We worked closely with our partners to provide our attendees with an easy and efficient means to register for a convention hotel room. It was suggested we provide instructions/tips on each hotel’s reservation process/system to minimize any difficulties with the reservation process. Unfortunately, with all the tasks associated with planning and executing a national convention, we just don’t have the bandwidth to study the intricacies of each contracted hotel’s reservation process and provide our membership with recommendations on the best way to navigate each site. We have to depend on the reliability and ease of use of each hotel’s registration system. In preparation for the 1 February 2025 room block release, we conducted a “beta” test of each hotel website to ensure the functionality and reliability of the system. Our “beta” effort is defined as multiple tests of each hotel reservation link to reach their website through the provided link. We selected a date, chose a room, and provided the information needed to complete the reservation transaction. Please note we can’t replicate or simulate a large volume of incoming electronic queries in a short time period to ensure there is no effect on a member’s ability to reserve a room. We depend on the network supporting the hotel website to ensure that an increased traffic volume during the opening phases of the registration process can handle the load. Our Embassy Suites partner confirmed their centralized reservation system and telephone network can handle the increased traffic volume expected on opening day.
You will note it takes two “clicks” to access the hotel’s website. The first click is to the 2025 IPMS National Convention website, and you will see the convention hotel registration matrix on the front page. Using the “control” button and “clicking” your selected hotel link, you will access your hotel’s reservation website. Please note there is no link to the Red Roof Inn. We “beta tested” the site using their link, and it did not function using their “promo” code. We advised the hotel of this deficiency, and they informed us that their central reservation link will not work using the IPMS promotion code. To get the IPMS discounted rate at the Red Roof Inn, you must call using one of the three telephone numbers provided in the matrix. Please identify yourself as an IPMS member and provide the Red Roof Inn promotion code (B108IPMS25) to the reservation representative. If you make a reservation at any of our other hotels by telephone, we also recommend you identify yourself as an IPMS member and provide them the promotion code for that hotel, listed on the matrix, to receive your IPMS room discount. You also may experience a “calling tree” at some of our hotels; just follow the instructions to access a reservation representative to make your reservation. For the electronic reservation process, each of the remaining websites is designed specifically to support the IPMS National Convention. There are four basic steps to complete the reservation process:
- Select/Confirm your arrival and departure dates.
- Select your room--King, Queen, or Double-Double.
- Fill out and complete your address information.
- Fill out and complete your billing/credit card information.
- Hit the “Book Room” Button and you’re done.
You should receive confirmation, but if you don’t receive a confirmation, please contact the hotel and request confirmation. In some cases, you will see additional boxes to check, such as “Do you want to insure your trip?” or “Do you want to be on our mailing list?” You can check the response appropriate to you. You also may notice changes in room options based on your length of stay. Each hotel website is designed to conform to the contract signed by IPMS and the respective establishment. For example, if you arrive the night before the convention, you may only have one room choice at your selected hotel, where if your first night stay is the first day of the convention, you may have up to three room options.
If you make a reservation at any of our contracted hotels, and you later need to change an arrival and/or departure date, we highly recommend you call the hotel directly using the telephone numbers provided in our matrix and let the hotel make the change for you. Once they make the revision, request they provide you with an e-mail confirming the change. This minimizes any chance of “operator” or “system” error affecting your reservation, and you have documentation you can bring with you as proof of change. If there is a concern, you can present this information after you arrive at your hotel. We can’t absolutely guarantee the hotel will make the change, but if they made the change for you, they are responsible, and they should adjust the dates confirmed by the documentation you received.
As a reminder, we offer the following information for members who plan to reserve a room at the Embassy Suites Hotel:
- There is a $180.00 non-refundable charge for each room reservation. The charge will be applied to the first night’s stay. If the
reservation is cancelled at any time, the charge will be applied against your credit card. Please keep in mind that if you
reserve multiple rooms, that is $180.00 times the number of rooms reserved. - There is a 3-night minimum reservation requirement for each room reserved. This helps maintain stability within the
reservation process and assists IPMS and the host chapter meet their contractual obligations. - Please ensure you have a balance on your credit card to cover the total number of rooms reserved. The hotel will charge the
$180.00 fee as soon as the registration process is completed. If the card can’t be charged that amount, the hotel will cancel
your reservation. - For our members who reserved rooms early from the remaining hotel inventory, outside the IPMS block, you will not be able
to change your reservation to the special IPMS room rate. We requested the reservation staff not make that change. If the
change is made, the hotel will transfer your reservation to the IPMS room block, and that will be one less room available for a
member who waited for the official release date to reserve their room. We ask that you consider your fellow IPMS members
who are interested in staying at our flagship hotel.
Please refer any questions to our Hotel Lead, Mr. John Lent, at tidewater@ipmsusa.org.