A block of rooms has been reserved for exhibitors at each RIMS official hotel in San Diego. Ambassadors, LLC will be the official RIMS Housing Bureau for the RIMS 2008 Annual Conference & Exhibition. Ambassadors can be reached at: 240 Peachtree Street, Suite 22-S-10, Atlanta, GA 30303. Exhibitor Phone Numbers: 877.517.3037 or. 404.584.7458.
Reservations
Hotel reservation requests will only be accepted via the online Hosted Block Housing Form which details the necessary steps to securing your housing block commitments. RIMS will accept Hosted Block Housing Forms until March 28. Beginning on April 2, 2008, the Ambassador phone lines will be open and reservation and hotel availability may be ascertained directly by calling 877.517.3037 or 404.584.7458. After March 28, discounted Conference hotel rates may not apply. Please Blanca Ferreris at bferreris@RIMS.org or 212.655.6058 for assistance. You may request your hotel accommodations using the online Hosted Block Housing form.
Reservation Changes or Cancellation
Once confirmation of your housing assignment is received, any cancellations or changes must be submitted in writing to RIMS Housing Bureau, c/o Ambassadors, 240 Peachtree Street, Suite 22-S-10, Atlanta, GA 30303 or made via the web. Instructions to make changes will be included in your confirmation letter. A new confirmation reflecting your change or cancellation will be sent to you.
Don't be a no-show! Failure to arrive on your confirmed arrival date will result in forfeiture of one night's deposit by hotel and loss of the entire room reservation by hotel. Cancellations must be submitted in writing to Ambassadors. Please reference the Hosted Block Housing information for individual hotel cancellation policies. A reservation will only be considered canceled with a cancellation number from Ambassadors or the hotel.
Onsite Services Available From Ambassadors
- Housing assistance through the conclusion of RIMS 2008.
- A single contact to handle all inquiries, changes and cancellations for hotel reservations.
- Personalized processing of hotel reservations for everyone included on your Rooming List Form.
- Assistance moving your reserved room block should an appropriate size block become available at a hotel on your preferential wait list.
- Onsite staff in San Diego to reconfirm every reservation prior to hotel guest arrivals.
- An onsite service center will be located in the San Diego Convention Center.
- Onsite staff liaisons - Available 24 hours a day - assigned to your hotel to help with any last minute issues. You can schedule a meeting with your contact when you arrive in San Diego.
Housing Deadlines
| Confirmation of Hosted Block assignments sent via email |
October 9, 2007 |
| Hosted Blocks confirmed under company name |
February 1, 2008 |
| Submission of completed rooming list forms/deposit due to Ambassadors |
March 6, 2008 |
| Last date Hosted Block Forms accepted |
March 28, 2008 |
| Final rooming list changes due to Ambassadors |
March 28, 2008 |
| Deadline for cancellation of hotel reservations |
March 28, 2008 |
| Ambassadors staff onsite in convention center |
April 25, 2008 |
Hospitality Functions/Official Hours
Hospitality functions at the RIMS Annual Conference & Exhibition provide an ideal forum for networking with clients and prospects in a setting that is unique to the host. Official hours of operation for hospitality functions are: Sunday, April 27, 8:00 am to 5:00 pm and 8:00 pm to 11:30 pm; Monday, April 29, 5:30 pm to 11:30 pm; Tuesday, April 30 and Wednesday, May 1, 6:00 am to 7:30 am and 5:30 pm to 11:30 pm. Breakfast functions on Monday, April 28 must conclude at 8:00 am due to RIMS General Session. Please Note: Outdoor hospitality functions must conclude by 10:30 pm.
At RIMS, the term "hospitality" encompasses every type of function including a large party for hundreds of guests, a VIP suite for your organization's executives, a small private reception, or an off-site event. Hospitality events will be held at pre-designated hotels, allowing for optimum attendance. The 2008 Key/Hospitality hotels are: Manchester Grand Hyatt, San Diego Marriott Hotel & Marina and the Omni Hotel. Please Note: Hospitality functions may not be used for the purpose of sales presentations or seminars.
There are many details involved in arranging a hospitality function. Hospitality suites should be reserved as soon as possible. To request a copy of the Hospitality Handbook, or if you have specific questions, please contact Blanca Ferreris at bferreris@RIMS.org or 212.655.6058.
The RIMS 2008 Hospitality Guidelines form, included in the Hospitality Handbook, is due upon submission of a hospitality request form. Also, you must provide RIMS with a certificate of insurance evidencing host liquor liability insurance policy endorsed to include RIMS as an additional insured within 30 days prior to the Conference. Such policy will be primary to insurance maintained by RIMS.
Hospitality Non-Compliance Policy
Non-compliance of RIMS Hospitality Rules and Regulations will result in a warning, which will require that the non-compliance be rectified within a specified time period. If the non-compliance is not rectified, the company will be fined $1,000 per incident and the loss of one seniority point.
In addition, non-compliance with the RIMS Hospitality Rules and Regulations for two (2) consecutive years will result in the company's future hospitality requests being assigned last and/or may result in the forfeiture of the company's priority selection for exhibit space.
Non-payment of the fine(s) will result in the forfeiture of hospitality space and exhibit space for the upcoming year.
Official Exhibitor Rules & Regulations supercede Hospitality Guidelines.