EXHIBITOR HOUSING POLICY

Overbooking of exhibitor rooms may cause the host hotel to prematurely sell out of rooms and displace attendees. To continue to provide the best service, and availability of rooms to all attendees, the 340B Coalition has established the following housing policies for exhibitors:

Hotel rooms are for qualified exhibitors only.
Once a booth is purchased, we will provide the primary booth contact with a link to make hotel reservations.
All exhibitors must make their hotel reservation through their primary booth contact.
A valid credit card must be provided at the time the reservation is made. You will be charged a one (1) night deposit.
Place holder reservations under one person's name will not be accepted. All reservations must have a unique name assigned to each room.
Reservations for guests that are not registered attendees of the conference will be canceled, and arrangements will need to be made outside of the conference hotel block(s).
If you require a block of 10 or more rooms, you must complete the “Hotel Agreement Form”. Once approved, we will send you a rooming list form to complete for the 10 or more attendees. The completed form will be sent directly to the Gaylord Hotel to set up a special block of rooms.
- A credit card authorization form, sent via secure link, will be emailed to the main group contact. All rooms associated with this request for guest rooms will be billed on one credit card. The credit card will be charged for the entire dollar amount of the block request on June 22.
IMPORTANT NOTE ABOUT HOUSING. The 340B Coalition Conference does not work with third party housing vendors to assist with hotel reservations. Please disregard any requests or information you receive regarding an existing reservation, or to make a new reservation, unless it is directly from 340B Health or the Gaylord National Hotel.
Daily parking fees range from $46/daily for self-parking to $70/daily for valet parking.

IMPORTANT DEADLINES:

Sub-Block Request Deadline: Friday, May 15 – All sub-block requests must be completed by this date.
Rooming List Deadline: Friday, June 5 - A complete and final rooming list with names of registered conference attendees and guarantee for each reservation must be submitted for all blocks held. Any rooms not reserved or assigned to an attendee with a valid conference registration will be released. Requests for additional rooms will be based on availability.
Cancellation Deadline for subblocks: June 5- Cancellations after this date will be charged the full amount (room rate plus tax) per reservation for the entire duration of the stay.

Please whitelist info@cvent.com to ensure all housing communications are delivered to your inbox.

Questions? Contact Robin Hayes Wishom at 202-552-5856 or robin.hayes@340bhealth.org