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Convention '09

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Convention '09 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 +1.859.226.4414.
  • 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 +1.866.364.2140 (Toll Free) or +1.913.338.9423 (Int'l.) through Oct. 12, 2009. After Oct. 12, 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 9, 2009
  • 75% refund: written request received between July 10 and Sept. 4, 2009
  • 50% refund: written request received between Sept. 5 and Oct. 2, 2009
  • 25% refund: written request received between Oct. 3 and Oct. 23, 2009
  • Refunds will not be granted on written requests received after Oct. 23, 2009

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. Registration must be received by June 23, 2009, 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 Destination Pavilion and 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 Destination Pavilion and 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 NTA Registration so that an announcement can be made during the Exchange session and you are not perceived as a no-show by your fellow delegates.
  • Conclude your Exchange appointments on time.
  • Decorations or banners are not permitted in Destination Pavilion or Exchange booths.
  • The only handouts permitted in the Destination Pavilion and Exchange are business cards and a one-page company profile.

 

Tour Operator Rebate

Tour operators who participate in the Destination Pavilion and 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 July 9, 2009.

 

  1. Must update their Company Profile form via NTA.travel by July 9, 2009. (Company profile updates submitted between July 10 and Sept. 14 will be eligible for a partial rebate.)

 

  1. Attendance and participation in all Destination Pavilion and Tour & Travel Exchange sessions, including the Appointment Scheduling Sessions, are required.

 

  1. Attendance at Fast Pitch session is required. (NEW!)

 

Tour operators who register after the Early Bird deadline of July 9 (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 Destination Pavilion and 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. 16, 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 Meetings and Events Department in writing by Sept. 7, 2009. 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 Saturday 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 Destination Pavilion and the Tour & Travel Exchange only when it benefits the person with whom the appointment is scheduled and in the lounge area.

Miscellaneous

 

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

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.

Tour operator 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.