Key Dates and Deadlines

Download the complete list of U.S. Supplier/Exhibitor Key Dates and Deadlines.

Click here to add the 2013 Key Dates and Deadlines to your calendar.

November 16, 2012, midnight Eastern Standard Time

• Early Individual Exhibitor Registration Discount Deadline
  Last day to save up to $295 by paying the early Individual Exhibitor Delegate registration fee of $825 for U.S. Travel Association Members and $1,340 for Non-Members for either new exhibitor delegates or individuals previously submitted and not yet paid for. Standard registration fees ($1,120 for U.S. Travel Association Members and $1,500 for Non-Members) go into effect at 12:01 a.m. Eastern Standard Time on November 17.

• Early Shared Booth Delegate Registration Discount Deadline
  Last day to save $270 by paying the early Shared Booth Delegate registration fee of $1,000 for either new shared booth delegates or individuals previously submitted and not yet paid for. Standard registration fee ($1,270) goes into effect at 12:01 a.m. Eastern Standard Time on November 17.

January 7, 2013, midnight Eastern Standard Time

• Full Individual Registration Refund Deadline
  Last day to receive a 100% refund for cancelled Individual Exhibitor and Shared Booth Delegate registrations. Cancellations between January 8 and February 4, 2013 will receive a 50% refund.

• 50% Booth Refund Deadline
  Last day to receive a 50% refund of booth fees for cancelled booth space.

February 4, midnight Eastern Standard Time

• 50% Individual Registration Refund Deadline
  Last day to receive a 50% refund for Individual Exhibitor and Shared Booth Delegate registrations.

February 28, midnight Eastern Standard Time

• Membership Dues Deadline
  U.S. Travel Association 2013 membership dues must be paid by this date to qualify for the member booth and registration rates.

March 25

• Delegate Registration
  Key Contacts should register and pay for their delegates to ensure they appear on ipw.com prior to Appointment Scheduling Opening.

• Booth Assignments and Exhibitor Services Information
  Key Contacts will be notified of their booth assignments and the information they need to coordinate their booth shipping and décor logistics.

• Appointment Scheduling Online Available
  Key Contacts will receive, via email, notification and instructions for using the online appointment scheduling to electronically search for and request appointments with International and Domestic Buyers

• Multiple Booth Scheduling Option Form Due
  Last day to submit your request for this appointment scheduling option.

April 22, midnight Eastern Standard Time

• Appointment Requests Due
  Appointment Requests must be submitted directly to U.S. Travel by this date to be included in the computer-generated scheduling process.

May 10

• Freeman Advance Order Deadline Date
  In order to receive advance order discount rates listed on Freeman's price sheet, your order AND payment must be received by May 10.

• Complimentary Optional Furniture Package Deadline
  Last day to submit your "Complimentary Optional Furniture Package" form to include one (1) 4'x24" white skirted table, two (2) white folding chairs and one wastebasket in your booth at no additional cost.

• Housing Reservation Deadline
  Last chance to request housing from the Housing Bureau, but we encourage you to reserve early to ensure getting the location you want.

• Exhibitor Appointed Contractor Form Due
  Last day to submit this form if you are using an Exhibitor Service Contractor other than Freeman to install and dismantle your booth.

May 13

• Appointment Lists Distributed
  You will receive your list of pre-scheduled appointments and Manual Appointment Scheduling will begin.

May 24 - Changed due to Memorial Day holiday

• Delegate Registration
  Key Contacts should register and pay for their delegates to ensure they are listed in the online PDF Delegate Registry.

June 4, 11:59 p.m., Eastern Standard Time

• Manual Scheduling Closes
  Delegates can finalize their schedules before traveling to the show. The Manual Scheduling system will re-open on Saturday, June 8, for onsite use through the IPW Message Centers.

Download the complete list of International Leisure Buyer Key Dates and Deadlines.

Click here to add the 2013 Key Dates and Deadlines to your calendar.

February 8, 2013

• Last Day to Take Advantage of the Early Registration Discount
  Registration fees increase from $795 USD to $1,150 USD for any payments not received by this date for international delegates.
   
• Full Refund Deadline
  Last day to receive a 100% refund for cancellations. Cancellations between February 9 and March 4, 2013 will receive a 50% refund.

