Rules & Regulations
I. GENERAL INFORMATION
1. NAME & DATE
Belize Tourism Expo 2010 (BETEX 2010) will be held in Belize from June 23 – 27, 2010. BETEX is held in Belize every two years, and offers an exclusive opportunity for travel trade professionals to meet with local suppliers, learn more about Belize, and experience the destination first-hand.
2. BETEX MISSION
To attract new and existing international trade partners and press to Belize so that they can immerse themselves in the product, and build relationships with local tourism suppliers. Travel trade professionals will increase profitability through destination education and personal encounters. Local tourism service providers will showcase their products and have a chance to interact personally with international trade partners and press.
3. ORGANIZERS
BETEX is organized by the Belize Tourism Industry Association (BTIA), and overseen by the BETEX Planning Committee. The Committee is responsible for overseeing the design, policies, budget, rules, and regulations of the show, and monitors the overall planning to ensure that all policies are adhered to. In this document, “BETEX” refers to the event and its organizers, including the BETEX Planning Committee and those designated by the Belize Tourism Industry Association to manage BETEX.
4. BETEX 2010 FORMAT
The BETEX 2010 format is focused on expeditions, with decentralized mini-marketplace sessions in three destinations (San Pedro, Placencia and Cayo). The three mini-marketplace venues with tabletop exhibits will be featured simultaneously in three different destinations on three mornings (Days 2, 3 & 4), allowing for one-on-one meetings between all suppliers and buyers. With four days of countrywide expeditions (9 itinerary options), travel professionals will have the opportunity to visit destinations countrywide, and will be able to immerse themselves in the product, and learn first hand how to sell the destination.
BETEX will feature cultural shows and social functions highlighting some of Belize’s rich diverse cultures, as well as an opening night, an educational seminar and orientation prior to the expeditions.
II. REGISTRATION INFORMATION
1. BUYERS
Buyers include tourism trade professionals, primarily travel agents, who operate and reside outside of Belize.
BUYER REGISTRATION
Buyer Registration fees will be collected by BETEX. Buyers will pay US$299 or US$399 for Registration, depending on the selected itinerary. Six of the nine expeditions will sell at the standard price (US$299) and three expeditions will sell at the upscale/premium price (US$399), based on the hotel selections on the itineraries. Buyers will be considered as registered upon receipt and approval of a completed registration form, and receipt of full payment. BETEX will send written registration confirmations by fax or by email upon approval of application and receipt of payment. Buyers must hold membership in an accredited travel trade organization, and must meet the specifications below as well as those specified in the Admission Policy displayed on the BETEX website. BETEX reserves the right to offer special promotions to buyers, refuse participation of any buyer, or change itineraries, due to unforeseen circumstances.
BUYER REQUIREMENTS AND BENEFITS
All buyers intending to participate in BETEX must meet the following requirements:
a. be affiliated with accredited travel agent organizations or hold airline contracts (non-agent spouses do not qualify)
b. present a business card and industry-accepted ID (IATAN, CLIA, ASTA, NACOA, MPI, OSSN, NACTA, CTO).
c. be interested in promoting and selling Belize as a tourist destination
d. complete Registration Form and provide payment information
e. receive approval and confirmation from BETEX
f. pay the established fee as set by BETEX
g. participate in the planned itinerary, and attend all mini-marketplace sessions
Buyers will be entitled to:
a. Participate in one expedition itinerary, including meals and double-occupancy accommodations (limited numbers of single occupancy accommodations are available at a premium)
b. Attend the opening night, educational seminar, orientation session, and mini-marketplace business sessions
c. Attend all programmed social functions
d. Access programmed transfers between airport and hotels
e. Access any discounted fares previously agreed to by BETEX and the participating Airlines.
f. Access any applicable hotel discounts as previously agreed to by BETEX and the participating hotels.
2. SUPPLIERS
Suppliers include all Belize-based tourism stakeholders, and those approved of by BETEX: They include hotels, receptive Tour Operators, Car rentals, Restaurants, Local and International Airlines, National Tourism Organizations, National Tourism Board, Sponsors and Partners.
SUPPLIER REGISTRATION
Supplier Participants who meet the following requirements and pay the applicable registration fee will be entitled to the following benefits.
