DIA 2013 EXHIBITOR AND GROUP HOUSING REQUEST FORM


• Block requests will be confirmed within 5 business days of receipt.
• Exhibitor Blocks will be allotted based on history.
• Exhibitor and Groups will be CHARGED a $100 CANCELLATION FEE PER ROOM for reservations cancelled on or after MAY 3, 2013.
• Click here to see location of hotels.
• Click here to view a list of DIA's Room Block Hotels, including amenities which are exclusive to DIA attendees.
• Click here to view the Group Incentives provided by select hotels.

Hotel Name Dis to BCEC in Miles Early Bird Single Rates
book by 2/28/13		 Post Early Bird Rates
Boston Marriott Copley Place2.3N/A$255.00
Boston Park Plaza2N/A$199.00
Colonnade2.3$234.00$249.00
Courtyard Boston Downtown Tremont1.7N/ASold Out
DoubleTree Downtown1.5Sold OutSold Out
Hilton Boston Back Bay2.5$249.00$259.00
Hyatt Regency Boston1.2N/ASold Out
InterContinental Boston1.1N/ASold Out
Omni Parker House Hotel1.9Sold Out$249.00
Renaissance Waterfront0.3N/ASold Out
Revere Hotel1.5Sold OutSold Out
Seaport Hotel0.2N/ASold Out
Sheraton Boston2.5N/A$238.00
Westin Boston WaterfrontAdjacentN/ASold Out
Westin Copley Place2.2N/A$249.00

CONTACT INFORMATION
* required fields
Contact Name: *
Company Name: *
Address: *
Address2:
City: *
State:  leave State blank if outside the USA or Canada
ZIP/Postal code: *
Country: *
Phone: *  
Indicate country/city code if applicable. Enter numbers only, no spaces or dashes.
Fax:  Enter numbers only, no spaces or dashes
E-mail address: *
Re-Enter E-mail address: *


HOTEL PREFERENCES (Select Your 6 Hotel Choices)


ACCOMMODATIONS NEEDED

DIA 2013 Exhibit Dates: June 24-26; Installation Dates: 22-23; Meeting Dates: 23-27
Please provide the number of rooms required per night.


THU FRI SAT SUN MON TUE WED THU FRI
Date 06/20 06/21 06/22 06/23 06/24 06/25 06/26 06/27 06/28
Single rooms
(1 person, 1 bed)
Double rooms
(2 people, 1 bed)
Twin rooms
(2 people / 2 beds)
Suites *
Total # of Rooms
* DIA 2013 Event Request / Meeting Space Application.


RESERVATION METHOD *

Please select the preferred method for managing your company's hotel sub-block.
Your Group can access the sub-block through Travel Planners system via these methods:

OPTION 1: - Managed by the Group Contact ONLY

  • The sub-block is booked as one multiple room reservation with access to the group contact only.
  • The group contact receives a confirmation letter with a link to the web site and authorization code/password.
  • The group contact can access the reservation site and upload the room list, send confirmations to guest, and update payment information. Guest will have no access to reservation and the group contact will manage any changes/cancels.

OPTION 2: - Managed by the Group Contact & the Individual Guest

  • The sub-blocked is booked as one multiple room reservation with access to the group contact and the individual guest.
  • The group contact receives a confirmation letter with a link to the web site and authorization code/password.
  • The group contact can access the reservation site and upload the room list, send confirmations to guest, and update payment information.
  • Guest will also have access to the reservation site via confirmation received and can update credit card information, change dates, change room type and cancel.

OPTION 3: - Managed by Individual Guests ONLY

  • A link to the website with access to the number of room that have been requested by the Group Contact (as well as approved by DIA) will be available to the Group contact to send to each of their guests.
  • Individual guest will make their own reservation upon receipt of the link.
  • Individual guests will update/cancel their own reservation.
  • The group contact will receive a list all their groups reservations booked within sub-block.
*


Comments


GENERAL INFORMATION
  • This form indicates preference and does not guarantee confirmation.
  • All requests will be processed in a date- and time-received order.
  • Room rates do not include any taxes, porterage, meals, transfers or commissions of any kind.
  • You will be able to manage all your reservations online, where you'll have 24/7 access to real-time rooming lists and confirmation numbers and will be able to:
    • Review reservations
    • Reassign guests
    • Submit room lists online or via Excel spreadsheet
    • Request additional rooms
    • Print deposit receipts

DIA/Travel Planners reserves the right to adjust requested Exhibitor block to mirror historical patterns from 2011 and 2012 and will approve a maximum 5% increase over your actual historical room usage from 2011 and 2012. Please contact DIA if you have special circumstances that warrant an increase of more than 5%.
Group Booking Agreement (GBA)
Once a tentative room block request is approved, a GBA will be issued to the key contact. In order to secure a definite room block, the following actions are required:
  1. Electronically "accept" your GBA online upon receipt of your Group Reservation Confirmation email within 2 business days
  2. A credit card guarantee or a deposit in the amount of 1 night's room rate plus tax for each reservation. Please refer to your GBA for details on how you can submit your deposit within 10 business days.
  3. In addition to the hotel's cancellation policy, Exhibitors and Groups will be charged a $100 cancellation fee per room for reservations cancelled on or after May 3, 2013.
Changes and Cancellations
You can change and/or cancel existing reservations online 24/7. Simply following the link provided in your confirmation email to access your group reservation and remember that you'll need your authorization code and password. Cancellations will be effective only upon receipt of Travel Planners' or hotel cancellation numbers.

If a guest does not arrive by their scheduled arrival date, the full reservation will be cancelled by the hotel and any applicable deposit or chares will be assessed.

Inquiries only:

Telephone: toll-free (800) 221-3531 or (212) 532-1660 (outside of North America), Monday – Friday, 9:00 AM – 7:00 PM ET.

Email: DIAhousing@tphousing.com



Copyright © 2013 Travel Planners, Inc. All Rights Reserved.