March 4

• 50% Registration Refund Deadline
  Last day to receive a 50% refund for cancellations. No refunds offered after this date.
   

March 25

• Appointment Scheduling Online Available
  Appointment scheduling instructions will be emailed to registered International Buyers and online appointment scheduling will go live.

April 15

• Registration Closes
  International Buyer registration closes. We will not accept onsite registrations.
   
• Hotel Reservation Deadline (Guaranteed placement at Delegation Hotel)
  Deadline to reserve your complimentary hotel accommodation at your delegation’s assigned hotel. Requests must be submitted through the International Housing Bureau. U.S. Travel cannot guarantee placement with your delegation after this date.
  
  Reservations will be accepted between April 16 and May 8; however, your final hotel assignment will not be available until late May.

April 22

• Appointment Requests Due
  Appointment Requests must be submitted directly to U.S. Travel Association by this date to be included in the computer-generated scheduling process.

May 8

• Hotel Reservation Deadline (Placement not guaranteed at Delegation Hotel)
  Last day to reserve your complimentary hotel accommodations at one of IPW’s host hotels as space permits. Requests must be submitted through the International Housing Bureau by 5 p.m. CST (Central Standard Time).
  
  You will receive a reservation confirmation upon submission. You will be notified of your hotel assignment by May 31.

May 9

• International Housing Bureau Closes
  Hotel reservations will no longer be accepted. You are now responsible for securing your own accommodations. No adjustments will be made to registration fees.

May 13

• Appointment Lists Distributed
  You will receive your list of pre-scheduled appointments and Manual Appointment Scheduling will begin.

June 4, 11:59 p.m., Eastern Standard Time

• Manual Scheduling Closes
  Delegates can finalize their schedules before traveling to the show. The Manual Scheduling system will re-open on Saturday, June 8, for onsite use through the IPW Message Centers.

Download the complete list of Domestic Buyer Key Dates and Deadlines.

Click here to add the 2013 Key Dates and Deadlines to your calendar.

February 8, 2013

• Last Day to Take Advantage of the Early Registration Discount
  If you pay by this date, your fee as a U.S. Travel Association Member is $965 and as a Non-Member is $1,395. After February 8, the Domestic Buyer registration fee increases to $1,285 for U.S. Travel Association Members and $1,750 for Non-Members. Submit your Domestic Buyer Registration and Housing Information, including payment, by this date to take advantage of the early registration discount.
   
• Full Refund Deadline
  Last day to receive a 100% refund for cancellations. Cancellations between February 9 and March 4, 2013 will receive a 50% refund.

February 28

• Membership Dues Deadline
  U.S. Travel Association 2012 membership dues must be paid by this date to qualify for the member registration rate.

March 4

• 50% Registration Refund Deadline
  Last day to receive a 50% refund for cancellations. No refunds offered after this date.
   

March 25

• Appointment Scheduling Online Available
  Appointment scheduling instructions will be emailed to registered Domestic Buyers and online appointment scheduling will go live.

April 15

• Registration Closes
  Domestic Buyer registration closes. We will not accept onsite registrations.
   
• Hotel Reservation Deadline (Guaranteed placement at Delegation Hotel)
  Deadline to reserve your complimentary hotel accommodation at one of the domestic buyer assigned hotels. Requests must be submitted through the International Housing Bureau. U.S. Travel cannot guarantee placement with the Domestic Buyer delegation after this date.
  
  Reservations will be accepted between April 16 and May 8; however, your final hotel assignment will not be available until late May.

April 22

• Appointment Requests Due
  Appointment Requests must be submitted directly to U.S. Travel Association by this date to be included in the computer-generated scheduling process.

May 8

• Hotel Reservation Deadline (Placement not guaranteed at Delegation Hotel)
  Last day to reserve your complimentary hotel accommodations at one of IPW’s host hotels as space permits. Requests must be submitted through the International Housing Bureau by 5 p.m. CST.
  
  You will receive a reservation confirmation upon submission. You will be notified of your hotel assignment by May 31.

May 9

• International Housing Bureau Closes
  Hotel reservations will no longer be accepted. Delegate is responsible for securing their own accommodations. No adjustments will be made to registration fees.

May 13

• Appointment Lists Distributed
  You will receive your list of pre-scheduled appointments and Manual Appointment Scheduling will begin.

