Attendee Hotel Policies

Hotel Requests

• The HIMSS 2009 room block closes on Friday, March 6, 2009. If you wish to make hotel reservations after this date, contact Ambassadors Travel Service and they will assist you in making your reservations, based on availability.
• Placement will be based on your identified choices compared to room availability. If none of your choices are available, Ambassadors Travel Service will contact you to determine if you would like to be put on a waitlist for one or all of your original choices or select a new option.

How to Contact Ambassadors Travel Service

877-517-3038
Monday – Friday
9:00 am – 8:00 pm, EST

Confirmations

Expect an acknowledgement from Ambassadors Travel Service to be faxed or e-mailed to you within three business days from receipt of your housing request. (Allow up to seven working days for mailing if there is no fax number.) This acknowledgement serves as a notification that Ambassadors Travel Service has received your request form and has assigned you a hotel. It is also confirmation of your hotel room/reservation. You will receive a reminder confirmation from Ambassadors Travel Service two weeks prior to the conference.

Deposit Policy

All hotels require a minimum first and last night room and tax deposit (current tax rate is 15.4%). Paid deposits are 100% refundable through Friday, February 27, 2009, should cancellation occur. Any no-shows or cancellations after Friday, February 27, 2009, will result in the forfeiture of the entire deposit or credit card being charged.

Deposit Payment

A two-night room and tax deposit per room is required to secure reservations. You have two options for submitting a deposit.

1. Deposit by Credit Card
   Reservations can be guaranteed with a major credit card at the time of booking. Guaranteeing the reservation with a credit card means the deposit will not be charged to your credit card until approximately two weeks before your date of arrival. Any no-shows or cancellations after Friday, February 27, 2009, will be assessed a penalty equivalent to the amount of the deposit.
2. Deposit by Check
   At the time of reservation, a check or money order may be submitted (made payable to Ambassadors). If using a check or money order for deposit, the check must be received by Friday, February 6, 2009. After Friday, February 27, 2009 only credit cards will be accepted for deposits.

Cancellations

All cancellations must be forwarded in writing to Ambassadors Travel Service, the official HIMSS09 housing bureau, up to and including the day of arrival. You may cancel your hotel reservations without penalty prior to Friday, February 27, 2009. No-shows on-site will be considered a cancellation and will be assessed the cancellation fee. Cancellations made after Friday, February 27, 2009, will be assessed a two-night room and tax deposit. Please refer to the deposit policy section for specific cancellation/refund penalties applied to room deposits.

Substitutions/Arrival or Departure Changes

Changes to reservations may be made until Friday, February 27, 2009, without penalty. Any changes made after Friday, February 27, 2009, will be assessed a $15.00 fee per room reservation.