SUPPLIER REGISTRATION FEES: BZ$ 750.00
SUPPLIER REQUIREMENTS
All suppliers intending to participate in BETEX must meet the following requirements:
a. Applicants must be members of the Belize Tourism Industry Association
b. Hotels must hold a valid Hotel License
c. Tour Operators must hold a valid Tour Operators license
d. Car rentals and airlines must service Belize
e. Company must be a principal entity of tourism in Belize
f. Tourism Associations must be constituted and recognized by the laws of Belize
g. Tourism NGOs must represent tourism interests in Belize
h. Suppliers must complete Registration Form and provide payment, receive approval and confirmation from BETEX
BENEFITS
Suppliers will be entitled to the following:
a. Attendance for two delegates to set up at one mini-marketplace venue for three morning sessions (opportunity to meet all registered buyers)
b. Buyer & Supplier Lunch immediately following each mini-marketplace session for two delegates
c. The use of one table and two chairs for company promotions
d. Be included in and receive a copy of the Participants Directory (both online and in print).
e. Attendance at opening event as outlined in the program (two delegates).
f. Optional: Attendance at closing lunch in selected destination at a cost of $50 per delegate (must be reserved with BETEX in advance)
g. Access to BETEX marketing and promotional opportunities where applicable
h. Pre-qualification to participate as an expedition sponsor
i. Access to discounted hotel rates for suppliers where applicable
j. Access to purchase additional delegate attendance badges at $50 per delegate per event (delegates must be from the registered company).
NOTE:
Suppliers may select one of three mini-marketplace venues. The mini-marketplace venue must be selected at the time of registration, and are based on availability. The selection must be approved by BETEX, and are subject to change based on logistical factors.
3. PRESS
Pre-approved Press delegates will participate in a special Press Tour, separate from the published itineraries, but will attend BETEX scheduled activities. Members of the working press include reporters, journalists, freelance writers, editors and publishers. Letters of assignment are required by members of the press in order to receive consideration for complimentary registration.
4. PAYMENT, CANCELLATION AND REFUND POLICIES FOR BUYERS AND SUPPLIERS
Supplier Registration and fees should be received by BETEX before April 1, 2010. All applications are considered on a first-come, first-served basis, and based on availability. A processing fee of 10% will be applicable for registrations received after April 1. BETEX cannot guarantee inclusion in the printed directory, or certain aspects of the event, for applications received after June 1.
Buyer Registration and fees should be received by BETEX before May 1, 2010. BETEX cannot guarantee inclusion in the printed directory for applications received after June 1. All applications are considered on a first-come, first-served basis, and based on availability.
BETEX will review all applications for participation, and reserves the right to refuse participation based on pre-set registration criteria. BETEX reserves the right to close registration at any time, once the maximum number of participants (as determined by BETEX) has registered.
Every applicant not accepted by BETEX will be reimbursed 100% of the fee. Any voluntary cancellations received in writing before May 1, 2010 will be eligible for a 50% refund. For cancellations received on or after May 1, 2010, there will be no refund. This policy applies to both suppliers and buyers.
If through some major force or unforeseen circumstance and through no fault of the organizers, it becomes necessary to cancel the event, a new convenient date will be proposed. Refunds may or may not be available to participants, depending on revised BETEX cancellation policies.
III. EVENT DETAILS
1. MINI-MARKETPLACES
Simultaneous mini-marketplace sessions will be set up in three destinations (San Pedro, Placencia and Cayo) on three mornings (Days 2, 3 & 4 of the expedition days). Suppliers will utilize tabletop space, and will meet three groups (approximately 30 buyers) per day for a total of approximately 90 buyers over the three-day period. Suppliers will remain in the same location throughout the event, and buyers will rotate, meeting different suppliers each day. Tabletop space at each marketplace will allow for product displays and an environment to meet with prospective agents. Delegates can expect an approximate 1:1 ratio of Suppliers to Buyers, with approximately 10 buyers per group (3 buyer groups per mini-marketplace), and approximately 30 supplier companies per mini-marketplace event.
BETEX is ultimately responsible for the design and organization of the mini-marketplace venues. Mini-marketplace area refers to all areas comprising of exhibition areas, business areas, function areas, hallways, storage areas, registration offices and information offices of BETEX.
a. Buyers will be expected to visit the mini-marketplace area to meet with suppliers
b. Suppliers will have tabletop space, and can formally meet with buyers
c. Participants can move around freely in marketplace areas provided they wear their identification badges.
d. Companies creating welcome banners for the event for use on their properties are encouraged to contact BETEX in order to obtain logos, and maintain consistency with image and message.
2. IDENTIFICATION
All registered participants will be identified according to their category as:
1. SUPPLIER
2. BUYER
3. PRESS
4. STAFF
VIP badges will also be available for special invited guests. Badges will be designed and color-coded according to each category. All participants are required to wear their badges during the expeditions, at the mini-marketplaces and at every BETEX function. BETEX Staff and Security will be instructed not to allow entrance to participants who are not displaying a badge. BETEX reserves the right to remove any person who is not displaying an identification badge.
