Importance of Booking Inside the RIMS Housing Block

It has come to our attention that several exhibitors have been contacted by housing vendors who are offering to provide room nights and housing services at the RIMS 2010 Annual Conference & Exhibition being held April 25-29, 2010 in Boston, MA. While these companies may have secured blocks of rooms at various hotels in and around Boston, they are not the official housing provider for the Conference.

RIMS has again contracted with OnPeak (formerly Ambassadors, LLC) to be the sole housing company for RIMS 2010. It is important to note that our participating hotels are contractually obligated to accept room night commitments as it pertains to RIMS 2010 only from OnPeak. Booking through the official housing company has a wide range of benefits. Securing accommodations thorugh the official room block ensures the most competitive rates throughout RIMS 2010, access to official RIMS 2010 shuttle bus transportation, and added protection from "walks" in an oversold situation.

Please be aware that securing rooms with any company other than RIMS official housing bureau, OnPeak, is at your own risk. There have been many instances in the past when similar companies have gone out of business after taking the reservation and deposit, leaving individuals without hotel rooms and lost deposits. In addition, those exhibitors who book outside the housing block are subject to a loss in seniority points for future space selection.

If you have any questions about the hotels or the process, please contact the RIMS housing desk at OnPeak. They may be reached at 877.517.3037 or via email at RIMShousing@onpeakevents.com.

Reservations

A block of rooms has been reserved for exhibitors at each RIMS official hotel in Boston. OnPeak will be the official RIMS Housing Bureau for RIMS 2010 Annual Conference & Exhibition. OnPeak can be reached at: 240 Peachtree Street, Suite 22-S-10, Atlanta, GA 30303. Exhibitor Phone Numbers: 877.517.3037 or 404.584.7458. Fax: 404-584-0685

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 25th. Begining on March 31st, the OnPeak 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 26th, discounted Conference hotel rates may not apply. Please email Housing@RIMS.org for assistance. You may request your hotel accomodations using the online Hosted Block Housing form.

View the Hotel Map for information on location of hotels to the Boston Convention and Exhibition Center.

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 OnPeak, 240 Peachtree Street, Suite 22-S-10, Atlanta, GA 30303; faxed to 404.584.0685 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 the hotel. Cancellations must be submitted in writing to OnPeak. Please reference the Hosted Block Housing information for individual hotel cancellation policies. A reservation will only be considered canceled with a cancellation number from OnPeak or the hotel.

Onsite Services Available From OnPeak

• Housing assistance through the conclusion of RIMS 2010
• 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 Boston to reconfirm every reservation prior to hotel guest arrivals
• An onsite service center will be located in the Boston Convention and Exhibition Center
• Onsite 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 Boston.

Housing Deadlines

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 25, 8:00am to 4:30pm and 8:00pm to 11:30pm; Monday, April 26, 5:30pm to 11:30pm; Tuesday, April 27 and Wednesday, April 28, 6:00am to 8:30am and after RIMS closing night event. Breakfast functions on Monday, April 26 are not allowed due to RIMS Opening Session. Please note: Outdoor hospitality functions must conclude by 10:30pm.

At RIMS, the term "hospitality" emcompasses every type of function includeing 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 2010 Key/Hospitality hotels are: the Westin Boston Waterfront, the Sheraton Boston and the Marriott Copley Place. 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.

The RIMS 2010 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 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 and Regulations Guidelines supercede Hospitality Guidelines.