Every year Host Chapters and IPMS/USA members alike struggle to manage the demand for rooms in the flagship hotel. For the 2025 show, our team moved out early to try and address historical problems and mitigate them as best as we can in coordination with our hotel partner, Embassy Suites.
The problem as we all know is that every years some folks attempt to jump the line and park a reservation at the Flagship hotel as soon as the host city is announced, then wait till the convention rate is released and switch over their reservation to get the better rate inside the room block. Another issue is members reserving multiple rooms for themselves and friends. Together these contributes to the reality that the block sells out within minutes of going live.
What we have done is to work with Embassy Suites to protect our convention room block and create a process that is as fair and equitable as possible.
First, our Embassy Suites partners will not honor reservations made prior to the convention block's release, by permitting them to move an advanced reservation into the convention room block. Those folks have already been notified and they may elect to keep their reservation at the regular rate, or cancel their reservation and take their chances getting in at the convention rate when the block is released. It is important to note that any advanced reservation made, if kept by the member WILL NOT count against our contracted room block.
Second, There will be a minimum three-night stay per reservation. Also, anyone wanting to reserve multiple rooms will be charged the full first night's rate plus tax for each room reserved. This will be NON-REFUNDABLE, (exceptions for limited emergency situations). That means if you're the person making 4-5 room reservations be prepared for your card to be charged the first nights rate for EACH room you reserve, non-refundable. We know this may bother some of you but it really is the only way to keep things fair for everyone who wants to get into the Flagship hotel.
Again, we have heard members complaining about access to the Flagship, we get it. We are sure we have done all we can to ensure the contracted room block won’t be poached, and will dissuade others from making multiple reservations without regard to others trying to get in.
Finally, we have a total of seven hotels under contract. All are within a mile and a half from the venue, so everyone will have a place to stay that is convenient to the show.
Take care and we’re looking forward to greeting you all in Hampton!