Exhibitor Housing

Hotel Reservation Policies

Cancellations

All cancellations must be made through the PMA Housing Office, and must be received by September 20 (August 25 for blocks of 10 or more rooms). After this date, deposits are non-refundable and the PMA Housing Office will continue to process reservations and changes subject to hotel availability. All cancellations must be received in writing.

After reconfirming your departure date at check-in, should you decide to leave early, you will not be refunded any monies. Failure to check-in on the scheduled date of arrival will result in the loss of deposit and cancellation of room for the remainder of the stay.


Guarantees/Deposits

All reservations require a per-room deposit, and the remainder may be paid upon check-in. Reservations cannot be processed without a deposit. Payment may be made by a major credit card (American Express, VISA, Master Card, and Discover) or check drawn on a U.S. bank made payable to the PMA Housing Office, Expovision. Purchase orders cannot be accepted. Your card will be charged the appropriate amount immediately. The deposit will appear on the room account at check-in. Credit card charges may not be charged to another card after the initial charge has been processed. Note that all reservations are guaranteed for late arrivals. Failure to check-in on the scheduled date of arrival will result in the loss of deposit and cancellation of the room for the remainder of the stay.

Upon arrival at the hotel, you will be required to reconfirm your departure date and will be charged for the duration of your stay less the original deposit. After reconfirming your departure date at check-in, should you decide to leave early, you will not be refunded any monies.


Hospitality Suites
PMA has adopted the following policies related to hospitality suites used by industry members during our convention:

  • Hours for major hospitality (12 or more people) are restricted to the following:
    • Thursday,
      hotel suite
      October 19 after 8:30 pm
    • Friday, October 20 after 5:00 pm
    • Saturday, October 21 after 5:00 pm
  • Non-exhibiting companies may not use a hospitality suite as an exhibit booth. PMA reserves the option of denying future hospitality suites to companies that violate these policies.

Exhibitor Warnings

Please be aware of housing poachers that have been contacting exhibitors about booking hotel rooms for Fresh Summit. We are NOT working with any outside companies to provide housing details and we apologize for the inconvenience. Please ignore these pirating emails/calls. Expovision is the only company that is officially sanctioned and certified by PMA to book hotel rooms on behalf of its exhibitors and attendees as the PMA Housing office. Those who opt for alternatives to the PMA negotiated rates may find themselves at risk.

Here are some of those companies to watch out for:

  • Global Expo
  • Events Plus Corporate
  • Expo Housing Services
  • Exhibitor Housing Management
  • Exhibitor Housing Services
  • Corporate Booking Services (CBS Inc)
  • Global Travel Partners
  • TravelEra
  • International Events
  • Global Housing Services Corporation
  • Convention Housing Authority
  • Hotel Roomerz
  • National Hotels Assocation/National Travel Associates
Rooms should be reserved and confirmed only through Expovision to ensure that your reservations are guaranteed and that you receive the discounted group rates negotiated by PMA. PMA and the official Housing Office can only assist guests prior to and on site that have booked rooms within the official room blocks.

Frequently Asked Questions


What is the host or headquarter hotel?

PMA does not designate a host or headquarter hotel. The expo, general sessions and all education are held in the convention center. Reception locations are confirmed in June and are not necessarily hosted in a hotel.

What hotels are available?

For an official list of PMA Fresh Summit hotels along with their rates and deposit information click here. For an official hotel map click here.

How do I add names or make changes to my existing reservation(s)?

Names and dates can be entered online through the PMA Housing website by using your email address and password from your original reservation confirmation. You can also submit a list of names and dates to the PMA Housing Office at pmahotels@expovision.com.


The hotel I want to reserve is currently full. How do I get on a wait list? 

A waitlist is available for all official PMA Fresh Summit hotels. To waitlist, select the waitlist button that is located next to the unavailable hotel and follow the prompts. You are able to waitlist at the hotel only or waitlist and be confirmed for a reservation at an alternate hotel.


What are the benefits of booking my reservation through the PMA Housing Office?

Booking hotel rooms through Expovision, the official PMA Housing Office, is beneficial for the following reasons:
  • Expovision guarantees the lowest published hotel rates available during the event period.
  • Convenience of checking rates and real-time availability at all official PMA hotels at one time through the housing office.
  • Personalized customer service for your individual needs
  • Comfort in knowing you have a “housing advocate” to work with you on your hotel requirements.
  • Access to shuttle service to and from hotels in the official PMA Housing block to the convention center
  • Dedicated on-site housing team at Fresh Summit to re-confirm all hotel reservations and assist with any last-minute requests 24 hours a day during the show.

Is there a limit to the number of rooms I can book at one time on-line?

You may book 20 rooms online at one time. For room blocks of 20 + rooms the housing request form will need to be completed and submitted. This form is located on the housing reservation page under Housing Information. A housing group representative will then be assigned to work directly with you in managing your large room block.

Why do reservations of 20 or more rooms have an earlier cut-off date to submit their names and arrival/departure dates?

Large room blocks are given an earlier cut-off so that any unused rooms can be released giving attendees an opportunity to book their rooms in the PMA Housing block at the group rate.

Why is a deposit required when the hotel doesn't charge one if I book direct?

A deposit is charged to guarantee the discounted group rate. If you choose to book direct, the group rate will not apply.

How do I receive the hotel confirmation numbers?

Hotel confirmation numbers are available upon request. Contact the PMA Housing Office at pmahotels@expovision.com

Hotel Questions?

Expovision

PMA Housing Office

+1 (866) 774-0457

Email Expovision

Patti Shanks Johnson, CMP

Meetings Manager

+1 (302) 607-2115

Email Patti