- Conference Logistics
- Welcome Packet
- Exhibitor Service Manual
- Exhibitor Product & Service Directory
- HIMSS07 Floor Plan
- Exhibitor Pavilion Product Sessions
- Marketing Opportunities
- Exhibitor Marketing Toolkit
- Frequently Asked Questions
- Hotel Reservation & Policy
- Exhibitor Badge Registration
- New Product Showcase
- Consultants' Corner
- New Orleans Update
- 2006 HIMSS Conference & Exhibition Summary
- Exhibitor Hosted Events
- HIMSS08 Booth Selection
- Reach Your Target Audience
- CIO
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- Pharmacists
- RHIO
- Quality
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- Global Attendees
- All Attendees
- Users Groups
- B2B
- Media
- Year-Round Opportunities
- Market Your Products and Services by Topic
- Interoperability
- EHR
- Managing the Business of Healthcare
- Security & Privacy
- Wireless & Mobility
- I want to Exhibit
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 HIMSS official housing bureau, Ambassadors.
Exhibitor Blocks: Housing Policy and Procedure
- 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. In addition, freight will be denied at show site.
- Make arrangements early and receive extra priority points:
- 10 points for reservations made by Friday, October 13, 2006
- 5 points for reservations between October 14 and December 15, 2006
- Companies may block the same amount of rooms utilized at HIMSS 2006. An increase over your 2006 actual usage will require an explanation and HIMSS approval. No explanation needed for increase of booth size. For approval, please contact HIMSS staff. Any companies requiring 20 or more rooms on peak night will receive a separate agreement from HIMSS housing bureau, which includes the following terms and conditions:
- All reservations may be held on TBA basis until the following dates: December 15, 2006 – Gold Corporate Members and all other exhibitors
December 22, 2006 – Platinum Corporate Members
December 29, 2006 – Diamond Corporate Members - All names must be received on or before the cut off date mentioned above. If names are not received by this date, all rooms without names will be cancelled. You may cancel rooms without penalty until January 12, 2007. To help plan the amount of rooms needed, see "Determining Room Block" section.
- Room reservations will be based on your choices and room availability. If none of your choices are available, Ambassadors Services Group will contact you to discuss other options and you will be put on a waitlist for one or all 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.
Determining Room Block
HIMSS Room Block Allocation Pattern
Following is the HIMSS 2006 exhibitor pick-up flow to be used as a guide in determining your room block pattern for 2007.
| Thu | Fri | Sat | Sun | Mon | Tues | Wed | Thu | Fri |
| 3% | 10% | 50% | 96% | 100% | 98% | 84% | 20% | 3% |
For example, if you require 20 rooms on Monday, you should block no more than 10 rooms (50% of 20) on the prior Saturday.
Managing Your Room Block
Until February 16, 2006, 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!
Deposit, Substitution and Cancellation Policies
Deposit Payment
A two-night room and tax (currently 13%) 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 Ambassadors). All checks must be received by Friday, December 29, 2006 - after that date, only credit card deposits will be accepted.
Substitutions/Arrival or Departure Changes
Changes to reservations may be made until Friday, January 26, 2007, without penalty. Any changes made after Friday, January 26, 2007, will be assessed a $15 fee per room reservation.
Cancellations
Reservation(s) may be cancelled until Friday, January 12, 2007, without penalty. All cancellations made after Friday, January 12, 2007, will be assessed a two-night room and tax (currently 13%) 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 three 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
