Convention '09
Convention FAQ
Frequently Asked Questions about Convention ‘09
You have questions, we have answers! Below are some of the most frequently asked questions about the NTA Convention
Did you get my registration?
After you complete your registration online you will receive a confirmation page that you should print for your records. A few minutes later you will also receive an e-mail confirmation. Mailed and faxed registration forms typically take three to five business days to be entered into our system. You will receive an e-mail confirmation when it is processed.
I don't have a credit card. How can I register?
Since online registration requires a credit card, you may print out your completed registration form and mail it, along with your payment, to NTA. Additionally, you may choose to fax your registration to +1.859.226.4414 with your credit card information. Mailed or faxed registration forms that do not have payment included will not be processed. An exception is the DMOs, who have the option to be invoiced with online registration.
May I fax my registration form?
You may complete and submit your registration form on the Convention Web site or print it out and mail it to us. NTA also will accept faxed registration forms at +1.859.226.4414.
How do I make a change?
Changes to the original registration must be submitted to NTA in writing. They may be faxed to +1.859.226.4414 or e-mailed to questions@NTAstaff.com.
May I bring my spouse/friend/companion to a certain event?
NTA does sell a limited number of guest passes to certain evening events. The passes are available by contacting your Member Services Department at questions@NTAstaff.com or can be purchased on site at Convention.
Did you get my housing reservation?
All housing reservations are made through our housing bureau, IHS/NTA Housing Bureau. Please call them directly at (# to be provided). International callers should dial (# to be provided). Exceptions include NTA Board members, speakers and the media.
May I get a list of who is attending?
Yes, the attendee list is available for purchase. The cost is US$300 for a list of all attendees, US$150 for a list of operators only and US$150 for a list of suppliers only. There are two exceptions: a state/province/country DMO representative may receive one list of the delegates attending from their state/province/country, and sponsors will receive a complimentary list per the sponsor plan.
What is a profile form?
Tour supplier/DMO Convention profile forms are a valuable resource for NTA tour operator members. When meeting with tour operators at the Convention, you have the opportunity to provide with a profile form on your company or destination. Since the profile form and a business card are the only materials you are permitted to distribute during Destination Pavilion, Fast Pitch or Tour & Travel Exchange appointments, the information included on your company's Convention profile form is extremely important. When preparing your profile form, remember the important role these resource tools play in the overall success of your Convention experience. Members do not have to submit their profile forms to NTA. Visit the Profile Form Guidelines section of the Convention Web site and view a profile sample. We also can fax them upon request.
Operator profiles are updated on NTAonline.com, so a paper form is not necessary. Each operator company is required to update its online profile prior to July 9 in order to be eligible for a rebate. Even if the company does not have any changes, they need to log in and click the "OK as is" button so that we know it has been reviewed. These profiles are used year-round as well as during Convention.
What should I wear?
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.
When can I submit my appointments?
The online request system will be available July 16 through Oct. 9. The order in which appointment requests are submitted does not have an effect on the appointment schedule. Due to this fact, we recommend that delegates take their time, do research and check the online system often for updates to the attendee list.
When I will I get my appointment schedule?
Customized appointment schedules will be posted online Oct. 26. Delegates will receive a reminder e-mail once the schedules are posted. At that time, you will be able to begin using the Direct Request appointment system to schedule additional appointments.
How do I get more appointments?
NTA's Direct Request appointment system gives all attendees the chance to secure additional appointments before you arrive in Reno. This manual scheduling feature will be available after appointment schedules are posted in October. Here is how it works:
- Select an open appointment time to see a list of delegates who have open slots at that specific time. Tour operators will see available tour suppliers and DMOs; tour suppliers and DMOs will see available tour operators.
- Click on an individual's name to open a window that will allow you to submit a meeting request to that person.
- The next time the requested delegate logs onto the site he or she will see a list of all of the delegates who have sent a meeting request to him or her.
- At that point, the requested delegate can choose to accept or deny each request.
- If the request is accepted, that appointment would be officially added to both schedules.
Please log on to the request system from time to time to check to see if you have received any requests for appointments. You are not required to accept the requests.
What is the overall schedule of the new Convention format?
The new schedule meets your most requested needs. It is a streamlined schedule that affords you more choice, especially related to time out of the office. Here are a few highlights:
- Sightseeing has been moved to Saturday, creating an opening day that is designed with tour operators in mind. Operators will have the Buyer-to-Buyer Exchange, operator-focused education and sightseeing in our host city all in one day. There will, however, be education and a luncheon on Saturday that all delegates are welcome to attend to get the full Convention experience.
- That move gives suppliers and DMOs the flexibility to come in later and spend their time focused on business.
- The DMO prescheduled appointments will take place on Sunday in a regional format with individual stations. DMOs will be seated in their stations with operators walking the floor and shopping for new product development ideas.
