Details for booking your Conference hotel room.
With registration for the 2019 ICMA Annual Conference reaching record numbers, ICMA’s discounted hotel block is SOLD OUT. We apologize for the inconvenience. You may book a room in Nashville using our third-party vendor, Ares, by clicking here.
THERE ARE A LIMITED NUMBER OF ROOMS STILL AVAILABLE IN OUR HOUSING BLOCK, ON SELECT NIGHTS ONLY. YOU MAY TRY BOOKING A ROOM BELOW BEFORE USING THE ARES SYSTEM.
On the Ares site, you will be able to check availability, current rates, and make a reservation for available hotel rooms in Nashville over the dates of the ICMA conference. Some of the hotels are within our block, however you will not receive ICMA’s discounted rate. Be sure to click on Terms & Conditions to review the cancellation policy for each reservation. Each hotel’s policy is different.
Ares is a third-party vendor. Any changes or cancellations made through this system must be handled through the system. ICMA will not be able to assist you with booking, modifying, or cancelling reservations.
ICMA will be providing ground transportation for conference registrants residing in these hotels.
Download the 2019 Hotel Housing Map
You may reserve a room by telephoning Experient at 800-232-2168 (U.S. toll free); +1-240-439-2991 outside the U.S.
Experient will send reservation acknowledgements via email within 24 hours if booked online or by telephone. If you do not receive your acknowledgement in this time frame, contact Experient. You will not receive a written confirmation from the hotel.
- Reservations must be cancelled at least 72 hours prior to arrival to avoid a penalty of one night’s room and tax.
- Through September 24, send requests for changes and cancellations in writing to Experient via e-mail (ICMA@experient-inc.com) or fax (301-694-5124).
- Beginning October 1, contact hotels directly to make changes and cancellations. Do not contact the hotels directly until October 1.
ICMA’s conference hotel block offers a range of options in terms of proximity, affordability, and style in order to meet a variety of attendee needs and preferences.
All conference hotels are located in downtown Nashville and are within walking distance of the Music City Center, which is the primary location for most conference events. A number of meetings, special events, and the Monday evening state/alumni/affiliate receptions will take place at the Omni Nashville hotel. Consult the final conference program for details and instructions concerning transportation for evening social events.
All hotels are non-smoking and have fitness/exercise rooms. Guest rooms have free Wi-Fi access, coffee makers, hairdryers, and iron/ironing boards.
Travel to Nashville
If you need personal attention in booking your travel, you may contact ICMA’s travel agency, EWA Travel at icmaconference@ewatravel.com and identify the meeting name: ICMA Annual Conference. Please note that EWA does NOT handle hotel reservations for the conference. Contact Experient for any help you require regarding your hotel reservation.
Hospitality Suite
Need to book a hospitality suite? Contact Felicia Littky at flittky@icma.org, (202) 962-3656.
Interested in sharing a room?
Sharing a hotel room at the conference can stretch your budget and make your travel expense more affordable. Visit the ICMA Connect app where you can let us know you’re attending, see others who are attending, and more—anything from seeking a potential hotel roommate to save on housing costs, planning dinner with colleagues, or finding peers who are coping with similar issues to meet with during the conference.
Advantages to booking your room through Experient
ICMA secures room blocks at several hotels to meet a variety of conference attendee tastes and budgets. ICMA’s official housing company, Experient, is solely authorized to coordinate hotel reservations for the conference. By booking a hotel room through Experient, you receive:
- immediate email acknowledgement of your hotel assignment,
- a guaranteed room reservation at an “official” ICMA conference hotel, and
- access to Experient’s customer service representatives for help with your reservation.
When attendees reserve rooms at hotels that are NOT within the official hotel block, ICMA is:
- unable to assist when a reservation cannot be located in a hotel’s system,
- unable to protect reservation when a hotel “oversells” its room inventory, and
- exposed to penalties for not fulfilling contractual room block commitments. By avoiding such penalties, ICMA is able to keep conference costs down.
Note: There are unethical third-party companies that misrepresent themselves by claiming to be an event’s official housing provider and profit by booking registrants outside the official room block. Experient is the only company authorized to coordinate hotel reservations for ICMA.
For answers to conference housing questions, call Experient at 800-232-2168 between 8:00 a.m. and 5:00 p.m. Central Time, Monday through Friday or e-mail questions, cancellations, or changes to your reservation to ICMA@experient-inc.com.
