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Housing Information & 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 onPeak (formerly Ambassadors).          

NEW THIS YEAR:
In 2009 HIMSS experienced large reductions in blocks and the Chicago hotels suffered because we allowed large exhibitors to keep their entire block at only one or two hotels. For exhibiting companies with blocks more than 75 rooms on peak night, the allotment per company will be no more than 35% of the rooms at one hotel. You may hold these rooms with no liability until November 20, 2009. At that time, we will review the block and you may release any rooms not needed. If you choose to hold rooms after November 20, 2009, you will be liable for 2 nights for each reservation.

In addition, any exhibitors who want a block increase of more than 10% of pick up in 2009, without a corresponding increase in booth size, must pay an upfront 100%non-refundable, full length of stay deposit for the additional rooms requested over rooms actualized in 2009.

EXHIBITOR BLOCKS: HOUSING POLICY AND PROCEDURE

1. All exhibiting companies must utilize onPeak (formerly 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. onPeak (formerly 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, June 29, 2009
• Platinum Corporate Members – Monday, July 27, 2009
• Gold Corporate Members – Monday, August 24, 2009
• All other exhibitors – Monday, September 21, 2009
3. Make arrangements early and receive extra priority points:
• 10 points for reservations made by Friday, October 16, 2009
• 5 points for reservations made between Saturday, October 17, 2009 and Monday, December 7, 2009
• 5 points for using the Exhibitor Cafe
4. Companies may block the same amount of rooms per night utilized at HIMSS 2009. An increase or more than 10% over your 2009 actual usage will require an explanation and HIMSS approval.  An upfront, 100% non-refundable, full length of stay deposit for the extra rooms requested will be required. 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 – Monday, December 7, 2009
• Platinum Corporate Members – Monday, December 14, 2009
• Diamond Corporate Members – Monday, December 21, 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, January 15, 2010.
• Room reservations will be based on your choices and room availability. If none of your choices are available, onPeak (formerly 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.

Managing Your Room Block
Until February 19, 2010, you can manage your company’s room block online, which allows you to change arrival/departure patterns, substitute one employee for another, and add or delete people from your room block based on availability. Just follow the easy steps on the web and take control using the Exhibitor Cafe.

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 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 onPeak (formerly Ambassadors)). All checks must be received by Friday, January 15, 2010. – after that date, only credit card deposits will be accepted.

Substitutions/Arrival or Departure Changes
Changes to reservations may be made until Friday, January 15, 2010, without penalty. Any changes made after Friday, January 15, 2010 may be assessed a $15 fee per room reservation.

Change in Hotel
You may transfer hotels until Friday, January 15, 2010 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 and may result in loss of the original deposit and the charging of a second deposit at the new hotel.

Cancellations
Reservation(s) may be cancelled until Friday, January 15, 2010, without penalty. All cancellations made after Friday, January 15, 2010, will be assessed a two-night room and tax deposit (currently 15%). No exceptions! All cancellations should be forwarded in writing to onPeak (formerly 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.

Exhibitor Cafe