June 4, 11:59 p.m., Eastern Standard Time

• Manual Scheduling Closes
  Delegates can finalize their schedules before traveling to the show. The Manual Scheduling system will re-open on Saturday, June 8, for onsite use through the IPW Message Centers.

Download the complete list of International Meeting and Incentive Buyer Key Dates and Deadlines.

Click here to add the 2013 Key Dates and Deadlines to your calendar.

February 8, 2013

• Last Day to Take Advantage of the Early Registration Discount
  Registration fees increase from $795 USD to $1,150 USD for any payments not received by this date for international delegates.
   
• Full Refund Deadline
  Last day to receive a 100% refund for cancellations. Cancellations between February 9 and March 4, 2013 will receive a 50% refund.

March 4

• 50% Registration Refund Deadline
  Last day to receive a 50% refund for cancellations. No refunds offered after this date.
   

March 25

• Appointment Scheduling Online Available
  Appointment scheduling instructions will be emailed to registered International Buyers and online appointment scheduling will go live.

April 15

• Registration Closes
  International Buyer registration closes. We will not accept onsite registrations.
   
• Hotel Reservation Deadline (Guaranteed placement at Delegation Hotel)
  Deadline to reserve your complimentary hotel accommodation at your delegation’s assigned hotel. Requests must be submitted through the International Housing Bureau. U.S. Travel cannot guarantee placement with your delegation after this date.
  
  Reservations will be accepted between April 16 and May 8; however, your final hotel assignment will not be available until late May.

April 22

• Appointment Requests Due
  Appointment Requests must be submitted directly to U.S. Travel Association by this date to be included in the computer-generated scheduling process.

May 8

• Hotel Reservation Deadline (Placement not guaranteed at Delegation Hotel)
  Last day to reserve your complimentary hotel accommodations at one of IPW’s host hotels as space permits. Requests must be submitted through the International Housing Bureau by 5 p.m. CST (Central Standard Time).
  
  You will receive a reservation confirmation upon submission. You will be notified of your hotel assignment by May 31.

May 9

• International Housing Bureau Closes
  Hotel reservations will no longer be accepted. You are now responsible for securing your own accommodations. No adjustments will be made to registration fees.

May 13

• Appointment Lists Distributed
  You will receive your list of pre-scheduled appointments and Manual Appointment Scheduling will begin.

June 4, 11:59 p.m., Eastern Standard Time

• Manual Scheduling Closes
  Delegates can finalize their schedules before traveling to the show. The Manual Scheduling system will re-open on Saturday, June 8, for onsite use through the IPW Message Centers.

Download the complete list of International Non-Buyer Key Dates and Deadlines.

Click here to add the 2013 Key Dates and Deadlines to your calendar.

February 8, 2013

• Last Day to Take Advantage of the Early Registration Discount
  Registration fees increase from $795 USD to $1,150 USD for any payments not received by this date for U.S. Embassy/Commercial Service delegates, IAC Representatives and VUSA Committee Representatives.
  
  Registration fees increase from $795 USD to $1,150 USD for any payments not received by this date for Airline Observer delegates.
  
  Registration for IAC Chairs and VUSA Committee Chairs is complimentary.
   
• Full Refund Deadline
  Last day to receive a 100% refund for cancellations. Cancellations between February 9 and March 4, 2013 will receive a 50% refund.

March 4

• 50% Registration Refund Deadline
  Last day to receive a 50% refund for cancellations. No refunds offered after this date.
   

March 25

• Appointment Scheduling Online Available
  Appointment scheduling instructions will be emailed to registered delegates and online appointment scheduling will go live.

April 15

• Registration Closes
  International Non-Buyer registration closes. We will not accept onsite registrations.
   
• Hotel Reservation Deadline (Guaranteed placement at Delegation Hotel)
  Deadline for International Advisory Committee Chairs, Visit USA Committee Chairs, and Commercial Service Representatives to request housing at their delegation’s assigned hotel. Requests must be submitted through the International Housing Bureau. U.S. Travel cannot guarantee placement with your delegation after this date.
  
  Reservations will be accepted between April 16 and May 8; however, your final hotel assignment will not be available until late May.

