Group Hotel Reservations
The Group Booking Form should be used for multiple registrants from one company or country delegations traveling together. Please complete the Group Booking request online.
Ambassadors, the official hotel agency for The World of Health IT, specifically selected hotels, at negotiated rates, for all conference attendees and exhibitors.
Once your room block has been approved, you will receive an email containing your login to PassPort, the online room block management system. PassPort allows you to view your rooms inventory, make and modify reservations, and print or download your rooming list. You may also use the ListLoader tool in PassPort to submit your rooming list for uploading into the reservation system.
All rooms must have occupant names by 15 September in a rooming list sent to Ambassadors at wohit@ambassadors.com OR by uploading to PassPort. Rooming lists must include first and last names for each occupant (including second party names for double and twin occupancy rooms), dates, room types and credit card details. Any rooms without names at this time will be automatically released. New reservations made after 15 September will only be accepted with names and a credit card and are based on availability.
Confirmations
Confirmations will be sent via email or fax (allow up to ten days for mailing if there is no fax number or email address indicated on your request).
Deposit Policy:
To guarantee your reservation, a length of stay deposit with a credit card is required (Visa, MasterCard or American Express).
The deposit will be charged by the hotel upon receipt of the rooming list (approximately 2-3 weeks prior) and posted to your hotel account.
This deposit will not be refundable after 3 October 2008.
No purchase orders or checks are accepted. Bank transfers will be accepted upon request.
Each guest will be responsible for the room, tax, breakfast and all incidentals. In some cases breakfast may be included in the room rate, please check the hotel amenity listing for details.
Change and Cancellation Policy:
Please note that all changes and cancellations can be made via fax + 32 28 081 206 or email wohit@ambassadors.com. You may reduce the number of room nights held in your block without penalty until 26 September 2008. After this date, you will be responsible for 100% of the room nights your group is holding.
For your protection, changes may only be made by your group’s authorized representative.
All changes are subject to the availability and discretion of the hotel. Ambassadors reserves the right to accept or refuse a change, based on hotel capacity.
No shows and cancellations will be charged in full after 3 October 2008
