By booking through the Exchange housing system, you’ll not only get the benefit of specially discounted rates but you’ll get the benefit of easier transportation to and from the convention center. Due to the large nature of the Ernest N. Morial Convention Center, and where the hotels sit relative to Exchange, GEAPS has also secured complimentary shuttles for attendees staying at the contracted hotels.
Important Dates for 2019 Housing:
- Oct. 17, 2018: GEAPS Exchange Hotel Block Opens
- Jan. 25, 2019: Cancellation Deadline
- Feb. 7, 2019: Cut-Off Date for Hotel Reservations. Room availability and special conference rates cannot be guaranteed after this date.
GEAPS has reserved room blocks and obtained special conference rates for Exchange attendees at several hotels near the convention center. In order to ensure the best experience for attendees, GEAPS has partnered with a housing management company, Experient.
Click the map to see where each Exchange hotel is located. The Exchange 2019 Expo will be in Halls H-I-J of the Convention Center.
Please note that booking through Experient is the only way to access our official housing block.
Housing Scam Advisory
Please be aware that GEAPS does not contact individuals and/or companies with special deals on accommodations for Exchange 2019. 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 2019 lodging will come directly from GEAPS.
Housing Cut-Off Date
The Exchange 2019 room block cut-off date is Feb. 7, 2019. 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.
GEAPS Cancellation Policy
Please be aware that our room block cancellation deadline is Jan. 25, 2019. 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.
Official Housing Partner
In order to accommodate the needs of the growing Exchange, and ensure the best experience for attendees, GEAPS partners with a housing management company, Experient. All hotel reservations and inquiries for Exchange 2019 will be handled by Experient, GEAPS’ official housing management company.
Exhibitors looking to secure multiple rooms for their booth workers can use 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 percent 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 the hotel rate plus taxes and fees. At the Hilton Riverside this would equal $1,000 ($250 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. 18, 2019. 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 to 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, please contact our Exchange housing partner Experient.
Have questions regarding the GEAPS room block?
Please contact Experient, GEAPS’ official housing management company by one of the methods below.
- Email For Attendee Inquiries: firstname.lastname@example.org
- Email For Exhibitor Inquiries: email@example.com
Customer service phone number for exhibitors and attendees:
- (800) 967-8852 (U.S. and Canada)
- (847) 996-5382 (International)