- Monday offers an open day of regional shopping on the floor in this enhanced format. This, combined with the prescheduled appointments on the day prior, gives operators the chance to develop complete itineraries on the floor. As always, NTA's business floor is open so all registered delegates are welcome on the floor at all times.
- Monday also will contain the Fast Pitch session for suppliers. This business exchange involves five-minute, prescheduled appointments with the operators that are by supplier request only. A great opportunity to target new business partners.
- Tuesday and Wednesday involve tour suppliers taking 10-minute prescheduled appointments in the Tour & Travel Exchange format (operator sitting and suppliers walking).
Click here to see a complete overview of the Convention schedule.
I'm a tour operator, when should I arrive at Convention?
Naturally, NTA believes that the full week of activities has value for everyone. However, we understand that the commitment of funds and time out of the office is a concern, which is one of the reasons the Meetings & Events Committee developed this new, more streamlined schedule.
As an operator, you would most certainly want to be at Convention for all of the activities on Saturday, as that day is focused on your partnering, educational and business needs. The rest of the week will depend on how you wish to buy. For instance, if you would like to shop the destinations and have the option for prescheduled appointments with the DMOs, you would want to attend on Sunday and Monday as well. If you would like to round out your destination shopping and itinerary planning with one-on-one, prescheduled appointments with suppliers in those destinations, you would want to stay the full five days. Again, the choice is yours based on how you buy and plan.
I'm a tour supplier, when should I arrive at Convention?
Naturally, NTA believes that the full week of activities has value for everyone. However, we understand that the commitment of funds and time out of the office is a concern, which is one of the reasons the Meetings & Events Committee developed this new, more streamlined schedule.
As a supplier, your prescheduled appointments will be on Tuesday and Wednesday. Therefore, you will absolutely want to be at the Convention for those two days. However, you'll have the opportunity to talk to operators shopping the destinations, partner with your DMO to reach out to leads they gathered during their prescheduled appointments and participate in both the Fast Pitch and Appointment Scheduling sessions if you are at the Convention on Monday. So, to maximize your selling opportunities, a three-day commitment would be recommended. As always, there will be education, events and networking opportunities throughout the week, allowing you to customize your Convention experience and shorten your time out of the office if that is a concern.
I'm a DMO, when should I arrive at Convention?
Naturally, NTA believes that the full week of activities has value for everyone. However, we understand that the commitment of funds and time out of the office is a concern, which is one of the reasons the Meetings & Events Committee developed this new, more streamlined schedule.
As a DMO, your prescheduled appointments will begin Sunday morning. Additionally, the operators will be shopping the destinations on Monday, making that an important day for DMOs as well. During both days you can partner with your supplier colleagues to reach out to leads gathered during your prescheduled appointments, man your individual station to meet with operators who are shopping the floor and participate in the Appointment Scheduling session should you wish to add additional prescheduled appointments during the open floor on Tuesday and Wednesday. Because the floor will revert to the Tour & Travel Exchange format on Tuesday and Wednesday, you have business opportunities on four full days. But, the Destination Pavilion will be removed after Monday, so you do not have a station that must be manned the entire week. Therefore, a commitment to two days-Sunday and Monday-is critical for DMOs to maximize selling opportunities.
Will I still have prescheduled appointments?
Yes. Convention attendees will continue to have prescheduled appointments at NTA Convention '09. In fact, there will be added opportunities in the new schedule, outlined above, for more productive appointments than ever before.
What will the length of my appointments be?
Suppliers and DMOs will now have 10-minute appointments. However, there will be an added Fat Pitch session where tour suppliers will have five-minute prescheduled appointments with tour operators that are by supplier request only. This will take place on Monday afternoon prior to the 10-minute prescheduled appointments of the Tour & Travel Exchange, which begin on Tuesday.
Will I have privacy or an individual booth for my appointments?
Yes. DMOs will be assigned individual stations in the regional format on the floor to take appointments. The tour suppliers will take their appointments in the Tour & Travel Exchange format where operators are seated at individual tables and suppliers walk the floor.
Is the Exchange floor still open?
Yes, the NTA Convention floor is always open for business. DMOs and suppliers alike can all be on the floor, making new connections, having impromptu appointments and working to schedule appointments for later in the week from Sunday to Wednesday. There also will be an Appointment Scheduling session on Monday for sellers to pick up appointments for the Tour & Travel Exchange sessions on Tuesday and Wednesday.
Will there be other opportunities to add to my appointments?
Absolutely! In fact, there will be more opportunity to add appointments than ever before for both buyers and sellers. First, Monday will be a day for open shopping and appointment scheduling. The Destination Pavilion will be open for shopping that day, and the suppliers are welcome to join their DMO partners to help operators as they work to plan itineraries. You can use this time for impromptu meetings, as operators shop, or take the opportunity to schedule an appointment later in the week. Also on Monday there will be an appointment scheduling session where operators will be in their booths of the Tour & Travel Exchange and members can work to schedule appointments for Tuesday and Wednesday. And, finally, the Exchange floor will be open during the sessions on Tuesday and Wednesday for sellers to seek added appointments.
