2025 IPMS/USA National Convention Contracted Hotels
Hotel | Number of Rooms | Contracted Rates |
---|---|---|
Embassy Suites (Flagship) | 250 | $159.00 plus tax per night |
Comfort Inn | 20 | $159.00 plus tax per night |
Courtyard by Marriott | 55 | $159.00 plus tax per night |
Holiday Inn Express | 30 | $149.00 plus tax per night |
Hyatt Place | 30 | $159.00 plus tax per night |
Red Roof Inn | 25 | $119.00 plus tax per night |
Springhill Suites | 20 | $169.00 plus tax per night |
- The hotel Room Blocks for all seven hotels will be released on February 1, 2025, at 12:00 Noon, (Eastern Time).
- We will provide reservation links and hotel contact information at that time on the 2025 National Convention website.
2025 IPMS/USA National Convention Flagship Hotel (Embassy Suites) Reservation Policy
IPMS/USA contracted for a 250-room block with the flagship hotel (Embassy Suites) and negotiated a special IPMS/USA convention room rate for that block. Each year, the host chapter faces the challenge of ensuring an equitable flagship hotel registration process for members. In past conventions, the room block has sold out within 30-minutes, and many of our members never had the opportunity to reserve a room in the flagship hotel. IPMS Tidewater took the lead to develop new policies focused on accountability in the reservation process with the goal of making the process more equitable and accessible to our members. These policies only apply to our flagship convention hotel, the Embassy Suites, which is co-located with the Hampton Roads Convention Center. In addition to our flagship hotel, our attendees also have the option to reserve rooms at one of our six other contracted hotels. Five of our contracted hotels are within walking distance of the convention hall site. We will also have regular shuttle service between our contracted hotels.
These following policies were coordinated and approved by the IPMS National E-Board.
The following registration policies are in effect for the Embassy Suites Hotel, the 2025 IPMS/USA National Convention hotel:
- A three-night minimum reservation is required for a room reserved within the IPMS/USA National Convention block. Members also have the option to expand their reservations to four or more nights to afford the greatest travel plan flexibility.
Rationale: Reservations less than three-nights at the flagship convention hotel impact IPMS/USA's room block availability. That issue could affect the national organization’s ability to meet the established room night quota agreed to in the hotel contract. This places a potentially significant financial burden on the national organization. - Nonrefundable first night’s room rate including tax, will be charged for each room reserved by the member ($180.00) on the credit card used to make the reservation. For example, if you reserve two rooms, that would be a $360.00, nonrefundable charge applied to the card used for the reservation. The charge will be applied toward the balance for the entire reservation stay. If the room(s) is/are canceled at any time before the convention, the card holder incurs a non-refundable charge of $180.00 for each room canceled. The non-refundable first night rate is charged immediately at the time of the reservation. If the card is declined, the reservation may be canceled. Please ensure your credit card has the available credit limit for the room(s) you wish to reserve. In the event of illness or death in the family, the member must work directly with the Embassy Suites staff to receive a cancelation, in accordance with established hotel policies.
Rationale: In the past, multiple rooms were reserved by individual members, which limited other members’ access to rooms at the flagship hotel. Often, the rooms at the flagship hotel were sold out within 15 to 30 minutes. Before any cancellation penalty was incurred, usually 2-3 weeks before the convention, the flagship hotel experienced several room cancellations within the IPMS/USA National Convention-designated block. Those vacancies can negatively impact IPMS/USA’s contractual obligations with respect to occupancy. More important, other members who would have made and kept their reservations, never had that opportunity because the rooms were sold-out during a compressed time frame. This measure has been implemented to improve fairness and access to the flagship hotel for all our members, and provides “up front” accountability. This action does not prevent an individual member from reserving a block of rooms, but it places the card holder responsible for making that reservation accountable for any cancellation.
For questions regarding the flagship hotel reservation policy, please contact our convention Hotel lead, John Lent at tidewater@ipmsusa.org.