Travel Arrangements

  • Following your registration, you will receive a confirmation email from Heming Group (this is your copy of your registration form).
  • If you have not received it, the registration was unsuccessful and you must register again.
  • PHRI will cover best available economy class fares for flights in accordance with our Travel Policy.
  • All travel arrangements will be made with Heming Group.
  • Accommodation will be provided for nights of July 24 and 25 at the Homewood Suites Hamilton

The meeting will take place on July 25 and July 26 at Population Health Research Institute (PHRI) at David Braley Cardiac, Vascular & Stroke Research Institute (DBCVSRI) 20 Copeland Avenue, Hamilton, ON   L8L 2X2

Homewood Suites Hamilton

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A contemporary, all-suite hotel in Hamilton, Ontario

Ideally located between Toronto and Niagara Falls, Homewood Suites by Hilton Hamilton, Ontario, Canada, is your perfect accommodation choice for business or leisure in the heart of downtown Hamilton, Ontario. Entertainment and sports venues such as First Ontario Centre (formerly Copps Coliseum), Hamilton Place, Molson Canadian Studio, the Hamilton Convention Centre and Hess Village can be easily reached from our all-suite hotel in Hamilton, ON. Enjoy easy access to educational facilities such as McMaster University and Columbia College, just a short drive away. Our extended-stay hotel in Hamilton, Ontario is just 14 km from John C. Munroe Hamilton International Airport and 60 km from Toronto Pearson International Airport.

Business guests will appreciate our central location within walking distance of many local businesses, corporate and government offices, including Hamilton City Hall and McMaster’s Downtown Health Campus. Our modern hotel in Hamilton, ON offers 10,000 sq. ft. of function space, comprising 15 flexible meeting rooms.

Settle into a spacious studio, one- or two-bedroom suite, offering separate living and sleeping areas, a fully equipped kitchen and complimentary WiFi. Start each morning with a complimentary hot full breakfast seven days a week, and meet friends old and new to enjoy our complimentary evening social served Monday through Thursday.* After a busy day, swim in the indoor pool or energize in the 24-hour fitness center, located on the hotel’s bright and airy mezzanine level.

 

  • All accommodation MUST be booked via the registration page on this website, and not with the hotel directly.

 

Homewood Suites Hamilton

40 Bay Street South
Hamilton, Ontario. Canada  L8P 0B3
TEL: 1 905 667-1200
Transportation will be provided between the Homewood Suites and PHRI.

 


Additional Nights

Any additional nights prior to or after the meeting dates may be requested with Heming Group at the group rate of $ 139.00 including breakfast, plus taxes.  NOTE this group rate is subject to availability. A credit card is required to secure additional nights’ accommodation.


Hotel Check-In Information

Check-in time is 15:00 hrs. Every effort will be made to accommodate guests arriving earlier, however there are no guarantees. Check-out time is 11:00 hrs. A credit card is required by the hotel at check in.


Meals

Meals will commence with Welcome Dinner on Sunday July 24 and end with lunch on Tuesday July 26.  A full breakfast is included daily with your stay at the Homewood Suites.

Incidental expenses, telephone calls, room service, movies etc. will be at your own expense.
For your convenience Wi-Fi is included at the Homewood Suites.

Travel & Ground Transportation

After approval of your registration, you will be contacted directly by a representative from Heming Group to confirm all travel arrangements. Please allow 10 business days for processing.

Your cooperation in booking/registering early is most appreciated. We will endeavor to confirm your preferred airline, flight times etc. However we cannot guarantee that all special requests can be accommodated.

Your travel documents will be issued electronically and you will receive a copy of your electronic airline tickets after confirming your flights with Heming Group. Please print a copy of your electronic ticket for travel. Two (2) weeks prior to the meeting, you will also receive a final travel confirmation notice, including ground transfer and hotel accommodation details.

Arriving by Air

If arriving by air: Flight proposal will be sent to you within 10 business days of registration. Flights are only held for 24 hours; therefore it must be approved by you by email as soon as possible. Upon approval you will be sent a copy of your electronic ticket. Once issued, airline tickets are 100% non-refundable. You will be personally responsible for any changes made after ticketing.

It is also important to check with your carrier regarding new baggage allowances. Baggage allowance differs by airline, country and destination. Several airlines are now charging for checked luggage. You may incur excess charges due to number of pieces, size and weight per bag or per person. Please visit the airline website.

Ground Transportation/ Shuttle

Upon arrival into Toronto International Airport you will be transferred to the hotel. Travel time is between 50 and 60 minutes dependent upon traffic conditions. Detailed instructions will be send to you 7 days prior to arrival.

Driving

If you are driving to the meeting, onsite parking is available and any charges will be reimbursed after the meeting by PHRI. PHRI reimburses .44 cent/km CAD for mileage.


Changes/Cancellation Procedure

Once accommodation and travel arrangements have been booked, any itinerary changes or cancellations will incur charges for which you will be responsible.


Insurance

All delegates should ensure that they have the necessary travel insurance.
Note: Travel insurance is NOT included and you will be responsible for insurance premiums.


Passports & Visas

It is MANDATORY that you have proper documentation for travel to Canada. It is the delegate’s responsibility to check entry visa requirements with their local Canadian Embassy. Please keep your ORIGINAL receipts for your visa expenses as you will receive reimbursement of these expenses

Should you require any documentation to assist your visa application, we are able to provide copies of invitation letters, confirmation of hotel bookings and travel confirmations as appropriate. Please email melissa.mcclelland@phri.ca.

All guests will receive an Expense Reimbursement Form in their welcome packet, with instructions on submitting and processing their meeting expenses. Please follow below guidelines:

  • Keep all original receipts (Receipts should be itemized and not include any alcohol).
  • If claiming airfare, you need to include your boarding pass(s)with the Expense Reimbursement Form. This only applies to flights not arranged by Heming Group.
  • For ground travel using your own personal vehicle, please include a map from Mapquest. Go to mapquest.com indicating your start point and end point that will calculate the mileage traveled. PHRI will reimburse $0.44 CAD per kilometer.
  • Currency conversion will be based on Bank of Canada rates at the date of the meeting.
  • Reimbursements can take approximately 6-8 weeks to process.


For More Information About Travel or Hotel Accommodation

Please contact the Heming Group
E-mail: pat@heminggroup.com
Tel: 1-888-639-4565 (from North America only)
Tel: 1-905-639-8424
Fax: 1-905-639-8759

HOURS: EST 9:00am to 5:00pm
Website: www.heminggroup.com

The Heming Group | 2319 Fairview St., Unit 609, Burlington, ON L7R 2E3 | Tel: 905.639.8424 | Toll-Free 1.888.639.4565 | Fax 905.639-8759 |  meetings@heminggroup.com

Conference Management | Tel: 905.639.2119 | Toll-Free 1 888 639 4565

For General Inquires, difficulties registering,or visa letter requirements:
Please E-mail melissa.mcclelland@phri.ca