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• Exhibitor Schedule (Move-in / Exhibit Hall / Move-out)
• Exhibitor Badge Registration - Coming Soon
• Exhibitor Marketing Toolkit
• Exhibition Industry Resources
• Housing Information & Policy
• Hotel Suite Request Form
• Meeting Space Request Form

Housing Information & Policy

ATTENTION EXHIBITORS: MANDATORY HOUSING POLICY
As you may already know, 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 space requests to show organizers because hotel rooms are not filled proportionately through the housing block. To ensure that our hotel block is full and that we receive the needed exhibit floor space at the convention center for you, ALL EXHIBITORS are required to book their housing through the HIMSS official housing company.

North Hall Move-in Schedule/Map
South Hall Move-in Schedule/Map

Housing will open to exhibitors in this order*:

• Diamond corporate members in exhibitor priority point order:
  Currently Open
  himssdiamond@ambassadors.com
• Platinum corporate members in exhibitor priority point order:
  Now Open
  himssplatinum@ambassadors.com
• Gold corporate members in exhibitor priority point order:
  Monday, June 23
  himssgold@ambassadors.com
• All remaining exhibitors beginning:
  Monday, August 18 (Ambassadors does not call you)
  himss@ambassadors.com

*Dates are subject to change.
We look forward to working with you on all of your hotel needs for HIMSS09. A representative from Ambassadors, HIMSS' official housing company, will contact all corporate members to assist in arranging your housing block. Corporate members will be contacted in exhibitor priority point order starting on the date stated above. If you have not heard from an Ambassadors representative by the Friday of the above week, please contact then at (877) 517-3038. Any exhibitor who does not go through HIMSS' official housing block will not be permitted to exhibit and will forfeit all monies paid.

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 – Wednesday, April 30, 2008
• Platinum Corporate Members – Monday, June 9, 2008
• Gold Corporate Members – Monday, June 23, 2008
• All other exhibitors – Monday, August 18, 2008

3. Make arrangements early and receive extra priority points:

• 10 points for reservations made by Friday, November 14, 2008
• 5 points for reservations made between Saturday, November 15, 2008 and Friday, January 16, 2009
• 5 points for using the Exhibitor Café by February 27, 2009

Click here to manage your company’s room block online, which allows you to change arrival/departure dates, substitution and add or delete people from your room block based on availability.

4. Companies may block the same amount of rooms per night utilized at HIMSS 2008. An increase over your 2008 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, January 23, 2009
  • Platinum Corporate Members – Friday, January 30, 2009
  • Diamond Corporate Members - Friday, February 6, 2009
• 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, February 20, 2009.
• 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, February 6, 2008 – after that date, only credit card deposits will be accepted.

Substitutions/Arrival or Departure Changes
Changes to reservations may be made until Friday, February 27, 2009, without penalty. Any changes made after Friday, February 27, 2009 may be assessed a $15 fee per room reservation.

Change in Hotel
You may transfer hotels until Friday, February 20, 2009 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, February 20, 2009, without penalty. All cancellations made after Friday, February 20, 2009 will be assessed a two night room and tax deposit. No exceptions! All cancellations should be forwarded in writing to Ambassadors.

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.