FAQs
Can I register more than 2 people from my organization?
For Travel Planners there is no restriction on the number of attendees who can attend per organization. Consider taking your entire staff to take advantage of significant and sequential registration discounts for one registrant + from the same organization.There is a two-person registration limit per tour operator, supplier, and destination company/organization. Both individuals must work within the same company/organization. This registration policy ensures a well-balanced ratio of 1 to 2 travel planners to tour operators, suppliers and destinations and delivers one of the most productive networking platforms in the travel industry.In recognition of their sponsorship, official ETC sponsoring partners have the exclusive benefit option of registering additional delegates based on their sponsorship level.
When was the first conference?
The Educational Travel Annual Conference was convened in 1987 as an educational resource to support nonprofits in travel. It expanded to facilitate the growth of a robust and vibrant Educational Community, and over three decades since, the Educational Travel Consortium (ETC) continues its hallmark commitments to education and service.
Is membership required?
Yes, membership is required to attend ETC’s Annual Conference – a member-only event – however members register at a member discounted rate.
How is the destination selected?
ETC aims to “walk the talk” of sustainable tourism by researching cities and communities that are impacted and benefited by the ETC Conference. ETC and our Executive Advisory Council (EAC) support the destinations where we can showcase experiential and sustainable community learning experiences and provide high value to our membership. Destinations are typically steeped with some compelling combination of history, music, culture, heritage, community arts, and nature. Plus we seek destination hosts that can collaborate in support and delivery of our in field Learning Labs held during the Conference. Ancillary to the destination choice is the availability of a superior hotel property on our annual dates which can meet our meeting space requirements, contract details and sleeping room rates.
How many people attend?
To preserve an intimate networking environment, conference size is kept to under 350 delegates. A wait list is established for demand exceeding space.
I represent a tour company with subsidiaries. How can I make sure the subsidiaries can attend the conference?
To ensure equity of registration fees, and to provide a detailed marketing profile for each subsidiary, the parent company and subsidiaries must register under their own company names. One tabletop display desk and sign is then assigned to each company. Upon request, parent and subsidiary companies may be grouped together in the International Bazaar for branding and convenience purposes. Please request this group placement via email.
Can I share my badge with someone within my organization?
To preserve equity in registration fees, Conference policy precludes badge sharing. Each delegate is provided their own personalized badge for conference access.
Why do I need to wear my conference badge?
For your protection, privacy, and general Conference security purposes, badges are required to be visible at all times to enter Conference sessions, events and 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.Any individual not officially registered for ETC will not have a badge. Registered delegates are asked to refrain from doing business on site with any individual not displaying an official Conference badge as their presence would be at the direct expense of registered delegates whose paid registration fees make this Conference possible. This also includes “badgeless” representatives who have not personally registered but may have their company/organization represented already with two delegates at the Conference.
What happens if I lose my badge or conference resource directory?
Lost badges may be replaced for a fee.As the print run is based on the number of delegates registered, replacement Conference Resource Directories are not available on site. ETC members can access the e-Conference Resource Directory online post-conference. This e-Directory includes a listing of all late registrants.
Can I get an attendee list before the conference?
At the explicit request of travel planners, registration lists are not provided to each delegate prior to the Conference. Significant numbers of unsolicited promotional emails and mass mailed marketing pieces have eliminated the option of providing advance registration lists to all delegates. However, paid delegates with completed organizational profiles can view a list of attendees/organizations with completed profiles via the digital meeting scheduler. This online tool is accessible several weeks prior to the Conference. Official sponsoring partners receive advance delegate lists as a benefit of their support.
Why fill out an organizational profile?
Organizational profiles and member profiles are very important to complete as they serve to identify the key priorities you require when doing business with partners, thereby filtering potential connections that are not aligned with your interests and operations. Profiles also provide a way for planners to quickly peruse the member database in search of potential vendors well-matched to their current needs or program focus, and vice versa. Each organizational profile was designed by the member group aligned with their specific profile – Planners, Operators, Suppliers, or Destinations. When first completing an organizational profile it takes a bit of concentrated time. Each year however, it takes only a few minutes to update 3-4 questions.
What is the policy on private parties or events at the conference?
