Travel Exchange 2013 Registration Policies

Orlando, Florida | January 20-24, 2013

(print these policies)

Registration

Registration forms may be sent to:

NTA Headquarters
Attn: Convention Registration
101 Prosperous Place | Suite 350
Lexington, KY  40509
Fax to: +1.859.264.6570

The registration fee is per person and includes official programmed events, materials, social events and meal functions as outlined in the schedule. The fee does not include transportation, housing or fund-raising events, such as Tourism Rocks.

• Spouses/companions may register to participate in evening social events. Registration is intended for attendee spouses, other relatives and friends. They are not available for member company employees or for individuals employed by companies eligible for NTA membership.
  
• Day or event passes and partial registrations are not available for sale.
  
• Attendees must be at least 18 years of age and an employee or contractor of the member organization and must receive income for his/her service and/or serve as a member of the organization’s governing body.

Refunds and Cancellations

• NTA accepts requests for refunds/cancellations made in writing on company letterhead to NTA Headquarters. These may be faxed to NTA at +1.859.264.6570.
  
• Refunds are not available for late arrivals, unused services, unattended events or early termination of attendance.
  
• Refunds are not available for fundraising or ticketed events.
  
• For cancellation due to illness of registrant, please supply a physician's statement to receive a refund less a $50 cancellation fee.
  
• All hotel cancellations must be made through the Housing Bureau. NTA is not responsible for processing any housing cancellations. It is recommended that you obtain written confirmation of your cancellation.

Refund and Cancellation Schedule

100% refund: written request received by July 8, 2012
75% refund: written request received between July 11 and Sept. 2, 2012
50% refund: written request received between Sept. 3 and Oct. 7, 2012
25% refund: written request received between Oct. 8 and Nov 4, 2012
Refunds will not be granted on written requests received after Nov. 5, 2012

Tour & Travel Exchange® Policies

Full Exchange participation (i.e. prescheduled appointments) for tour suppliers and DMOs is limited, based on the number of tour operators participating in the Exchange. Placement is based on a first-received, first-confirmed basis. If the Exchange fills, a waiting list will be established. Those placed on this list will be notified of their final Exchange status prior to the conclusion of the appointment scheduling process.

NTA members are asked to adhere to the following policies and regulations:

• Tour suppliers and DMOs are asked not to contact tour operators prior to the Convention to fill any open appointments, except through the Direct Request scheduling system. Any appointment times that are not scheduled through Direct Request scheduling are to be filled on site during the appointment scheduling sessions. This gives all delegates an equal chance to schedule an appointment on site.
  
• Tour operators may not sell during Exchange appointments. The purpose of the Tour & Travel Exchange is to provide destination and tour component information to tour operators for the purpose of making informed buying decisions. If a tour operator company would like representation in the Tour & Travel Exchange to sell its services, a tour supplier membership and registration are required.
  
• You must be present for all appointments. In the event of an emergency, contact NTA Central.
  
• Conclude your Exchange appointments on time.
  
• Decorations or banners are not permitted in Exchange booths or Destination Pavilion workstations.
  
• The only handouts permitted in the Exchange are business cards and a one-page company profile.

Tour Operator Rebate

Tour operators who participate in the Tour & Travel Exchange are eligible for a post-Convention rebate of their registration fee up to a maximum of US$650 for combined travel and lodging expenses, which includes reimbursement of up to US$325 for the use of airline tickets purchased with frequent flyer rewards. To be eligible for this rebate, tour operators must meet the following criteria:

1. Must register as a full Tour & Travel Exchange participant prior to the early-bird deadline of August 24, 2012.
   
2. Must update their Company Profile form via NTAonline.com by August 24, 2012. (Company profile updates submitted between August 13 and Sept. 30 will be eligible for a partial rebate.)
   
3. Attendance and participation in all Tour & Travel Exchange sessions, including the Appointment Scheduling Sessions, are required.
   
4. Attendance in Fast Pitch appointments is required.

Tour operators who register after the Early Bird deadline of August 24, 2012 (item 1 above), but have met all other criteria (items 2 & 3 above), will be eligible for a partial rebate of up to US$325 for combined travel and lodging expenses (see regulations below).

The rebate will be based on validation by NTA of Tour & Travel Exchange attendance and meeting the above requirements. Tour operators who arrive late, depart early, miss scheduled appointments or violate the Exchange policies are ineligible for a rebate.

Private/By-Invitation Events

NTA does not allow private/by-invitation events to be held during scheduled NTA functions/events.

Organizations intending to hold a private/by-invitation event must inform NTA in writing by Sept. 16, 2012. NTA reserves the right to postpone or delay any private function conflicting with an official NTA function.

Attire

Official NTA Convention dress for men is a sports jacket (tie optional), dress slacks, dress shirt and dress shoes. Women should wear dress slacks or a skirt, dress blouse or sweater and dress shoes. This attire is required during all business hours unless otherwise noted. This applies to the Destination Pavilion, Fast Pitch and Tour & Travel Exchange sessions, seminars/meetings, networking and meal functions.

 

* Monday is a casual day and jeans are acceptable. Sponsors and exhibitors can wear themed/logo apparel to their sponsored event(s) and in their exhibit booths. Casual attire is suggested for the afternoon sightseeing tours.

Cell Phones and Pagers

Cell phones and pagers should be turned off during seminars, meetings and social events. Cell phones may be used in the Tour & Travel Exchange only when it benefits the person with whom the appointment is scheduled.

Miscellaneous

• Smoking is permitted in designated areas only.
  
• Children, including infants, under the age of 18 are not permitted.

Special Assistance

NTA staff will be glad to help you with any special needs (e.g., physical, dietary, etc.). Please note this information on the registration form

Waiver of Liability

The individual, by completing its registration application, agrees to indemnify and hold harmless NTA and the officers, directors, employees and agents of NTA from any and all claims, damages, liabilities, losses, costs and expenses, including reasonable attorneys’ fees to which NTA or the officers, directors, employees or agents of NTA may become subject or liable as a result of or arising out of, directly or indirectly, any action or conduct of the tour operator or of any agents, guests, licensees, employees or invitees of the tour operator while attending or traveling to and from the Convention, including, but not limited to accidents, theft, physical injury, death, fire or otherwise.

Attendee and the employee delegates of tour operator agree to the fullest extent permitted by applicable law to release and waive claims against NTA and the officers, directors, employees and agents of NTA and to discharge them from any losses, obligations, costs and expenses arising from or due to personal injuries or loss of property of the tour operator and its employee delegate while tour operator or its employee delegate is in attendance at the Convention or traveling to or from the Convention, whether or not caused or contributed to, by, or related to any fault or negligence of NTA, its officers, directors, employees or agents, except as to acts or omissions caused by the intentional, willful, or gross and reckless conduct of NTA and/or its employees acting within the scope of their employment with NTA. These provisions are intended to be as broad and inclusive as permitted by applicable law and any interpretation or construction hereof shall be governed by the internal laws of the Commonwealth of Kentucky and not the laws of conflict.

I agree to the use of my photograph or video of myself by NTA, free of charge, in connection with photography or video created by or for NTA and used for promotional purposes.