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Hotel Reservation & Policy

ATTENTION EXHIBITORS: MANDATORY HOUSING POLICY
Convention centers allocate exhibit space to shows based on the amount of hotel rooms picked up. Convention center management may and often will reject or reduce exhibit hall space requests because hotel rooms are not filled proportionately through the housing block. Therefore, to ensure our hotel block is full and that we receive the exhibit floor space needed for all exhibitors, all exhibitors are required to book housing through Ambassadors.

Ambassador Services Group is the 2008 HIMSS Annual Meeting official housing bureau. We assume no responsiblity if an exhibitor chooses to make housing arrangements outside of Ambassadors.

 

EXHIBITOR BLOCKS: HOUSING POLICY AND PROCEDURE
1. All exhibiting companies must utilize Ambassadors to book hotel rooms. Any exhibitor who does not follow this procedure will not be permitted to exhibit and will forfeit all monies paid to HIMSS. Freight will be denied at show site.

2. Ambassadors will personally contact each company to provide assistance with all housing arrangements. Housing will open on the following dates based on your level of membership:

Diamond Corporate Members - Monday, May 21, 2007
Platinum Corporate Members – Monday, June 11, 2007
Gold Corporate Members – Monday, June 25, 2007
All other exhibitors – Monday, July 30, 2006

3. Make arrangements early and receive extra priority points:

• 10 points for reservations made by Friday, October 12, 2007
• 5 points for reservations made between October 13 and your company’s December deadline date
• 5 points for using the Exhibitor Cafe

4. Companies may block the same amount of rooms per night utilized at HIMSS 2007. An increase over your 2007 actual usage will require an explanation and HIMSS approval. For approval, please contact HIMSS staff. Any companies requiring 5 or more rooms on peak night will receive a separate agreement from HIMSS housing bureau, which includes the following terms and conditions:

All reservations will be held on TBA basis until these dates based on your level of membership:

• Gold Corporate Member/All other exhibiting companies – Friday, December 14, 2007
• Platinum Corporate Members – Friday, December 21, 2007
• Diamond Corporate Members - Friday, December 28, 2007
  • All names must be received on or before your deadline date. If names are not received by this date, all rooms without names will be cancelled. Unused room nights will be released back into inventory. You may cancel rooms without penalty until Friday, January 11, 2008.
  • Room reservations will be based on your choices and room availability. If none of your choices are available, Ambassadors will contact you to discuss other options and you will be put on a waitlist for up to three of your original choices. Please be advised that every effort will be made to fulfill your expressed wishes if it is possible to do so.

DEPOSIT AND CANCELLATION POLICIES
Deposit Payment
A two-night room and tax deposit per room is required to secure your reservations. You have two options for submitting a deposit payment:

1. Reservations may be guaranteed with a major credit card at the time of booking. Guaranteeing the reservation with a credit card will result in the deposit being charged by the hotel to the credit card approximately 2-3 weeks before the conference.
2. At the time of reservation(s), you may send a check or money order for the deposit (made payable to Ambassadors). All checks must be received by Friday, December 28, 2007 – after that date, only credit card deposits will be accepted.

Substitutions/Arrival or Departure Changes
Changes to reservations may be made until Friday, January 11, 2008, without penalty. Any changes made after Friday, January 11, 2008, will be assessed a $15 fee per room reservation.

Change in Hotel
You may transfer hotels until Friday, January 11, 2008 without penalty. After this date, changing from one hotel to another is considered a cancellation at one hotel and a new reservation that are both subject to the deposit policy.

Cancellations
Reservation(s) may be cancelled until Friday, January 11, 2008, without penalty. All cancellations made after Friday, January 11, 2008, will be assessed a two night room and tax deposit. No exceptions! All cancellations should be forwarded in writing to Ambassadors.

Confirmations
Acknowledgements from Ambassadors will be e-mailed to the designated contact within 3 business days from the receipt of the completed housing request. If an e-mail address is not provided, your acknowledgement will be faxed or mailed.

IMPORTANT INFORMATION
Once your reservations have been made, any changes are based on availability. Please note: Failure to arrive at the hotel on the scheduled arrival date will result in the reservation being cancelled and the deposit being forfeited. At that point, hotel accommodations will be on a space-available basis. Based on each hotel’s policy, early departure fees may also be assessed in addition to applicable HIMSS fees.

Contact Information
Ambassadors
877.517.3038
himss@ambassadors.com