I'm a tour operator, what will the Convention cost?
Tour operators will pay the same registration fees as 2008-no fee increases. The early-bird rate will be $220 and the regular registration is set at $330. There is even more great news on the cost front. Tour operators are still eligible for a rebate of up to $650, based on meeting rebate requirements, and NTA has negotiated incredible operator hotel rates that start as low as $54 per night! So, not only will you be getting more choice and doing business the way you want, it will cost a lot less too.
I'm a tour supplier, what will the Convention cost?
Tour suppliers will have the chance to pay the same registration fee as 2008! Suppliers who register by the NEW early-bird deadline (June 16) can lock-in 2008 registration fees of $1,090. After June 16, the regular registration fee is $1,190. Suppliers wishing to register without prescheduled appointments will pay the 2008 fee of $1,090 regardless of when you register.
The good news about cost doesn't stop there. NTA has negotiated incredible supplier hotel rates that will start as low as $58 per night! So, not only will you be getting more quality business and a flexible schedule, it will cost a lot less too!
I'm a DMO, what will the Convention cost?
DMOs will have the chance to pay the same registration fee as 2008! DMOs who register by the NEW early-bird deadline (June 16) can lock-in 2008 registration fees of $1,090. After June 16, the regular registration fee is $1,190. DMOs wishing to register without prescheduled appointments will pay the 2008 fee of $1,090 regardless of when you register.
The good news about cost doesn't stop there. NTA has negotiated incredible DMO hotel rates that will start as low as $58 per night! So, not only will you be getting more quality business and a flexible schedule, it will cost a lot less too!
How do I get a booth?
The NTA Convention is not a traditional trade show. Business is conducted among members in a prescheduled appointment format. New for 2009, DMOs will be assigned a station and will hold appointments there, but tour suppliers will not have a designated space. There are however, a limited number of booths available in our Convention mall. The booths are provided to associate members (representing product such as insurance, logo collateral and software) for a fee and given to corporate partners and convention sponsors as a part of their partnership with NTA. Members sponsoring at the silver level ($5,000+) or above will receive a booth. For more information on sponsoring in Reno, contact Karla DiNardo.
Can I upgrade my booth?
The proposed format presented in Pittsburgh did recommend booths for all sellers that could be upgraded to include banner stands at an added cost. However, with the new format the Meetings & Events Committee designed, that will not be the case. Only sponsors and associate members will have booths, so no upgrades will be possible for sellers or operators who are not sponsoring.
As a DMO, what can I have in my regional appointment station?
The same Exchange rules will apply. DMOs may have profile forms and business cards in their appointment station and can purchase literature racks as in the past with the Destination Pavilion.
What are the important dates I need to know?
The following are a list of important dates:
- Registration will open on May 19 at noon ET
- The supplier and DMO early bird deadline to lock in 2008 rates is June 16
- The tour operator early bird deadline is July 9
- Appointment request system opens July 16 at noon ET
- Deadline to finalize request lists is October 9
- Customized appointment schedules will be available October 26
- Direct Request Appointment Scheduling system will open October 26
- NTA Convention '09 in Reno is November 14-18
Will there be shuttle service?
NTA will operate a staggered daily shuttle service for attendees moving from their hotels to the convention center. However, the airport shuttles will be run by the individual hotels. More transportation information will be available on the Convention Web site.
This is my first NTA Convention, what do I need to know to be prepared?
NTA will hold Webinars prior to Convention and sessions on site for first-time attendees. Even if you aren't a first-timer, you are encouraged to participate in any and all educational sessions to familiarize yourself with the new Convention before arriving in Reno.
The Convention Web site also will have a great deal of information and explanation about how the Convention works, as well as a Convention manual that you can download and study. Some of the most important things to do is to log on to the Convention Web site frequently for updates, watch your e-mail inbox and Tuesday newsletter for up-to-the-minute Convention news and pack a lot of profile forms (if you're a seller) and business cards for all of the contacts you'll make in Reno! Anytime you have any questions about NTA's Convention-or anything NTA-related-you can always e-mail your member services staff at questions@NTAstaff.com.
NTA has announced that the Convention will be co-locating with the World Religious Travel Association. What does that mean for tour suppliers and DMOs?
First, the more than 250 buyers expected at the WRTA Expo will not only have free access to the NTA floor, but all delegates will come together in various join networking events throughout the event. Additionally, suppliers and DMOs wishing to access the WRTA Expo floor can do so at discounted rates.
NTA has announced that the Convention will be co-locating with the World Religious Travel Association. What does that mean for tour operators?
First, NTA tour operators can access the WRTA Expo floor free of charge. You will still need to register with WRTA, but there will be no cost to buyers. Additionally, there will be joint networking sessions throughout the week and WRTA buyers will be participating in the Buyer-to-Buyer Exchange on Saturday, opening doors to new partners and new markets.