Housing Request Process

Housing Request Process

The timeline and procedures for the Exhibitor Housing Process are as follows:

 

You may now begin submitting your housing request online.

  • Sponsors and Exhibitors are expected to make housing arrangements through GBTA’s official housing process and onPeak (GBTA’s housing vendor) as part of their commitment to and support of GBTA Convention 2019. International exhibitors and those with international offices are reminded that they must also adhere to this housing policy.
  • All company room block requests will be limited to a 10% increase from the company’s actual hotel pickup from the GBTA Convention 2018. Additional room requests will be taken into consideration on a case by case basis.
  • Room blocks are only for confirmed Exhibitors & Sponsors. If you would like to purchase a booth, please contact Heather Brown at hbrown@gbta.org.
  • If you only require one (1) room and do not want to request a block you can book a single reservation after you have registered for GBTA Convention 2019 by clicking on the “Housing Reservations” button in your registration confirmation.
  • Visit the GBTA Room Block Request site anytime between now and January 18, 2019.
  • Fill out the required information on the site and choose your top 10 hotels by inputting your hotel rankings from 1 - 10 (with 1 being your top choice and 10 being your least favorite choice). You will also need to fill out your list of alternate preferences in the event that your top 10 hotels are sold out. These will include, but are not limited to, closest available hotel, least expensive available hotel or a specific hotel brand.  
  • Please note that the following hotels are reserved exclusively for Buyers, Diamond and Gold Sponsors and will not be displayed as options to request on the form. However, if you are interested in any of these hotels please indicate them in the notes section of the form and should additional inventory come available at a later time you will be contacted by our housing vendor, onPeak.
    • Hyatt Regency McCormick Place - HQ Hotel
    • Marriott Marquis Chicago
    • Hampton Inn at McCormick Place
    • Hilton Garden Inn at McCormick Place
    • Home2 Suites at McCormick Place
January 18, 2019
  • Final day to submit housing requests.
  • After January 18, 2019,the GBTA Housing Vendor will begin assigning room blocks with GBTA’s review and approval.
  • PLEASE NOTE: If you miss the deadline to submit your Room Block request, you can continue to submit requests; however, these requests will not be reviewed, approved or assigned beginning March 1, 2019.  Please be aware that your late request will only be confirmed based on remaining inventory.
February 20, 2019
  • Housing Room Block assignments confirmed. 
  • All room block assignments are reviewed and approved by GBTA.
  • On February 20, 2019, those companies who submitted requests by the January 18, 2019 deadline will receive a payment required email from the Official GBTA Housing Vendor (onPeak*)with their housing room block assignment(s).
    • The primary Room Block Contact will have 72 hours upon receipt of this payment required email to add in their credit card details to confirm acceptance of their hotel room block assignment(s).  Only one credit card needs to be added at this point and can be changed at any time.
February 28, 2019
  • Sponsors/Exhibitors acceptance of room block assignments
  • By February 28 – all sponsors/exhibitors should have provided a credit card in response to the payment required email to confirm acceptance of their hotel room block assignment(s). Only one credit card needs to be added at this point and can be changed at any time. Any companies that have not accepted their room block assignments after February 28th will be released back to general sale. 
February 27th & 28th, 2019
  • GBTA Housing Webinars
  • On February 27 and 28, 2019, the GBTA Housing Vendor will host webinars explaining how to use the online reservation system. The system is new for 2019 so we highly recommend you attend one of the webinars.
  • The main contact listed to manage the room block will receive an invitation to these webinars.
March 1, 2019
  • Housing Room Block Management site opens
  • On March 1, 2019, you may begin entering your rooming lists. The information you need to access the online system will be included in your room block assignment confirmation email.
June 3, 2019
  • Deadline - Rooming lists and deposits due
  • You must enter your rooming list and provide a one (1) night room + tax non-refundable deposit per room booked via credit card by June 3, 2019.
  • Any rooms not booked within your block by this deadline will be released for resale.
  • You can make name changes and date changes to any reservation after this date however please remember that any room cancellations from your room block, beginning June 4, 2019, will forfeit the one-night room + tax deposit per room canceled.

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*Official Housing Vendor - onPeak

onPeak: The only Authorized Housing Vendor for GBTA Convention 2019

onPeak is the exclusive official provider of housing for GBTA Convention 2019. No other companies or providers have authorization or permission from GBTA to serve as official providers and work with GBTA on housing arrangements, including room blocks. onPeak researches the properties to make certain that Convention attendees will be adequately accommodated. The room block is established to ensure that rooms meet onPeak standards and are offered at a discounted price. You may receive solicitations via email, phone, fax, or letter from other companies and housing providers.

If you are contacted by any company other than onPeak offering housing in Chicago, please note that these companies are not authorized to represent GBTA, nor do they have access to officially contracted GBTA 2019 room blocks or rates in Chicago. These unauthorized companies may falsely use GBTA's logo and claim to be affiliated with or working on behalf of GBTA, and often don't deliver on promises to customers. When customers arrive, reservations are non-existent, or the hotels are not conveniently located. Sometimes the rooms have been cancelled and hefty cancellation fees have been placed on the customer's credit card. If any of these companies contact you directly about reservations for GBTA, do not book with them and contact onPeak or GBTA immediately. Booking with them puts you at risk, and GBTA cannot be held responsible.

Note - GBTA nor onPeak will not ask for you to fill out a paper form to collect credit card information to secure hotel rooms, all credit card information is gathered online via the GBTA Convention 2019 housing portal.

These companies' practices make it more difficult for GBTA to meet our room block commitments and expose us to penalties and increased room rates for our events. GBTA is financially liable for all contracted rooms, whether the hotel sells them or not. This is why we ask that you always book your rooms under the GBTA block. We work diligently to give all attendees the best overall experience at our Convention and ask for your continued support. If you are contacted by any company other than onPeak offering housing in Chicago, please forward the emails or correspondence to onPeak or GBTA. If you have any questions, please contact the GBTA Housing Vendor at gbtaconvention@onpeak.com or call +1 800 789 2436 or +1 312 527 7300.