold room nights would still need to be paid since other members of the public are not able to book during the dates of our meeting.

Housing Priorities

In order to accommodate the greatest number of Club members, we will give priority first to current AESC members, their immediate families and childcare providers. Extended family members or friends will be accommodated once we are sure all Club member housing requests can be met.  If you have extended family or friends who wish to accompany you at Kilkea Castle during the week of the conference, please include that information in the comment/notes section of the housing request form.

In the event we have more requests for rooms than space available, the following priorities will apply: 1st - Active members (they have attendance requirements); 2nd - Emeritus members; 3rd - Retired Emeritus members; 4th - Inactive Emeritus members; 5th - extended family or friends.

Castle Lottery – Because only eight rooms are available in the Castle itself, requests for those rooms will be assigned by lottery. To enter the lottery, an additional deposit of $200 (for a total of $450) must be made with the housing request. If we are unable to satisfy a Castle room request, we will assign comparable housing starting with Carriage rooms.

If we sell-out all of the rooms, we will establish a "wait list." Should there be any cancellations of confirmed reservations, those rooms will be assigned from the wait list to the extent the accommodations match the need. We are working to identify accommodations nearby in the event we need "overflow" space.

Questions?

Any questions about accommodations or special circumstances should be directed to Kathy Paul by email: [email protected] Please include a cellphone number if you need to contact Kathy.