Welcome to RIMS 2014 Exhibitor Housing
Please read over the following Exhibitor Hosted Block Guidelines. You must click the "I Agree" and "Continue" buttons below in order to proceed to the housing request form.
The number of Entitlement Rooms that can be requested will be based on booth size. Please refer to the chart below to determine how many Entitlement Rooms a company is allowed to request.
Room Block Guidelines
All companies exhibiting at the Conference are required to book housing for their registered representatives though Travel Planners, RIMS official housing bureau. Any exhibitor who does not follow these procedures will be subject to a loss of one seniority point, as per RIMS 2014 Rules & Regulations Contract.
Travel Planners, Inc. is the only housing company authorized by RIMS to provide housing services to conference participants. Please do not conduct business with any other travel or housing company claiming to represent RIMS. Should you happen to receive communication from any outside company, please forward their contact information to Blanca Ferreris, RIMS Senior Manager, Meetings & Events via email
Hotel assignments are made on a first-come, first-served, based on availability and are not dependent upon where affiliate event space/suites will be assigned. The online hosted block request process will start on Thursday, August 1, 2013 and confirmations will be sent via email by August 30, 2013. Hosted blocks will be confirmed under the company name until January 27, 2014. Confirmed schedule and instructions on how to request your hosted block will be forwarded via email to the individual listed as the exhibitor booth contact by July 31st.
Please note requests received prior to August 1st will be processed beginning on August 2nd in a time/date receipt order.
RIMS will only honor requests of a maximum room increase of 15% per night over your company's actual room pickup from the previous year. If you request rooms over the 15% allowed, prepayment of one night's room and tax for each additional room will be required. Please contact Travel Planners at RIMS@tphousing.com to request a copy of your 2013 pickup information, if needed. This prepayment will be non-refundable if you release rooms in excess of your maximum allowed room allotment. Payment will be made by check, payable to Travel Planners, Inc., and mailed to: RIMS Housing, 381 Park Avenue South, 3rd Floor, New York, NY 10016. Payment due date is
August 31, 2013.
Co-Headquarter Hotels / Entitlement Rooms
The Hyatt Regency Denver and Sheraton Downtown Denver Hotels are the Key/Hospitality Hotels for RIMS 2014 and will serve as the location of many key RIMS functions and Conference hospitality suites.
RIMS will allow companies to request "Entitlement Rooms" at the Key Hotels for company VIPs, executive staff, etc. These rooms are not complimentary and will be billed to each company at the confirmed conference rate.
Rooms entitled at Key Hotels are guaranteed to be available through August 12, 2013.
Requests received after this date will be processed based on availability. The total number of entitlement rooms that can be requested will be based on booth size. Please refer to the chart below to determine how many rooms a company is allowed to request. Please note there is no guarantee that all rooms will be accommodated in one hotel, but we will try our best to meet your needs. Suites reserved at key hotels will be counted towards your room block commitment.
Total Number of Rooms
10 x 10
10 x 20
10 x 30
10 x 40 or 20 x 20
20 x 30
20 x 40
20 x 50
20 x 60
20 x 70
20 x 80
All exhibitors must be registered for the Conference. Please be advised that we will be conducting an audit of exhibitor room block usage at RIMS 2014. If it is determined that exhibitor rooms were provided to clients, then we will decrease those exhibitors' room block accordingly for RIMS 2015. In addition, any room blocked for any individual who is not registered as an ECOMP or Exhibitor Personnel will be subject to a $100.00 fee per room night. If you receive an invoice, and you have cancelled the reservations, you will need to provide a cancelation number from Travel Planners or the Hotel.
Early bird registration fees will be in place through February 21, 2014 for attendees and exhibitors are encouraged to order booth badges prior to March 21, 2014, as all fees will increase after these dates.
Until January 27, 2014, the Group requesting the housing block may release up to 10% of the Total Room Nights booked without penalty. Should the actual rooms utilized (i.e., Total Room Nights booked less no shows and cancellations) be less than 90% of the Total Room Nights booked, the Group agrees to pay RIMS for the number of Sleeping Rooms not utilized up to 90% of the Total Room Nights booked.
Example: Group contracts 100 rooms, 10% allowance for release
90 room nights - Guaranteed
80 room nights - Actually Utilized
10 room nights - Variance
10 room nights (x) cost of room, inclusive of tax and occupancy charges, is the dollar amount due and payable to RIMS within thirty (30) days of the conclusion of the Conference.
Housing blocks will not be assigned until acceptance of the Cancellation and Attrition Policy are indicated and received by the RIMS office beginning Thursday, August 1, 2013 at 2:00pm EDT.
Block Cancellation Policy:
All block cancellations must be made in writing and sent via mail or fax to RIMS Housing, c/o Travel Planners, 381 Park Avenue South, 3rd Floor, New York, NY 10016; Fax 212-779-6112. The deadline for cancellations up to 10% (as specified above) is January 27, 2014. After this date, you will be held responsible for 90% of the total room nights booked, due and payable to RIMS within thirty (30) days of the conclusion of the conference. In the event the participating company cancels their entire room block, attrition penalties of room and tax per night for 90% of the entire block cancelled will be due and payable to RIMS within thirty (30) days of the cancellation.
On behalf of our company and in reference to our room block, I have read and agree to abide by the terms as stated in the above Block Attrition & Cancellation Policies, Entitlement Room Allotment & Co-Headquarter Hotel Allotments and have the authority to accept said terms.
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