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Exhibitor Hotel Policies

Housing opens for for all exhibitors on Thursday, September 28, 2023.

(HIMSS Corporate Members have dedicated dates)

  • Premier/Diamond Corporate Members – Thursday, June 15
  • Emerald Corporate Members – Friday, July 7
  • Platinum Corporate Members - Thursday, August 3
  • Gold Corporate Members - Thursday, August 24

How to Contact onPeak

Manadtory 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, HIMSS requires all exhibitors book housing through onPeak. Any exhibitor who does not book housing through onPeak will not be permitted to exhibit and will forfeit all monies paid to HIMSS. Freight and badges could be denied at show site.

Room Block Size Policy

HIMSS guideline is to book a minimum of 2 room reservations and a maximum of 4 room reservations per 100 square feet of booth space rented.

An exhibiting company can have 25% of the overall exhibitor rooms at any one hotel or up to 50 rooms at any one hotel. Whichever amount is less will be the amount provided.

All reservations will be held on TBD basis until these dates based on your level of membership:

  • Gold Corporate Member/All other exhibiting companies – January 5, 2024
  • Platinum Corporate Members – January 12, 2024
  • Emerald Corporate Members – January 19, 2024
  • Premier/Diamond Corporate Members – January 26, 2024

All names must be received on or before your deadline date listed above. 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, February 2, 2024 (4pm CDT).

Room reservations will be based on your choices and room availability. If none of your choices are available, on Peak 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.


HIMSS Croporate Members have dedicated dates for receipt of confiramtion letters.

  1. Anchor/Diamond Corporate Members – July 11
  2. Emerald Corporate Members – July 31
  3. Platinum Corporate Members – August 21
  4. Gold Corporate Members - September 19

Groups will have one (1) week from receipt of your payment required email to add their credit card and finalize reservations. Failure to do so will result in cancellation of your hotel room block. Once you have submitted your payment guarantee you will receive a detailed confirmation email of your room block and access to manage online.

Deposit Policy and Payment

A non-refundable deposit, equal to one night room and tax, is required to secure your reservations. All reservations must be guaranteed with a major credit at the time of booking with onPeak. /p>

There are two options for submitting payment:

OPTION 1: Non-refundable deposit payment by credit card
Reservations must be guaranteed with a major credit card at the time of booking with on Peak. Approximately 2-3 weeks before the conference, when rooming lists are sent to the hotel, a non-refundable deposit equal one night room and tax will be charged by the Hotel to the credit card provided.

OPTION 2: Non-refundable deposit payment by check or money order
Reservations must be guaranteed with a major credit card at the time of booking with on Peak. At the time of reservation(s), you may send a check or money order for the non-refundable deposit equal to one night room and tax (made payable to on Peak). All checks must be received by Thursday, January 4, 2024 (4pm CST). After Thursday, January 4, 2024, only credit card deposits will be accepted.

Credit card is required to be on file until check is received.


Cancellations and Non-Refundable Deposit

Reservation(s) may be cancelled directly with on Peak until Friday, February 2, 2024 (4pm CDT) without penalty. All cancellations made after Friday, February 2, 2024 (4pm CDT) will be assessed a deposit equal to one night room and tax. No exceptions! Once the hotel has control of the rooming list, any and all changes MUST be made with the hotel directly, beginning Monday, February 26, 2024.

Changes to Room Block

Changes and/or cancellations to reservations may be made until Friday, February 2, 2024 (4pm CDT) without penalty. Any cancellations made after Friday, February 2, 2024 (4pm CDT) will forfeit the deposit.

Change in Hotel

You may transfer hotels until Friday, February 2, 2024 (4pm CDT) 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 non-refundable deposit policy.

Manage Room Block

onPeak offers group tools to help you manage your room block online. When you receive your confirmation from onPeak you can request information or email [email protected].