Exchange 2017 Housing

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GEAPS Exchange 2017 Housing

GEAPS has reserved rooms at a number of hotels around the Kansas City Convention Center to accommodate Exchange attendees. The housing block will open in mid-October. Please come back to book your room!

This page is the only way to enter the portal for our official housing block. 


 

Important Dates

Mid-October 2016: GEAPS Exchange Hotel Block Opens

Jan. 6, 2017: Cancellation Deadline

Jan. 26, 2017: Cut-Off Date for Hotel Reservations

 

Questions

For questions regarding the GEAPS room block, please contact Experient, GEAPS official housing management company.

Exhibitor Contact
Attendee Contact

Customer Service Phone Number for exhibitors and attendees
(800) 967-8852 (U.S. and Canada)
(847) 996-5382 (International)


Housing Information

In order to accommodate the needs of the growing Exchange, and ensure the best experience for attendees, GEAPS has chosen to partner with a housing management company this year. We are very happy to announce our partnership with Experient! All hotel reservations and inquiries for Exchange 2017 will be handled by Experient, GEAPS’ official housing management company.

 Official Housing Seal

GEAPS has secured specially discounted rates at a selection of hotels surrounding the Kansas City Convention Center. The official Exchange 2017 hotels include:

Kansas City Marriott Downtown - $154 Single/Double

 Aladdin Holiday Inn Hotel - $143 Single/Double

 Crowne Plaza Kansas City Downtown - $145 Single/Double

Reservations can only be made through the official housing link. Do not contact the hotels directly. 

One exciting new feature we will be offering our exhibitors this year is the “Request-a-Block” hotel booking option. Exhibitors who need to book 10 or more rooms can request their own block of rooms. These rooms will be guaranteed to the exhibitor. Exhibitors can manage the reservations in their block, including the names of booth workers, making changes and cancellations. Once the housing block has opened, simply follow the housing link and select the option for “Request a Block.”

Please note that exhibitors will be responsible for filling a minimum number of the agreed-to number of rooms in their block. This amount will be 80 percent of the requested block. This policy is based on same percentage that GEAPS is contractually responsible for fulfilling with each hotel.

The number of rooms filled is based on room nights, as opposed to just the number of rooms booked. For example, if an exhibitor requests a block of 10 rooms for four nights (40 total room nights), they will need to fill 32 room nights to meet the 80 percent requirement. If the exhibitor fails to fill the agreed upon number of rooms, they will be subject to fees, based on the number of room nights they are short of 80 percent. Each room night short of the 80% requirement will be charged to the exhibitor at the hotel’s rate per night. In the example above, if the exhibitor only filled seven rooms for four nights, totaling 28 total room nights (without previously cancelling part of their block), they would be four room nights short of the 80 percent threshold and would have to pay for the four room nights they didn’t fill, at the hotel rate plus taxes and fees. At the Marriott this would equal $616.00 ($154 x 4) plus applicable hotel taxes and fees. Please consider the number of rooms you will need carefully!

 

Exhibitors will have the opportunity to adjust the number of rooms in their requested block any time prior to Jan. 6, 2017. Names for all reservations will be required on this date as well.

We hope this feature will enable our exhibitors to bring larger groups more easily and efficiently manage their groups’ reservations. We are happy to work with you to determine if “Request-a-Block” is the right choice for your group, or answer any questions you may have. For more information or questions, contact Experient

 

Please be aware that our room block cancellation deadline is Jan. 6, 2017. Any cancellations made after this date will incur a $200 fee per reservation. If you need to cancel or modify your reservation please do so as early as possible. You will be able to modify or change your reservation through our housing link. After the cut-off date you will need to contact the hotels directly to modify or cancel your reservation.

This cancellation policy is in place to assist GEAPS in managing the housing block, and minimize the risk of paying for unused rooms. 

Our contracted hotels also have their own individual cancellation policies. Please keep these in mind when planning your trip.

Hotel Cancellation Policies
  • Kansas City Marriott Downtown: Cancellations are accepted until 24 hours prior to 6pm the scheduled date of arrival. Cancellations after this point are assessed a one night room and tax charge by the hotel.
  • Aladdin Holiday Inn Hotel: Cancellations are accepted until 6pm the day of arrival. Cancellations or “no-shows” after this point are charged a one night room and tax fee from hotel.
  • Crowne Plaza Kansas City Downtown: Cancellations are accepted up to 24 hours prior to arrival. Cancellations received after this point are assessed a one night room and tax charge by the hotel.

The Exchange 2017 room block cut-off date is Jan. 26, 2017. Room reservations that are made before the cut-off date will be confirmed at the above group rates. After the cut-off date, room availability will be based on hotel availability and may not be available at the discounted rate. Please be sure to make your reservations prior to the cut-off date to guarantee the group rate.

Please be aware that GEAPS does not contact individuals and/or companies with special deals on accommodations for Exchange 2017. We have received complaints that unaffiliated companies have contacted attendees and exhibitors offering discounted hotel reservations. These offers are scams; individuals have reported lost deposits and fraudulent activity in connection with these activities. The only legitimate emails for Exchange 2017 lodging will come directly from GEAPS, and will contain the logo of our official housing management company.

Housing will open mid-October. Please do not attempt to make a reservation before it has opened! Please watch for emails from GEAPS regarding hotels.

We hope you will enjoy your stay in Kansas City for the GEAPS Exchange 2017! To help you plan your visit, please feel free to refer to the information below on our schedule for the Exchange, as well as some useful information on visiting Kansas City. If you have any questions about the Exchange please do not hesitate to contact the GEAPS Office, by email or at (763) 999-4300.

Registration for the GEAPS Exchange will open mid-October as well, please don’t forget to register early to get the best prices!


Helpful Links

GEAPS Exchange 2017 Schedule

Visit Kansas City

Frequently Asked Questions

Exhibitor Resources

For technical assistance please contact: Support@a2zinc.net

Sponsorship and Exhibit questions please contact: conferences@geaps.com