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WARNING! A company called Global Housing Management is misrepresenting itself as RIMS housing agency for the RIMS 2013 Annual Conference & Exhibition. This company is claiming to offer assistance with hotel reservations in Los Angeles but has no relationship with RIMS, may require full-payment, non-refundable reservations, and might charge significant cancellation and change fees.

It is highly recommended you book your hotel accommodations through Travel Planners, RIMS contracted and exclusive housing provider.  


Importance of Booking Inside the RIMS Housing Block 

Each year RIMS exhibitors are contacted by housing vendors who offer to provide room nights and housing services for the annual conference.  Please note, while these companies may have secured blocks of rooms at various hotels in and around Los Angeles, they are not the official housing provider for the Conference.

 

All companies exhibiting at the Conference are required to book housing for their registered representatives through Travel Planners, RIMS 2013 official housing bureau.  Securing accommodations through the official room block ensures the most competitive rates throughout RIMS 2013; access to official RIMS 2013 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, Travel Planners, 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 Travel Planners. They may be reached at: 381 Park Avenue South, New York, NY 10016.  Exhibitor phone numbers: 212.532.1660 or 800.221.3531. Fax: 212.779.6112. or via email at RIMS@tphousing.com.

 

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 22, 2013. Beginning on March 25th, the Travel Planners phone lines will be open and reservation and hotel availability may be ascertained directly by calling 212.532.1660 or 800.221.3531.  After March 25th, discounted Conference hotel rates may not apply. Please email RIMS@tphousing.com for assistance. You may request your hotel accommodations using the online Hosted Block Housing form.

 

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 Travel Planners, 381 Park Avenue South, New York, NY 10016; faxed to 212.779.6112 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 Travel Planners. Please reference the Hosted Block Housing information for individual hotel cancellation policies. A reservation will only be considered canceled with a cancellation number from Travel Planners or the hotel.

 

Onsite Services Available From Travel Planners:

  • Housing assistance through the conclusion of RIMS 2013
  • 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 Los Angeles to reconfirm every reservation prior to hotel guest arrivals
  • An onsite service center will be located in the Los Angeles Convention 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 Los Angeles

 

 

Housing Deadlines 

Confirmation of Hosted Block assignments sent via email August 31, 2012
Last Day to reduce room blocks by 15% without penalty January 28, 2013
Initial rooming list with method of guarantee or check deposit due January 28, 2013
Final rooming list due to Travel Planners March 1, 2013
Last date Hosted Block Forms accepted (rooming list must be included) March 21, 2013
Deadline for cancellation of hotel reservations March 29, 2013
Rooming list changes will be conducted through Travel Planners until March 29, 2013
Travel Planners staff onsite in convention center

April 19, 2013

 

 

 

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 as follows:

  • 8:00am to 4:30pm and 8:00pm to 11:30pm on Sunday, April 21st
  • 7:30am – 5:30pm on Monday, April 22nd;
  • 8:30am - 5:30pm on Tuesday, April 23rd  through Wednesday, April 24th;

 

Please note, breakfast functions on Monday, April 22nd are not allowed due to RIMS Opening Session. Also, outdoor hospitality functions must conclude by 10:30pm.

 

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 2013 Key/Hospitality hotels are: the JW Marriott, Millennium Biltmore and Westin Bonaventure Hotels. 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 information, or if you have specific questions, please contact Blanca Ferreris, RIMS Housing & Hospitality Manager, at bferreris@RIMS.org.

 

The RIMS 2013 Hospitality Guidelines Form 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 supersede Hospitality Guidelines.

 

 

 

 

 

 


 

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