Reservations: Cabins, pricing, passport and airports

This page has information about cabins (shipboard rooms), pricing, passport requirements, and traveling to Miami (airports and "Fly-Aweigh" program).

For information on other topics such as baggage limitations, activities and entertainment, etc. please see Carnival's website. There is a page with "Frequently Asked Questions" which may also be helpful.

The cruise we are taking is a 5-day Eastern Caribbean cruise from Miami FL, sailing on the Carnival Imagination on September 8 2008. Carnival's webpage for this particular cruise has links to pricing and shore excursions.
 
 

Cabins

Cabin status

As of Monday, 21 April 2008 04:28 PM Orlando time, there are 14 cabins left in ILDA's allocation (out of the original 30 which we booked in December 2007). If you want one of these at the $349 per person base rate, we highly recommend that you book your cabin as soon as possible. Cabins on this cruise tend to sell out fast.

Once these cabins are gone, either you will have to book a higher-priced cabin, or you may miss the cruise entirely if the ship is sold out.

Book as early as possible

This is not like a typical ILDA Conference where if the main hotel is sold out, you can get a room across town. By booking early, you'll be assured of having a cabin. And the earlier the better -- you can hopefully find a cabin in the price and quality range you desire.

It is far better to make early reservations, and then if you have to, drop the reservations later (up to July 9). Anytime before July 9, you can get a 100% refund of your deposit. (Please double-check with Carnival for any limitations or changes in their refund policy, of course.)

ILDA-reserved cabins

ILDA has set aside 30 of the lowest-cost cabins ($349 per person base rate) on the Carnival Imagination. These are interior cabins, "Category 4A Interior", with no windows. These are first-come, first-served to anyone attending the ILDA Conference. When you book with Carnival, use ILDA's Group Booking Number.

The rate for the 30 ILDA-reserved cabins is the same or lower than the rate to the general public; the only difference is that these cabins are reserved through July 9 for our attendees. After July 9, ILDA's hold on the reservations end -- you must choose from whatever cabins are availble to the general public.

Non-ILDA reserved cabins

Attendees can move up to better rooms, with windows and balconies, etc. by paying the standard rate for the better room.

When you reserve, give the ILDA Group Booking Number (see above) to the Carnival Group Reservation agent. This does not affect the price -- you pay the same as the general public -- but it does put you on a list of ILDA Conference attendees, so that you are assigned the same meal times, etc. 

Single cabins

All Carnival cabins can sleep two or more people. There are great cost savings if two (or more) people share a cabin, as opposed to a single person taking a cabin.

Therefore, if you are going by yourself, and you might not mind sharing a cabin with another Conference attendee, let us know. With your permission, we will let laserists know via this page and mailing list announcements. Interested people can contact you directly and you can decide if you want to room with them.

• As of Tuesday April 22, 2008, we have no single roomers. Check back from time to time as this may change.
   

Pricing

Standard Carnival pricing applies to all cabins and arrangements. Please note the following costs; there may be others as well. Also, costs are subject to change at Carnival's discretion.

• Basic cabin rate. This is usually quoted "per guest, based on double occupancy". For example, a "$349" cabin really means $698 for the cabin if one person stays in it. If two people stay in the cabin, each pays $349. This rate also includes all food on board; drinks are extra.

• Extra cabin guests. Some cabins can hold three or four people. The third and fourth person in a cabin each would pay an extra fee which is lower than the room rate; this covers food and other personal services. (Typical extra fee: $200 per guest.)

• Government taxes and fees: $82.69 per guest.

• Fuel surcharge: Due to rising fuel costs, there may be a surcharge of $25 per guest.

• OPTIONAL (Recommended): Pre-paid gratuities. This is a one-time charge of $50 per guest to cover dining room waitstaff, room service waitstaff and room steward. You do have to pay, it is just a question of whether you pay in advance when you book, or whether you pay onboard using your shipboard Sail & Sign account.

• OPTIONAL (Recommended for U.S. citizens):  Vacation Protection Plan. This is $59 per adult and $39 per child under 16. It covers you in many cases where your plans might change. This plan is only available to U.S. citizens. Be sure to read the policy coverage details to know exactly what is, and is not, covered.

In addition to the above Carnival fees, ILDA has a separate Conference registration fee. The fee is $149 for Members ($248 for non-Members) and is paid directly to ILDA. Conference registration includes official, non-public Conference events such as the seminars, tabletop tradeshow, and first-night Welcome Cocktail Reception. To pay this fee and find out details, see the ILDA Conference Registration page.

What if plans change

Reservations are 100% refundable up until 60 days before sailing (July 9). If you cancel a reservation after July 9, there are penalties. This is a summary; Carnival's rules and dates are the final arbiter.

• $200 per guest for cancellations between July 9 and August 9

• You pay 50% of the total rate ("Cruise-Only Rate, Air Add-ons, Cruise-Only Transfers and Packages") for cancellations between August 10 and August 31.

• You must pay 100% of the total rate for cancellations between September 1 and the sailing date of September 8. In other words, no refunds after September 1.
   

Passports (travel documents)

Carnival and ILDA highly recommend that all guests, U.S. and overseas, have valid passports from your home country. If you do this, you should not have a problem.

Additional information from Carnival is here.
 

Traveling to Miami

The Carnival Imagination sails from the Port of Miami at 4:00 pm (16:00) on Monday, September 8 2008. You must be on board well before the 4 pm departure time. The ship will leave from either Terminal D or Terminal E.

Driving directions to the Port of Miami are here.

Airports and time of arrival

The two closest airports are Miami International (MIA) which is 8 miles away (25 minutes travel time) and Fort Lauderdale-Hollywood International (FLL) which is 25 miles away (45 minutes travel time).

Carnival recommends the following guidelines:

• Monday, Sept. 8: Flights into the area should arrive before 2:30 pm for MIA, and before 2:00 pm for FLL. Due to aircraft sometimes arriving late, obviously the earlier your arrival on Sept. 8, the better.

• Saturday, Sept. 13: Flights leaving the area should depart after 11:30 am for MIA, and after 12:00 noon for FLL.

Airport/Cruise Transfer Services

Carnival offers transfer service between the Miami airport and the cruise terminal, for USD $14; the return transfer is also $14. Transfers between Fort Lauderdale airport and the cruise terminal are $30; the return transfer is also $30.

To arrange for a transfer, call Carnival's reservations service by September 1. After September 1, you would have to purchase the transfer at the airport from a Carnival airport representative.

You will be met in the baggage area by a Carnival representative. More information on transfers is here.

Carnival "Fly-Aweigh" program

Carnival can make airline arrangements for you through their "Fly-Aweigh" program. This may or may not give you the lowest available price, so you may want to check airfares before contacting Carnival's Fly-Aweigh agents.

Their primary goal is finding suitable flights which will fit well with the cruise's sailing and return schedule. For an additional fee of around $35-$50, Fly-Aweigh agents can make custom bookings such as having you come in early or stay later, finding hotel accomodations, etc. For guests from some cities, they may help book an overnight stay if that is required to make flight and cruise connections.