Frequently asked questions

Gartner cares about the health and safety of our community. Please join us in this effort by continuing to monitor your health before and throughout the conference. 

  • We encourage everyone to be up-to-date with COVID-19 vaccination and boosters along with an annual flu vaccination to reduce the risk of serious illness.
  • If you are experiencing cold or flu-like symptoms please do not attend the conference.
  • Should you begin to feel unwell while at the conference, we will assist with finding a nearby medical facility.
     

What health and safety precautions will be taken during the conference?

Enhanced cleaning and sanitation measures will be in place across all venues and during all activities. Hand sanitizer will be easily accessible throughout the venue, and face masks will be available upon request at the information desks. 
 

What if something changes before the conference?

We will communicate any changes or updates on our website, and inform registered participants via email no later than two weeks prior to the conference.
 

How can I make a change to my registration if necessary?

To make any changes to your registration, please contact GlobalConferences@gartner.com for support.

How do I register for the conference?

There are three ways to register for the Gartner IT Symposium/Xpo™ conference:

  1. Register online
  2. Register by email: GlobalConferences@gartner.com
  3. Register by phone: 1 866 405 2511
     

What payment methods do you offer?

Payment can be made by check, credit card or wire transfer. Gartner clients can contact their Gartner representative to inquire about using Gartner conference tickets as partial or full payment. Payment should be made prior to the conference.


What is the cost to attend?

Please visit our Registration page for pricing information.

Gartner clients should contact their account managers for special pricing options or to use a conference ticket as an alternative form of payment.

What is included in the full registration price?

  • Keynotes
  • Two Gartner expert one-on-ones*
  • Roundtables*
  • Workshops*
  • Ask the Expert sessions*
  • Agenda planning
  • Solution Provider Engagement Zone

*Online preregistration is required as space is limited and dependent on eligibility and availability. Gartner one-on-one meetings are subject to expert availability and are not intended for vendor briefings or product demonstrations. Registered attendees will sign up for the Gartner one-on-one and small-group sessions through the Gartner Conference Navigator.


What are the conference hours?

The official conference hours will be announced soon.

Group Rate Discount terms and conditions

  • Qualifying paid registrations for Gartner conferences are: cash registrations and paid ticket registrations.
  • A combination of paid tickets and cash registrations may be used to qualify for Group Rate Discount complimentary registrations.
  • Some restrictions may apply to ticket registrations. Contact your Gartner representative if you have questions.
  • All registrations must be paid in full before complimentary Group Rate Discount registrations can be used.
  • Groups must consist of employees of the same organization and are registered for the same conference.
  • There is a limit of four Group Rate Discount complimentary registrations per organization.
  • The Group Rate Discount is voided by all other group offers and promotions for conference attendance. Time-based registration offers such as early bird are still applicable.
  • The Group Rate Discount terms and conditions do not void or supersede Gartner conference terms and conditions. All registrations are subject to the full conference terms and conditions.
  • The conference is organized by Gartner, which reserves the right, at its sole discretion, to limit or deny access to any entity or individual. Receipt of an application and/or payment by Gartner does not constitute acceptance. Application and payments that are not accepted will be returned.

Which Gartner experts will be speaking at the conference?

Please check our Speakers page.


How do I sign up for Gartner one-on-one meetings?

Gartner one-on-one meetings are available exclusively to paid registered full conference attendees. They are not available to exhibitors or exhibitor conference session passholders. Because of the high demand for these appointments, each attendee may reserve two 30-minute one-on-one meetings with a Gartner expert. Preregistration for one-on-one meetings and small-group sessions are available through the Gartner Conference Navigator, our online agenda-building tool.


Am I guaranteed the expert of my choice in my one-on-one meeting?

All registered attendees have the exclusive opportunity to speak directly with a Gartner expert in a private 30-minute one-on-one meeting. Because of the high demand for particular experts, speaker selection is on a first-come, first-served basis.


How do I sign up for roundtables, workshops and other sessions requiring preregistration?

Interactive sessions such as roundtables, workshops and Meetups are available exclusively to paid registered conference attendees, excluding exhibitors and exhibitor conference session passholders. Because of high demand and limited availability, we recommend that you register in advance for these unique sessions. Preregistration will be available through the Gartner Conference Navigator, our online agenda-building tool.

Is there a list of Gartner experts who will be available at the conference?

Yes, a Gartner experts guide will be available soon and will include a complete list of available experts, as well as their area of expertise. Please check our Speakers page.


Are there any restrictions around Gartner one-on-ones?

Gartner one-on-one meetings are not available for vendor briefings or product demonstrations with experts. The expert reserves the right to stop the meeting if this occurs. Gartner clients interested in briefing experts may contact the Vendor Relations department by emailing vendor.briefings@gartner.com to schedule a meeting following the conference.

When can I make my hotel reservation?

Gartner will start accepting reservations from registered attendees on Wednesday, November 30, 2022.

How do I make a reservation?

To make a reservation you will need to login to your conference registration in your gartner.com account and select “Book Hotel.” For more detailed instructions about how to make a reservation please visit our Booking Guide. Alternatively, you can contact the Gartner Global Conferences team at 1.866.405.2511. Please note that only registered attendees are eligible to make a reservation.