April 22

• Appointment Requests Due
  Visit USA Committee Representatives and Commercial Service delegates must submit their Appointment Requests directly to the U.S. Travel Association by this date to be included in the computer-generated scheduling process.

May 8

• International Housing Reservation Deadline (Placement not guaranteed at Delegation Hotel)
  Last day to reserve your complimentary hotel accommodations at one of IPW’s host hotels as space permits. Requests must be submitted through the International Housing Bureau by 5 p.m. CST (Central Standard Time).
  
  You will receive a reservation confirmation upon submission. You will be notified of your hotel assignment by May 31.

May 9

• International Housing Bureau Closes
  Hotel reservations will no longer be accepted. International Journalist delegate is responsible for securing their own accommodations. No adjustments will be made to registration fees.

May 10

• U.S. Housing Reservation Deadline
  Last chance for Airline Observers and additional IAC or Visit USA Committee representatives (who cover their own housing expenses), to make reservations through the U.S. Housing Bureau. We encourage you to reserve early to ensure getting the location you want.

May 13

• Appointment Lists Distributed
  You will receive your list of pre-scheduled appointments and Manual Appointment Scheduling will begin.

June 4, 11:59 p.m., Eastern Standard Time

• Manual Scheduling Closes
  Delegates can finalize their schedules before traveling to the show. The Manual Scheduling system will re-open on Saturday, June 8, for onsite use through the IPW Message Centers.

Download the complete list of International Journalist Key Dates and Deadlines.

Click here to add the 2013 Key Dates and Deadlines to your calendar.

March 25, 2013

• Appointment Scheduling Online Available
  Appointment scheduling instructions will be emailed to registered Journalists and online appointment scheduling will go live.

April 15

• Registration Closes
  Journalist registration closes. No onsite registration.

• Hotel Reservation Deadline (Guaranteed placement at Delegation Hotel)
  Deadline to reserve your complimentary hotel accommodation at your delegation’s assigned hotel. Requests must be submitted through the International Housing Bureau. U.S. Travel cannot guarantee placement with your delegation after this date.
  
  Reservations will be accepted between April 16 and May 8; however, your final hotel assignment will not be available until late May.

April 22

• Appointment Requests Due
  Appointment Requests must be submitted directly to U.S. Travel Association by this date to be included in the computer-generated scheduling process.

May 8

• International Journalist Housing Reservation Deadline (Placement not guaranteed at Delegation Hotel)
  Last day to reserve your complimentary hotel accommodations at one of IPW’s host hotels as space permits. Requests must be submitted through the International Housing Bureau by 5 p.m. CST (Central Standard Time).
  
  You will receive a reservation confirmation upon submission. You will be notified of your hotel assignment by May 31.

May 9

• International Housing Bureau Closes
  We will not accept onsite registrations. International Journalist delegate is responsible for securing their own accommodations. No adjustments will be made to registration fees.

May 13

• Appointment Lists Distributed
  You will receive your list of pre-scheduled appointments and Manual Appointment Scheduling will begin.

June 4, 11:59 p.m., Eastern Standard Time

• Manual Scheduling Closes
  Delegates can finalize their schedules before traveling to the show. The Manual Scheduling system will re-open on Saturday, June 8, for onsite use through the IPW Message Centers.

Download the complete list of U.S. Journalist Key Dates and Deadlines.

Click here to add the 2013 Key Dates and Deadlines to your calendar.

March 25

• Appointment Scheduling Online Available
  Appointment scheduling instructions will be emailed to registered Journalists and online appointment scheduling will go live.

April 15

• Registration Closes
  Journalist registration closes. No onsite registration.

April 22

• Appointment Requests Due
  Appointment Requests must be submitted directly to U.S. Travel Association by this date to be included in the computer-generated scheduling process.

May 10

• U.S. Journalist Housing Reservation Deadline
  Last chance for U.S. Journalists to request housing from the U.S. Housing Bureau, but we encourage you to reserve early to ensure getting the location you want.

May 13

• Appointment Lists Distributed
  You will receive your list of pre-scheduled appointments and Manual Appointment Scheduling will begin.

June 4, 11:59 p.m., Eastern Standard Time

• Manual Scheduling Closes
  Delegates can finalize their schedules before traveling to the show. The Manual Scheduling system will re-open on Saturday, June 8, for onsite use through the IPW Message Centers.