AWS Bookable Meeting Space Request Portal
Overview
Looking for space during AWS re:Invent 2019 to host a function? We have bookable meeting space available for customers, AWS employees and partners. Meeting and reception blocks are available Monday, Dec. 2–Thursday, Dec. 5. Meeting space is available at the Encore Hotel, 8:00AM–7:00PM. Receptions can be hosted at either the Encore or ARIA hotels, 6:00PM–10:00PM. Availability may be limited during specific days and times due to other conference events.
Meeting space is available in 2-hour and 4-hour blocks, with a limited number of small rooms available in 1-hour increments. Reception space is available in 4-hour blocks. If you are interested in multiple meetings, or blocks outside of the standard reservation options, we will do everything we can to accommodate your request - please reach out to the BMS team at AWSBookableMeetings@regsvc.com to assist you.
A variety of meeting and reception room options, capacities, and configurations are available. Standard resources and staffing are included in your rental. Additional audio-visual equipment, meeting supplies, and catering can be added to your booking at your expense. Sample room layouts are available in the Room Options and Pricing section of this page.
Booking Information
Booking Process
Determine how many guests you anticipate hosting, length of your function, and your meeting room set requirements before booking. When the BMS toolis live, you’ll be able to view availability, detailed floorplans, and pricing.Until then, an overview of the room capacities, floorplans and inclusions is available in the Room Options and Pricing section of this page.
- Payment in full is due at the time of booking. Confirmation of your payment and booking reservation will be sent to you by the bookable meeting space team. Fees for added services (e.g. catering, décor, enhanced audio/visual) will be charged when the requestor approves the added services and fees and is due within seven business days.
- Payment can be made using Amazon Pay, and any credit card can be attached to the Amazon Pay account for completion. For AWS employees, internal transfers are an option for payment.
- After confirming payment, a receipt will be sent to you, at which time you can begin planning your meeting and inviting attendees.
- You can request added services such as catering, furnishings and AV beyond the standard inclusions. Please include this information in your request and it will be reviewed. The Encore catering menu is available here. Please inquire with the BMS team for catering at the Aria.
Policies and Deadlines
- The room reservation fee is due at the time of booking. If payment is not received within 7 business days of your meeting request status being updated to "Approved Pending Payment", the space will be released on the 8th business day.
- Payment for added services (e.g. catering, décor, enhanced audio/visual) must be received within 7 business days of requestor approval. Any added services order not paid for in full within 7 days or by Monday, November 25th (whichever comes first) will be cancelled.
- FRIDAY, AUGUST 30
- On or after this date, 50% of the room rental fees and 100% of audio visual and catering add-ons will be refunded if space is released. Cancellation requests received in writing to ASBookableMeetings@regsvc.com before this date will be fully refunded.
- FRIDAY, OCTOBER 25
- On or after this date, no refunds will be issued for cancellation on rental fees, audio visual, or catering add-ons.
- MONDAY, NOVEMBER 4
- All requests for added services (e.g. catering, décor, enhanced audio/visual) must be submitted by this date.
- Changes past this date will incur a 15% rush charge and depending on the request, may also incur additional charges
- New requests submitted after this date may be limited as subject to availability. Our BMS team will work with you and the vendor teams to accommodate you as best as possible. Additional fees will apply.
- MONDAY, NOVEMBER 18
- The cost for added services (e.g. catering, décor, enhanced audio/visual) increases by 30% after this date for changes or new orders. Our concierge team will work with you and the vendor teams to accommodate you as best as possible, but it will be limited what can be accommodated.
Room Options and Pricing
A variety of meeting room options, capacities, and configurations are available for your function. Once the request tool is live, you’ll be able to view floorplans for each room. Here are samples:
FAQs
Contacts
- Who do I contact with questions?
- Our BMS team can help with questions, AWSBookableMeetings@regsvc.com. Please do not contact the venue directly.
Online Request Tool Questions
- What do I do if I forget my password?
- Our BMS team can assist you, email AWSBookableMeetings@regsvc.com.
- How do I update my event information?
- You will be able to re-enter the booking tool via a link in your confirmation email.
Payment Questions
- How do I pay for my meeting reservation?
- Payment by credit card can be made using Amazon Pay, any credit card/p card can be attached to the Amazon Pay account for completion. For AWS employees, internal transfers are an option for payment. Additional payment instructions will be shared as your request(s) are confirmed.
- Can I get a receipt for my event?
- You will be sent a confirmation email with payment receipt details from AWS re:Invent Bookable Meeting Space Communications/donotreply@eventpoint.com when payment is completed.
- Be sure to check your junk mail folder if you don’t see an email in your inbox.
- You will be sent a confirmation email with payment receipt details from AWS re:Invent Bookable Meeting Space Communications/donotreply@eventpoint.com when payment is completed.
Room Rental Questions
- What is included in the cost of the room rental?
- Refer to the Room Options and Pricing section of this page for detailed information. Anything above and beyond the listed inclusions will be charged to the meeting requester. When your meeting reservation is confirmed and paid for, please reach out to AWSBookableMeetings@rgsvc.com for added services.
- Can meeting rooms be booked for longer than 4 hours?
- Yes. If you are interested in multiple meetings, or for blocks outside of the standard reservation options, just let us know. We are happy to work with you to review your request and determine further availability.
- Is there any space available other than what is in the tool?
- Due to the size of re:Invent, there is very little additional space available due to conference events. Our recommendation is to try to make something work for your needs within BMS.
- Are re:Invent passes required to use this space?
- The meeting host must be a registered re:Invent 2019 pass holder. Meeting participants who do not have a re:Invent pass will be required to get a wristband at the BMS team desk for identification purposes.
- What is the cancellation policy?
- Reference the Cancellation Policy the Booking Information are of this page.
- Please notify the BMS team should unforeseen challenges occur on the day of your event.
- Reference the Cancellation Policy the Booking Information are of this page.
- How soon can I arrive for my meeting or reception?
- Meetings are scheduled throughout the day, and there may be a group preceding your contracted space, as well as, arriving after you conclude your meeting. Meeting space is generally available one half hour (30min) prior to your event start time, and must be exited within one half hour (30min) after your contracted event ending time.
- Who do I contact the day of my meeting or reception?
- We'll provide event day details in an email, but you can also connect with your BMS team located at the Information Desk in your contracted location. They are available to review the site with you and answer any questions prior to your event.
- How do I ship materials for my event?
- Both Advance Warehouse Shipment and Direct to Show Shipment options are available. To contact our Shipping Team, please email shiptoreinvent@regsvc.com. All shipping is managed through our Shipping Team to ensure seamless and successful shipping arrangements. provide detailed shipping information in communications after your function(s) are confirmed.
- Will there be additional staffing onsite to help direct my guests?
- Yes. There will be event staff available to help direct and assist guests attending your meeting.
- What changes or additions can be made onsite?
- Any day of changes to audio visual or catering is not guaranteed. If the property is able to accommodate the request, an additional 30% rush fee will be incurred by the meeting requestor. All meeting blocks are designed to support the best possible use of space and resources. Changes to room layout, tables, chairs, linens, etc. are limited and not guaranteed.
- What is the final date to make changes to AV or Catering?
- All audio visual and catering requests must be submitted by Monday, November 4. Any changes past this date will incur a 15-30% rush charge.