Only official ETC sponsors are extended the benefit of convening – at specified times where published officially in the agenda – private invitational breakfast roundtables, cocktail parties, and dinners. The hosting by general delegates and/or companies/organizations of private parties, pre-planned invitational dinners, receptions and hospitality suites during the times on the official agenda listing sessions and venues is strictly precluded as such events serve to erode the collegial spirit of the ETC community, and conflict with the officially sponsored venues and session offerings.The Conference Organizer reserves the right to cancel current and decline future registration of all companies and delegates operating in violation of this protocol. No refunds will be made for violators wherein the protocol is strictly in place.
How can I be a sponsor?
For booking a sponsorship or with sponsorship questions, please contact ETC’s Partner Liaison.
What is the dress code?Business casual during the entire Conference, and festive attire during the evening events. Special attire will be noted if required on specific events.
Why is it important to attend an event I have registered for?
Help ETC be a responsible meeting! The Conference Organizer confirms meals and seats solely based on the number of tickets requested by delegates on their registration form. When food guarantees are given to the venue/hotel, cancellations are not an option. Once food is served on event buffet tables it must be discarded.Hosted by ETC sponsors at great expense, the ticketed evening meal venues typically cost sponsors $100+ per person. Delegates who “no show” cause significant loss of revenue for the hosts as well as unnecessary food waste. Precluded by health codes, the hotel cannot distribute food overages to shelters or food banks.
How do I attend ticketed events?
All ticketed sessions and evening events require pre-registration..Some items are not included in the registration fee and may require additional fees where noted on the registration form.Plan ahead for your participation in any/all of the special evening venues at the Conference. Make sure your space is reserved by signing up for tickets online when registering!If you have signed up for sessions that require tickets, they will be coded into the QR barcode featured on your delegate badge. If you have not requested your tickets prior to the Conference, you will likely not be able to secure tickets on site.
Can I request meetings with delegates during the conference?
In advance, attendees can “request” meetings during the conference. The digital meetings scheduler opens online about one month before the conference.Times for one-to-one meetings do not conflict with educational sessions.
What does an exhibit display include?
Your exhibit investment is affordable because we forego the fanfare and give you the basic tools you need to create an effective presence at ETC. This minimalist approach allows delegates to invest their funds in what really counts: an opportunity to meet. With registration, all exhibitors are provided a turnkey display setup:
What kind of promotional material should I bring?
General exhibitor tabletop displays in the International Bazaar are limited to promotional brochures and portfolios that lie flat on the table. Suggested display materials are any flat items such as brochures, printed handouts, and business cards. Less is better, as visitors to the International Bazaar do not pick up vast amounts of literature. If you take brochures, it is recommended to limit the numbers to 50 of each type, and only those that are targeted, rather than generalized, for this affinity and educational travel market niche. Some seasoned exhibitors at ETC do not take more than 25 types of each brochure, finding it is best to mail information as a follow-up to meetings with colleagues. Other exhibitors do not take any brochures. Others take flash drives with digital information.
Can I bring pop-up displays or promotional backdrops for my exhibit?
All pop-up banners, standing or tabletop posters, portable kiosks, large booth type displays, and/or audiovisual equipment are prohibited for general exhibitors. Only sponsoring partners are provided larger exhibit space based on their star level as well as have the option to bring pop up displays, and order additional AV equipment. The Conference Organizer reserves the right to have general exhibitors remove all promotional props, easels, backdrop displays, sample foods, and other such materials if displayed, with the exception of those displayed by Sponsors on the Partners’ Boulevard.
What is Partner’s Boulevard?
Partners’ Boulevard is the most centrally located and heavily trafficked display space in the International Bazaar reserved for official ETC Conference Sponsors displays. The size of exhibit space assigned on Partners’ Boulevard is awarded to Sponsors according to the level of their sponsorship investment. All sponsors have the option of displaying colorful popups and promotional items showcasing their product/destination offerings.
How do I ship my materials?
2027 info coming soon
How can destinations increase their visibility at the conference?
Travel Planners and Tour Operators are seeking specialized itinerary opportunities rather than generalized sales pitches, broad-based brochures, or promotion of in-country operators. We therefore recommend that destinations consider registering a product development professional as one of their onsite representatives. Preferably, this individual should be prepared to share outstanding knowledge of specialized itineraries, cutting-edge venues, specialized local guides, etc. and know what can be designed specifically in their destination for the educational travel market.An abundance of good maps is always a great giveaway on site.Many destinations opt to co-partner on official sponsorship venues in order to augment their presence and expand display space in the International Bazaar.