Can I call the hotel directly to book my hotel reservation?

No, reservations cannot be made directly with the hotel. Calls to the hotels will be redirected to Gartner Global Conferences team.

Will there be special rates offered by hotels in Orlando?

Yes, the official Gartner IT Symposium/Xpo 2023 hotels offer special discounted rates for registered attendees. Additional charges such as taxes, multiple occupancy fees and resort fees vary by hotel and are not included in the room rates. For a complete list of our partner hotels please click here.

Will a minimum night stay be required?

Reservations made at the Walt Disney World Swan and Dolphin Resort require a 4-night minimum stay. All other Gartner IT Symposium/Xpo hotels require a 3 night minimum stay.

Why do I only see certain hotels available?

The hotels you see are based on the dates selected and availability at the time of your booking. Please note that the Walt Disney World Swan and Dolphin Resort, Swan Reserve, Disney's Yacht and Beach Club Resorts and Disney's Boardwalk Inn are available exclusively to Executive Programs Primary Members, Team Leaders, as well as Gartner for CIO primary members and Gartner for MSE CIO clients. Access to these hotel rooms is subject to your membership status at the time of the conference.

How do I make a special request for my reservation? (Bed type, Close to elevator, fridge in room, etc.)

All special requests can be entered during your hotel booking. Note that all requests are based on hotel availability and are not guaranteed.

If you have any accessibility needs, please contact us at GlobalConferences@gartner.com.  We are committed to providing a welcoming and inclusive conference experience for all participants and will work with the hotel to accommodate you.

What if I need to change my hotel reservation?

You can edit your hotel reservation by going back into your event registration in your gartner.com account and selecting “Edit Reservation.” You can also contact Gartner Global Conferences team for assistance. Changes made after 5:00 p.m. EDT on September 15, 2023 must be done directly with the hotel.

What is the hotel cancellation policy?

All reservations are subject to a non-refundable deposit equal to 1 night’s stay before September 15, 2023. This can only be waived if the reservation is canceled within 3 business days of the time of booking and prior to the September 15, 2023.. After September 15, 2023. cancellations must be made directly with the hotel and you will be charged a non-refundable deposit equal to the full minimum night stay. Please note, the rate provided at the time of booking and listed in your confirmation email will be the rate charged to the credit card provided at the time of booking for your non-refundable deposit or cancellation fee, including applicable taxes and fees. Government rate rooms will not be charged until check-in and are subject to the same cancellation policies outlined above.

Failure to check-in on your scheduled arrival date will result in the cancellation of your entire reservation and will be subject to the cancellation penalty.

If you cancel your conference registration, you will need to cancel your hotel reservation separately.

Please email GlobalConferences@gartner.com if you are no longer planning to attend the conference, so we can cancel your registration.

I received a phone call from someone saying they can offer me a room at a lower rate or at a different hotel. Is this a scam?

It is possible that you may receive phone calls, emails or see websites from unaffiliated organizations and individuals who claim to be acting on behalf of Gartner and offer assistance booking a hotel room for the conference. Please note that Gartner has not authorized them, or anyone else, to contact you on our behalf.  Gartner does not recommend that you do business with them or provide them with your contact or payment information or other personal details. If you choose to do so, you solely assume the risk.  A list of known unaffiliated organizations, web sites and individuals may be found here: Fraudulent Hotel Providers.  If you have questions or would like to report a scam attempt, please email ReportPhishing@gartner.com.

Are rooms available at a government rate for Public Sector attendees?

A limited number of Government rates are available for US Officials on a first-come, first-serve basis. Attendees booked at the government rate will be notified of any change and will not be charged a deposit until check-in. They will be subject to the same cancellation policies as outlined. A valid government or military ID will be required at check-in for the hotel to reconfirm your eligibility to receive the per diem rate.

If the public-sector rate is no longer available and you chose to book a room at the commercial rate, please note that the price will not be adjusted, regardless of your public-sector status. The rate listed in your confirmation email will be the rate you will be charged by the hotel.

Do I qualify for the GSA rate?

Government rate qualifications are subject to each hotel’s individual policies. With the exception of the Marriott Villages hotels, all of the Gartner IT Symposium/Xpo 2023 hotels require attendees requesting the government rate to meet one of the following criteria: 

  • United States Military
  • Employee within federal, state or local United States government
  • Employed in higher education and K-12 organizations funded by the United States government (public school systems)

The above does not include contractors working with or for the public sector, private education organizations or non-profit organizations (.orgs).

Please note, the Marriott Villages (Courtyard, SpringHill and Fairfield Inn) will honor the government rate to members of the public sector from both inside and outside the United States. All reservations made at the government rate are subject to review and will require you to present official identification of public sector status at the time of check in.

Can I pay for my Public Sector hotel reservation upon arrival?

Attendees who have booked a GSA rated room will not be charged until check in.

Can I book more than 1 reservation?