3. SUPPLIER TABLETOP SPACE SETUP AND BREAK DOWN
a. BETEX will provide tabletop space and chairs for two delegates at one mini-marketplace venue for three mornings
b. BETEX will be responsible for all tabletop assignments, and will close registrations when it deems that the maximum number of participants has been reached (approximately 30 suppliers per mini-marketplace venue).
c. All exhibitors must respect stipulated space measurements, and may not construct displays outside of the assigned spaces
d. Suppliers must set up all tabletop decoration and make preparations during the times specified for setup by BETEX
e. Companies are entitled to decorate their tabletops to their own taste provided that they adhere to the established norms and conditions. BETEX reserves the right to disallow any display it deems unacceptable. Souvenirs and gifts should be in accordance with established norms, and should conserve due respect and consideration to moral and ethical standards.
f. Supplier displays must adhere to the established rules of the host property, which will be communicated to Suppliers by BETEX
g. Tabletop break down will commence after the official close of the mini-marketplace. Suppliers may not dismantle tabletops prior to the close of the event.
h. Each supplier is responsible for the removal and/or disposal of their individual decorative and promotional materials as well as all equipment.
i. BETEX cannot be responsible for any decorative object, article or equipment left behind or lost by suppliers.
j. BETEX is not obliged to give technical assistance to participants but will have staff to address basic needs.
5. EDUCATIONAL SEMINAR AND ORIENTATION
An educational seminar and orientation will be offered to the buyers at a group breakfast on Day 2, with the intention of broadening their knowledge of the tourism product and describing details and expectations for the rest of the expedition. BETEX will identify appropriate presenters.
6. SOCIAL ACTIVITIES AND FUNCTIONS
Social activities are those specified in the official program of events. All registered delegates (suppliers and buyers) may attend the opening night function. Attendance at the closing lunch on Day 5 is optional for suppliers, and attendance at any destination may be selected at a cost of $50 per delegate (must be reserved with BETEX in advance). Any other social activity that openly contravenes with the designed schedule for programmed activities will not be encouraged. Participants must wear identification badges to all social functions.
7. EXPEDITIONS
The overall event is based on an expedition format, or fam trip format, while incorporating three mornings of business sessions (marketplace format). Pre-tours and post-tours will be available on an individual basis, as per requests. Buyers will choose an expedition at the time of registration, at which point, the space on that expedition will be subject to official confirmation by BETEX. Suppliers will be allowed to offer products and services for the expedition (or become an “Expedition Sponsor”), depending on availability.
a. Expedition itineraries will be designed and organized by BETEX.
b. Double-occupancy accommodations (limited numbers of single occupancy accommodations are available at a premium), tours, transfers and meals, as specified in the itineraries, will be included in the Expedition Registration cost.
c. Only registered suppliers will be eligible to provide services for the expedition, on a first-come, first-served basis, based on availability. BETEX cannot guarantee that all supplier offers will be included in the expedition, due to limited availability.
d. It will be absolutely prohibited for Suppliers to conduct “tours” or “meetings” for registered buyers outside of the established itineraries, unless approved by BETEX.
e. BETEX reserves the right to expel any company or companies from participation in the rest of the event and future events that act contrary to the above.
f. BETEX cannot be held responsible for any unforeseen circumstances that may occur during the expedition portion that may disrupt the itineraries, or require changes in the pre-planned schedule.
IV. TRAVEL INFORMATION
1. AIR TRANSPORTATION
Participating international airlines will apply the discount that they have agreed will be applicable to BETEX participants. A confirmation of registration for BETEX is required to qualify for discounted airfare. International airfare is not included in the registration fee.
2. BELIZE CUSTOMS AND IMMIGRATION
BETEX cannot be held responsible for obtaining any customs permits for buyers or international press, but will make all attempts to facilitate the process, provided that all required information is received no later than one month prior to arrival. Buyers requesting assistance should send the request in writing no later than one month before arrival, including the name of the registered participant, person responsible, description, amount, weight, number of parcels and equipment that they wish to bring into the country for business purposes.
Each participant is responsible for his or her own documentation to enter Belize. However BETEX, upon request, will make every effort to assist in the process of obtaining visas in accordance with information and requirements by the Department of Immigration. BETEX will assist in communicating with the appropriate authorities on any matter affecting the participants and their safe and easy transit.
3. LOCAL TRANSPORTATION
BETEX will provide local transportation to participants, as per the specified transportation schedule. BETEX is not responsible for any transportation contracted personally unless previous authorization is obtained from BETEX.
4. PARTICIPATING HOTELS
BETEX will indicate in the itineraries which participating hotels have agreed to provide hotel accommodations for BETEX. Accommodations as specified on the itineraries will be covered by the registration fee, as per the established itineraries.
V. OTHER CONSIDERATIONS
BETEX as much as possible will give assistance such as medical, technical, legal or any other type of assistance at a cost to the participant as stipulated by the service provider. BETEX does not have the obligation to offer the participants medical attention during the event but will coordinate the necessary trained personnel if this becomes necessary.
BETEX reserves the right to expel or direct to the proper authorities any person who through his own action attempts to do anything contrary to the law, customs or morality or in any way causes a threat to the security of other participants or staff. BETEX cannot, in any way be responsible civilly or criminally, for any act or delinquent behavior which may occur during the event.