Meeting rooms will be rented on an hourly basis. Rooms are rented to exhibitors only and are available on a first come first basis. $850 per hour; $5,000 for the day.
If the event is approved, a GBTA staffer will send an invoice to the company contact for payment by credit card or check.
Additional Key Charge - $150 per key. Lost key charge - $150 per key
Room Turn Fee - There will be a $200 room turn fee for all room set-up changes requested after May 31, 2019.
CONVENTION CENTER CONTACTS
Food and Beverage Contact: Rayva Myles, Assistant Director of Catering & Sales, SAVOR. Call (312) 791-7263 or Email firstname.lastname@example.org.
Audio/Visual Contact: Nicole Ginebra, Senior Project Manager of Sales, Freeman. Email at Nicole.email@example.com.
TERMS AND CONDITIONS
*The GBTA Convention 2019 is a non-commercial forum. Under no circumstance may any hosted event be used as a place for direct promotion of a presenter or company's product, service or monetary self. Loss of Priority Points, ejection from the Convention, and a minimum financial penalty of $2,500 can occur if any company is found in violation of any rules.
*GBTA Convention Allied/Supplier participants will be allowed to conduct internal sales or training meetings to occur during the hours below. An agenda must be provided to confirm that the nature of the meeting is for internal use only and does not include any buyer meetings.
Saturday and Sunday - 8:00 am – 6:00 pm
Monday – 6:00 am - 8:00 am
Tuesday and Wednesday – 6:00 am – 9:00 am
Thursday – all day
* GBTA Convention participants may not organize or sponsor any activities that conflict with the official GBTA program or sponsored events during official conference hours (exception stated above). The scheduling of product presentations or hospitality activities during any GBTA official Convention events such as the opening reception, Expo, academy hall sessions, annual business meeting, center stage, convention arena, luncheons, the GBTA service project or any convention kick start events, or the closing event is strictly prohibited. Under no circumstances should sales or any other type of individual gatherings, take place during official GBTA Convention events that involve multiple buyers (direct members/travel managers) from multiple companies. Our partners have made significant investments in specific parts of the GBTA Convention and we want all delegates to be able to enjoy this annual, one-of-a-kind experience without distraction.
Official Convention Hours are subject to change. Should the official Convention schedule change, any events including buyers or overlapping with official Convention hours must change accordingly
Saturday: 8:00 am – 4:00 pm
Sunday: 8:00 am – 4:00 pm; 7:00pm – 8:30 pm
Monday: 8:00am – 6:00pm
Tuesday: 9:00am – 6:00pm
Wednesday: 9:00am – 2:30pm
*GBTA will have final approval on the allocation of any requested convention center space, hospitality suites or hotel space within the designated GBTA hotel blocks. Suites must be operated in good taste, and may only be operated outside of official Convention and Expo activities. Loss of priority points, ejection from the exposition floor, and a minimum financial penalty of $2,500 can occur if any exhibitor, sponsor, or supplier company is found in violation of any rules
* "Suitcasing"/soliciting is prohibited. Suitcasing is the act of soliciting business in the aisles of the Expo, public spaces in, around, and outside the convention center, in another company's booth, in indoor or outdoor public spaces in any convention hotel including the hotel lobbies, foyers, or walkways to the convention center (excluding the use of approved hospitality suites and business lounges). GBTA recognizes that suitcasing may also take the form of commercial activity conducted from a hotel guest room or hospitality suite; a restaurant, club, or any other public place of assembly. For the purposes of this policy, suitcasing violations may occur at venues other than the exhibitor's booth and at other events. Violations of this provision by an exhibitor, sponsor, non-exhibitor, or attendee will constitute a breach of the contract and the violating attendee/exhibitor/sponsor/non-exhibitor or group will immediately cease and desist unauthorized activities. Attendee will remove any equipment or materials contained in the Expo or elsewhere and forfeit all payments to GBTA pursuant to this contract. Additional fees will be charged to the attendee for each violation, and a loss of priority points will occur. Additionally, attendee will be responsible for any damages to GBTA.
* All cancellation requests must be made in writing to GBTA. A 50% refund (less a $175 administration fee) will be given for all cancellations made before May 31, 2019. After May 31, 2019, no refunds will be issued. If a company decides to downsize their rented space, the cancellation policy remains the same for the space canceled.
*If the event is approved by GBTA, GBTA will notify the above logistics contact with the status of the approval within 10 business days.
*GBTA will provide access to the room, the initial room set up, and any keys if needed. The Contact understands that all expenses (food, electric, internet, etc.) for the approved event are the responsibility of the Logistics contact or their company/organization. GBTA is not responsible for any charges/invoices for the event.
We the undersigned understand that the scheduling of product presentation or hospitality activities during any GBTA official Convention events such as the opening reception, Expo, education sessions, Convention Arena, Center Stage, elections, the GBTA service project or pre-convention events is strictly prohibited. Under no circumstances should sales or any other type of individual gatherings involving multiple buyers (direct members/travel buyers) from multiple companies take place during official GBTA Convention events. GBTA will have final approval on the allocation of any requested meeting rooms. Meeting rooms must be operated in good taste, and may only be operated outside of official Convention and Expo activities. Loss of Priority Points, ejection from the expo floor, and a minimum financial penalty of $2,500 can occur if any exhibitor or sponsor is found in violation of any of the above rules.
By signing and submitting this agreement, the Contact understands and agrees to all the terms and conditions outlined.