Only one hotel reservation per registered attendee is permitted. In order to provide an enhanced booking process for our registered clients multiple reservations and/or “Place Holder” reservations will not be allowed. However, if you are part of a registered team looking to stay together, please contact the Gartner Global Conferences team at 1-866-405-2511.

How do I get to the event if I am at one of the offsite properties?

We offer transportation from the official Gartner IT Symposium/Xpo 2023 hotels. Shuttles will run every 10-20 minutes throughout the event hours. On the evening of the Special Event the shuttles will return to the hotels on each of the bus routes.

What if I am driving in for the conference or if I want to stay at a hotel that is not listed as an official Gartner IT Symposium/Xpo hotel?      

We do offer a shuttle from the ESPN Wide World of Sports Touchdown parking lot. You may drive your car and park here, and we will provide shuttle service to the Dolphin Hotel. Shuttles will run every 10-20 minutes throughout the event hours. On the evening of the Special Event the shuttles will return back to this lot as well. Please note there is no parking at the onsite hotels for the symposium.

Who do I contact if I have additional questions?

For additional assistance, please contact the Gartner Global Conferences team at 1-866-405-2511. You can also access a list of our global numbers here.

Am I able to view session documentation?

Yes, the slides for each session can be found within the session description on Gartner Conference Navigator. 

What should I do as a first-time attendee?

  • Before you arrive, build your agenda using the Gartner Conference Navigator (on your desktop or through our mobile app).

  • Make sure your profile is complete to get the best from our profile match feature. Share information about your interests and priorities to discover the sessions that are the best fit for you. 
  • Be sure to register in advance for any roundtables, Gartner one-on-one meetings or workshops you’d like to attend. We also have networking breakfasts and breaks running throughout the conference to help you expand your network.
  • Join us at IT Xpo during daily receptions so you can meet with the technology leaders in the space and find the solutions you need.
  • Keep an eye out for emails from the Conferences team, with key updates, tips and tricks to getting the most out of your experience.
     

What is the Gartner Conference Navigator app and do I need to download it?

Gartner Conference Navigator is your hub for the conference. Here you can view and filter sessions, build your agenda, register for interactive experiences, schedule your meetings and more. We recommend using the app for an optimal conference experience. Search “Gartner Conference Navigator” in your app store to download. The app allows you to view and update your agenda, network with other end users, receive important notifications and more.


Is my attendance limited if I am not currently a Gartner client?

Absolutely not! As long as you have fully paid your registration fee, you have access to all conference activities, along with Gartner session documentation. If you’re interested in becoming a Gartner client, you can visit the Gartner Zone to better understand the benefits you’ll receive.


Are there limited seating sessions that I need to sign up for?

Yes, you will need to sign up in advance for some sessions, such as workshops, Meetups and roundtables. If you try to register for a session and it is listed as “full” or “closed,” there is still a possibility you can attend. Once at the conference, find the room for that session and arrive there about 15 minutes prior to the session start to have your name added to the waiting list. Spaces will be allocated on a first-come, first-served basis.
 

What should I wear?

We suggest comfortable shoes — you’ll be doing a lot of walking from your hotel room to the conference space, from session to session and navigating the show floor. Business casual dress is what most attendees opt for, but we also recommend that you dress in layers as the conference rooms can get chilly.

Am I able to purchase a copy of the attendee list?

No. Gartner does not post or sell attendee lists. For more details, please review the registration terms and conditions.

In the conference industry, we often come across fraudulent service providers who claim to be able to offer attendee lists or discounted passes. Gartner has not authorized anyone to contact you on our behalf and we encourage you to avoid these attempts by not engaging with suspicious emails or calls as they are phishing scams. If you have been contacted by such a provider please inform Gartner at ConferencePhishing@gartner.com. 

For a list of fraudulent providers that have been reported to Gartner, please click here.

What is Gartner Conferences doing to cultivate an inclusive experience?

The Gartner Conferences team is committed to creating a respectful, friendly and inclusive experience for all participants. Diversity, equity and inclusion are core components of Gartner culture, and we take pride in bringing together a community that is welcoming and thoughtful of others. Gartner conferences include elements such as accessibility ambassadors, prayer/meditation rooms, and parent/mother rooms to help foster a deeper sense of inclusion and further enable attendees to bring their whole selves to the conference.
 

How do I communicate my accessibility needs?

We are committed to providing a welcoming and inclusive conference experience for all participants. If you have an accessibility-related need for a conference, please let us know in your registration profile or email us directly at GlobalConferences@gartner.com, ideally at least three weeks prior to the conference. Once we receive your request, one of our accessibility ambassadors will contact you.

Please email GlobalConferences@gartner.com with any additional questions or feedback on accessibility.
 

How can I share my feedback on making the Gartner conference experience more inclusive?

Gartner is committed to hearing all voices. Diversity, equity and inclusion are critical across all aspects of our business. Help us, challenge us, inspire us and share your thoughts, ideas and suggestions for how we can make our conference experience a more inclusive one. Please email GlobalConferences@gartner.com to share your feedback. To learn more about how we are creating a more inclusive environment, visit the Gartner Diversity, Equity and Inclusion Resource Center.