Convention FAQ  

Frequently Asked Questions about Convention ‘10

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?
Yes! You can purchase an event pass for your companion to attend evening social events. You may select this option during the registration process or by contacting your Member Services Department at questions@NTAstaff.com 
Note:  Registration is intended for delegate spouses, other relatives and friends. Guest registration is not available for member company employees or for individuals employed by companies eligible for NTA membership.

Did you get my housing reservation?
All housing reservations are made through our housing bureau. Please call them directly at 888.722.2220. International callers should dial +1.514.844.0848. 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 them 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 view a sample profile. We also can fax them upon request.

Operator profiles are updated on www.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 15 through Oct. 15. The order in which appointment requests are submitted does not have an effect on the appointment schedule. Due to this fact, we recommend that participants take their time, do research and check the online system often for updates to the attendee list.

When will I get my appointment schedule?
Customized appointment schedules will be posted online Nov. 1. Participants will receive a reminder e-mail once the schedules are posted. At that time, you can 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 Montreal. This manual scheduling feature will be available after appointment schedules are posted online. Here is how it works:

  1. 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.
  2. Click on an individual's name to open a window that will allow you to submit a meeting request to that person.
  3. 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.
  4. At that point, the requested delegate can choose to accept or deny each request.
  5. 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.

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 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 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 the Fast Pitch 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 more streamlined schedule.

As a DMO, your prescheduled appointments will begin Sunday morning and continue into Monday. During both days you can partner with your supplier colleagues to reach out to leads gathered during your prescheduled appointments and man your individual station to meet with operators who are shopping the floor. Should you wish to add additional prescheduled appointments during the open floor on Tuesday and Wednesday, you can do so during the Appointment Scheduling session on Tuesday. 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 Convention '10. In fact, a few tweaks that you recommended after Reno has increased the number of available appointments by 40% in Montreal!

What will the length of my appointments be?
DMOs will continue to have 10-minute appointments. Tour suppliers will have 7-minute appointments in addition to the Fast Pitch session where tour suppliers will have 5-minute prescheduled appointments with tour operators that are by supplier request only. This will take place on Monday afternoon prior to the 7-minute prescheduled appointments of the Tour & Travel Exchange, which begins 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 Tuesday 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. The Destination Pavilion and Convention Mall 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. On Tuesday morning 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-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. 

I'm a tour supplier, what will the Convention cost?
Tour suppliers will have the chance to pay the same registration fee as 2009! Suppliers who register by the early-bird deadline (July 9) can lock-in 2009 registration fees of $1,090. After July 9, the regular registration fee is $1,290.

I'm a DMO, what will the Convention cost?
DMOs will have the chance to pay the same registration fee as 2009! DMOs who register by the early-bird deadline (July 9) can lock-in 2009 registration fees of $1,090. After July 9, the regular registration fee is $1,290.

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. 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 Montreal, contact Karla DiNardo

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:

Will there be shuttle service?
NTA will operate a staggered daily shuttle service for attendees moving from their hotels to the convention center. Airport shuttles will be available on Friday, November 12, Saturday, November 13, and Thursday, November 18. 

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 NTA Convention before arriving in Montreal.

The Convention Web site also will have a great deal of information and explanation about how the Convention works. 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 Montreal! 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.