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Exhibitor Housing Information & Policy

Q: Why do exhibitors have to book their accommodations through OnPeak?
A: 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. Please reserve your hotel rooms now through OnPeak.

Q: What will happen to my participation at the HIMSS conference if I do not secure my accommodations with OnPeak?
A: Any exhibitor who does not follow this procedure will not be permitted to exhibit and will forfeit all monies paid to HIMSS. Freight will also be denied at show site.

Q: When will the housing block open for me to begin securing my hotel rooms?
A: Housing will open for all exhibitors on September 12, 2011. You can reserve your hotel rooms online at www.himssconference.org or you can contact OnPeak at 877-517-3038.

Q: Is there a way to receive Exhibitor Priority Points by securing my housing through OnPeak?
A: Yes, if you make your hotel arrangements early, you will receive extra priority points:

• 10 points for companies that confirm hotel room needs with our official housing company by October 7, 2011
• 5 points for companies that confirm hotel room needs with our official housing company from October 8, 2011 – December 2, 2011
• 5 points for managing 100% of hotel block through the "GroupSpot" the online hotel management tool by OnPeak

Q: How many rooms can I block?
A: If you have not exhibited with HIMSS in the past, 4 rooms per 10x10 will be granted in your room block allotment. 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 2, 2011
• Platinum Corporate Members – Friday, December 9, 2011
• Diamond Corporate Members – Friday, December 16, 2011

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 6, 2012.

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.

Q: How much of a deposit do I have to put down to reserve my room block?
A: A two-night room and tax deposit per room is required to secure your reservations. You have two options for submitting a deposit payment:

• 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.
• 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 16, 2011 – after that date, only credit card deposits will be accepted.

Q: Can I make any changes to my room block after making my reservation?
A: Changes to reservations may be made until Friday, January 20, 2012 without penalty. Any changes made after Friday, January 20, 2012 may be assessed a $15 fee per room reservation.

Q: Can I change hotels after making a reservation?
A: You may transfer hotels until Friday, January 6, 2012 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.

Q: What is the cancellation policy?
A: Reservation(s) may be cancelled until Friday, January 6, 2012 without penalty. All cancellations made after Friday, January 6, 2012 will be assessed a two night room and tax deposit. No exceptions! All cancellations should be forwarded in writing to OnPeak.

Q: What is the Exhibitor/ Attendee split?
A: To ensure that our attendees (your customers) are able to secure hotel rooms in the hotels within our block, we mandate a 60/40 split in the hotels. This means that exhibitors are allotted 60% of the rooms and that attendees are allotted 40%. This balance also lends to additional networking in the evenings at the hotels where both exhibitors and attendees are staying.

Hotel Reservation Alert for HIMSS12 Exhibitors
It has come to our attention that several unaffiliated wholesale hotel/travel groups out of Las Vegas have been soliciting HIMSS participants and offering hotel accommodations for 2012 Annual HIMSS Conference & Exhibition in Las Vegas. Unofficial companies may be offering discounted or wholesale hotel pricing. Neither HIMSS nor onPeak can verify the authenticity of such companies or their representations, and will not be able to provide a resolution to issues related to such reservations. Feel free to contact onPeak at 877-517-3038/312-527-7300 9:00am – 7:00pm EST or via email at himss@onpeakevents.com if you have any questions about the booking of your hotel reservation.

The HIMSS12 Official Hotel Partner, onPeak
onPeak is the official and sole housing provider for HIMSS12. If you booked accommodations through any party other than onPeak, we urge you to immediately cancel the reservations and to book your rooms through onPeak.

If you need accommodations for the 2012 Annual HIMSS Conference & Exhibition, you can reserve your rooms safely online.