 | The Conference Guidelines and Protocol policy have been designed to ensure a productive and welcoming environment for professional development and networking— the two prime objectives at ETC. The protocol policy was developed from experience, by past attendees' review, and by the Conference Organizer and Conference Executive Advisory Council. Please find below a short FAQ summary of the policy. We strongly recommend that you read the full Conference Guidelines and Protocol Policy document prior to registering for the Conference. |
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| Protocol |
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| 1.What is the ETC policy regarding invitational & private parties/hospitality suites for select attendees, and why is this policy in place? |
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| 2. What are the requirements for attending ticketed functions and/or sessions? |
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| 3. Why is it of vital importance to attend all scheduled events, sessions, and the International Bazaar? |
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| 4. When do I wear my Conference badge and what happens if I lose it? |
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| 5. Can I share a badge with someone in my company/organization? |
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| 6. What is the dress code during the Conference? |
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| 7. Can I register more than two people from my organization/company? |
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| 8. I represent a large tour company with many separate subsidiaries. How do I ensure my subsidiaries are represented? |
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| What is the ETC policy regarding invitational private parties/hospitality suites for select attendees, and why is this policy in place? |  top |
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| ETC registration protocol precludes the hosting of private parties, pre-planned invitational dinners, official information sessions, receptions and hospitality suites during the official dates of ETC, including the full day of pre-conference activities (February 18-21, 2009). The Conference Organizer reserves the right to cancel current or preclude future registration of all companies and individuals operating in violation of this protocol.
Only official ETC partners, in recognition of their conference-wide sponsorship investment and underwriting of social events, ETC website, and educational conference materials—provided to benefit all delegates—are extended the option of hosting a private event at two designated times during the Conference, as published officially in the ETC agenda. Travel planners are advised to review the list of official ETC Partners featured on the ETC website (updated weekly to preclude attending invitational events in violation of conference policy).
Thank you for respecting and supporting this protocol without exception.
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| What are the requirements for attending ticketed functions and/or sessions? | top |
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| All ticketed sessions and events require pre-registration online, and are confirmed on a first come, first served basis. Your reserved tickets will be given to you with your badge at the Registration desk upon check-in. You will need a ticket to attend the session, event and/or access bus transfers. If you have not requested your tickets prior to the Conference, you will not be able to secure tickets on site. The hotel and specifically hosted meal venues require advance confirmation of attendees. Please plan ahead for your participation in any/all of the special evening venues at the Conference, and make sure your space is reserved! |
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| Why is it of vital importance to attend all scheduled events and sessions? | top |
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| Don't miss anything! The value added at ETC is the education, and information shared extensively among the community. Numerous networking sessions, the activity in the International Bazaar, finely tuned research materials such as the extensive Conference Resource Directory, and educational seminars provide platforms for strategizing how to successfully manage, market and promote you program.
The scheduled events at ETC are designed to be educational as well as prime networking venues for all delegates. They are rated repeatedly as some of the best networking opportunities at the Conference as well as a lot of fun. In respect to all our official Conference speakers and Conference partners who have made stellar efforts and significant financial commitments to be present and share their expertise, delegates are kindly asked to attend all official scheduled events during ETC. We ask that you do not schedule and/or decline any independent appointments or private functions that directly conflict with official ETC scheduled educational sessions and events. Travel suppliers are precluded from hosting private hospitality suites and private meeting rooms for sales presentations. |
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| When do I wear my Conference badge and what happens if I lose it? | top |
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| For your protection, privacy and general security purposes, badges are required to be worn at all times to enter Conference sessions and evening events. Your badge will be required to enter the International Bazaar. Conference management reserves the right to ask you to show your badge when you are in the International Bazaar or upon entry to sessions and evening events. Lost badges may be replaced for a substantial fee so please keep track of your badges on site! In the event a replacement badge is requested, the following applies: Delegates must pay the badge replacement fee, complete and sign a Conference Replacement Badge Request Form and allow two hours for badge processing/approval.
Help us maintain the integrity of this forum by meeting on site with only officially registered delegates, i.e. those individuals wearing an official badge with their correct name displayed! Please be present in the International Bazaar during the official times of the Bazaar as a courtesy to all delegates who are trying to meet different organizations in a condensed period of time. Time is allotted for one to one business appointments during the officially scheduled International Bazaar hours. Registered delegates are kindly asked to refrain from doing business on site with any individual/firm that does not display an official Conference badge. This includes "badgeless" representatives of any firm that could or could not be already represented at the Conference. Individuals/firms doing business without officially registering for the Conference are using the Conference platform for individual advantage at the direct expense of registered delegates, whose registration fees make this Conference assembly possible. |
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| Can I share a badge with someone in my company/organization? | top |
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| No. Conference policy precludes badge sharing.
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| What is the dress code during the Conference? | top |
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| Business casual during the entire Conference, and festive attire during the evening events. |
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| Can I register more than two people from my organization/company? | top |
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| Travel Planners
For Travel Planners there is no restriction as far as the number of attendees that can attend per organization. Consider taking your entire staff and take advantage of registration discounts for additional registrants from the same organization.
Tour Operators, Suppliers and Destinations (DOS)
There is a two-person registration maximum placed on tour operator, supplier and destination registrations. This policy is in force to preserve the overall well balanced ratio of travel planners to tour operators, suppliers and destinations in attendance, and to ensure productive and positive networking all around. This ratio makes ETC one of the best networking platforms in the travel industry. Maintaining a positive balance of Travel Planner registrations to Tour Operators, Suppliers and Destinations registrations is key to productive networking. For over twenty-one years the Conference Organizer has preserved the integrity of this constituent mix by setting and adhering to caps on Tour Operator, Supplier and Destination registrations in direct proportion to the numbers of planners registered. And, to further preserve this ratio, limiting the number of representatives from Tour Operators, Suppliers and Destinations to two per company. With the exception of ETC 2002 (when we experimented by removing caps) we consistently hear from delegates that they benefit from the balanced representation of Travel Planners, Tour Operators, Suppliers and Destinations at ETC each year. Only Official Conference partners that sponsor conference-wide venues to the benefit of all delegates have the partner benefit option to register up to three people per partnering organization. If Advisiory Council or Emeritus Council members work for sponsoring partner organizations, this restricted number does not apply to them.
For those companies that wish to register when space is not available and/or if they cannot attend in person, the Conference Organizer has created a "Virtual" registration option. A major benefit of this registration category is the access to the online Educational Travel Community and "in print" visibility on site as well as all conference materials and the Directory. |
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| I represent a large tour company with many separate subsidiaries.
How do I ensure my subsidiaries are represented? | top |
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| Each subsidiary must register separately, as well as the parent company. One tabletop display area is supplied to one company only. If you wish, subsidiary companies may be grouped together in the exhibit space for branding and conveneince purposes. Please request this group placement to the conference organizer at conference@travelearning.com.
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