2008 NTA Annual Convention Policies
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 859.226.4414.
·
Refunds are not available for late arrivals, unused services,
unattended events or early termination of attendance.
·
Refunds are not available for fundraising events such as Rock for
Tomorrow or the Issues Luncheon.
·
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 at
888.221.9425 through Oct. 17, 2008.After Oct. 17, cancellations must be made with your hotel.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, 2008
·
75% refund: written request received between July 9 and Sept. 5, 2008
·
50% refund: written request received between Sept. 6 and Oct. 3, 2008
·
25% refund: written request received between Oct. 4 and Oct. 24, 2008
·
Refunds will not be granted on written requests received after Oct. 24,
2008
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. Registration must be received by June 15 and placement is based on a
first-received, first-confirmed basis. If the Exchange fills prior to the
deadline, 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 the
·
Conclude your Exchange appointments on time.
·
Decorations or banners are not permitted in Exchange booths.
·
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:
Tour
operators who register after the Early Bird deadline of July 6 (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. Private/by-invitation events may be held Monday, Nov. 5,
during Dine-around. Please note that Monday is the only official NTA
Dine-around evening scheduled.
Organizations
intending to hold a private/by-invitation event must inform the NTA Operations Department
in writing by Sept. 7, 2007. NTA reserves the right to postpone or delay any
private function conflicting with an official NTA function.
Attire
Official NTA Convention attire [sports jackets (tie optional), dress slacks,
dress shirts and dress shoes for men; dress slacks or skirt, dress blouse or
sweater and dress shoes for ladies] is required during all business hours
unless otherwise specified. Delegates not adhering to this policy will be asked
to return to their hotels to change into appropriate attire. Please note that Friday
has been designated a casual day (jeans are acceptable). Sponsors and
exhibitors may wear themed/logo apparel to their sponsored event(s) and in
their exhibit booths. Casual attire is suggested for 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 and in the
lounge area.
·
Smoking is permitted in designated areas only.
·
Children, including infants, under the age of 18 are not permitted on
the Exchange floor.
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.