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Exhibitor 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 (the official HIMSS11 housing bureau).

NEW THIS YEAR:
For exhibiting companies requesting blocks of more than 75 rooms in one hotel, all
rooms above 75 must be confirmed by Monday, November 22, 2010 and guaranteed by credit card or company check. There will be a two night non-refundable deposit for all rooms in excess of 75 after Monday, November 22, 2010.

In addition, any exhibitor who wants a block increase of more than 10% of pick up in
2010, without a corresponding increase in booth size, must confirm the increased room block by Monday, November 22, 2010. A non-refundable deposit of two nights room and tax by credit card or company check is required by Monday, November 22, 2010 to secure the additional rooms.

EXHIBITOR BLOCKS: HOUSING POLICY AND PROCEDURE

1. All exhibiting companies must utilize onPeak 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 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 3, 2010
• Platinum Corporate Members – Monday, July 19, 2010
• Gold Corporate Members – Monday, August 16, 2010
• All other exhibitors – Monday, September 20, 2010
3. Make arrangements early and receive extra priority points:
• 10 points for reservations made by Friday, October 8, 2010
• 5 points for reservations made between Saturday, October 9, 2010 and Friday, December 3, 2010
• 5 points for using GroupSpot (formerly Exhibitor Café) to manage your room block
4. Companies may block the same amount of rooms per night utilized at HIMSS10. An increase or more than 10% over your 2010 actual usage will require an explanation and HIMSS approval.  An upfront, non-refundable, deposit of two nights room and tax 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 – Friday, December 3, 2010.
• Platinum Corporate Members – Friday, December 10, 2010
• Diamond Corporate Members – Friday, December 17, 2010
• 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 7, 2011.
• Room reservations will be based on your choices and room availability. If none of your choices are available, onPeak 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 11, 2011, 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 GroupSpot; http://onpeak.com/e/himss/groupspot/exhibitor.html

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. All checks must be received by Friday, December 17, 2011. – after this date, only credit card deposits will be accepted.

Substitutions/Arrival or Departure Changes
Changes to reservations may be made until Friday, January 21, 2011, without penalty. Any changes made after Friday, January 21, 2011 may be assessed a $15 fee per room reservation.

Change in Hotel
You may transfer hotels until Friday, January 21, 2011 without penalty. After this date, changing from one hotel to another is considered a cancellation at one hotel and a new reservation, which will be 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 7, 2011, without penalty. All cancellations made after Friday, January 7, 2011, will be assessed a two-night room and tax deposit (currently 12.5%). No exceptions! All cancellations should be forwarded in writing to onPeak at himss@onpeakevents.com.

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.