Exhibitors looking to secure multiple rooms for their booth workers can use the “Request-a-Block” hotel booking option. Exhibitors who need to book 10 or more rooms can request their own block of rooms. These rooms will be guaranteed to the exhibitor. Exhibitors can manage the reservations in their block, including the names of booth workers, making changes and cancellations. Once the housing block has opened, simply follow the housing link and select the option for “Request a Block.”
Please note that exhibitors will be responsible for filling a minimum number of the agreed-to number of rooms in their block. This amount will be 80 percent of the requested block. This policy is based on same percentage that GEAPS is contractually responsible for fulfilling with each hotel.
The number of rooms filled is based on room nights, as opposed to just the number of rooms booked. For example, if an exhibitor requests a block of 10 rooms for four nights (40 total room nights), they will need to fill 32 room nights to meet the 80 percent requirement. If the exhibitor fails to fill the agreed upon number of rooms, they will be subject to fees, based on the number of room nights they are short of 80 percent. Each room night short of the 80% requirement will be charged to the exhibitor at the hotel’s rate per night. In the example above, if the exhibitor only filled seven rooms for four nights, totaling 28 total room nights (without previously cancelling part of their block), they would be four room nights short of the 80 percent threshold and would have to pay for the four room nights they didn’t fill, at the hotel rate plus taxes and fees. At the Hyatt Regency this would equal $860.00 ($215 x 4) plus applicable hotel taxes and fees. Please consider the number of rooms you will need carefully!
Exhibitors will have the opportunity to adjust the number of rooms in their requested block any time prior to Jan. 19, 2018. Names for all reservations will be required on this date as well.
We hope this feature will enable our exhibitors to bring larger groups more easily and efficiently manage their groups’ reservations. We are happy to work with you to determine if “Request-a-Block” is the right choice for your group, or answer any questions you may have. For more information or questions, contact Experient.