Key Dates and Deadlines

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To ensure a smooth and efficient IPW event for all participants, U.S. Travel Association applies a number of Key Dates and Deadlines. To make sure you are on schedule, click on the below link that represents your registration category and review your upcoming deadlines.

 

2017 Key Dates and Deadlines

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

July 29, 2016, 11:59 p.m. Eastern Daylight Saving Time

  • Renewal Incentive Exhibitor Registration Discount Deadline
    If you exhibited at IPW 2016, this is the last day to receive the renewal incentive Individual exhibitor delegate registration fee of $955 for U.S. Travel Association Members and $1,570 for Non-Members for either new exhibitor delegates or individuals previously submitted and not yet paid for. Early registration fees ($1,165 for U.S. Travel Association Members and $1,700 for Non-Members) go into effect at 12:00 a.m. Eastern Daylight Saving Time on July 30.

    This is also the last day to receive the renewal incentive Exhibitor Booth fee.  Please see the Registration and Booth Fees for various fees. Regular booth fees go into effect at 12:01 a.m. Eastern Daylight Saving Time on July 30.

November 4, 2016, 11:59 p.m. Eastern Standard Time

  • Early Individual Exhibitor Registration Discount Deadline
    Last day to save up to $230 by paying the early individual exhibitor delegate registration fee of $1,165 for U.S. Travel Association Members and $1,700 for Non-Members for either new exhibitor delegates or individuals previously submitted and not yet paid for. Standard registration fees ($1,395 for U.S. Travel Association Members and $1,800 for Non-Members) go into effect at 12:01 a.m. Eastern Daylight Saving Time on November 5.
     
  • Early Shared Booth Delegate Registration Discount Deadline
    Last day to save $200 by paying the early shared booth delegate registration fee of $1,450 for either new shared booth delegates or individuals previously submitted and not yet paid for. Standard registration fee ($1,650) goes into effect at 12:01 a.m. Eastern Daylight Saving Time on November 5.

January 6, 2017, 11:59 p.m. 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 7 and February 1, 2017, will receive a 50% refund.
     
  • 50% Booth Refund Deadline
    Last day to receive a 50% refund of booth fees for cancelled booth space. Note: Downsizing your booth is considered a partial cancellation; in this case, the 50% refund applies to the difference between the rate of your original booth size and the rate of the smaller booth size.

February 6, 2017, 11:59 p.m. 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, 2017

  • Membership Dues Deadline
    U.S. Travel Association 2017 membership dues must be paid by this date to qualify for the member booth and registration rates.

March 22, 2017

  • 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.
     
  • Online Appointment Scheduling 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.

April 24, 2017, 11:59 p.m. Eastern Daylight Saving Time

  • Exhibitor Group Scheduling Option Form Due
    Last day to submit your request for this appointment scheduling option.
     
  • 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.
     
  • 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.
     
  • Cut-off Date for Exhibitor Company Listing in Official Program
    Exhibitors who purchase a booth or who register booth share partner companies after April 24 will only appear in the Find Delegates search function on ipw.com and the PDF directory of attendees distributed electronically to attendees (Note: May 3 deadline below).

May 3, 2017

  • Convention Center Services Advance Order Deadline Date
    In order to receive advance order discount rates for services provided by the Walter E. Washington Convention Center, your order AND payment must be received by May 3. Services include: internet/network connectivity; telecommunications; electrical; and compressed air, water, drain, gas and steam.

May 12, 2017

  • Appointment Lists Distributed
    You will receive your list of pre-scheduled appointments and Manual Appointment Scheduling will begin.
     
  • Housing Reservation Deadline
    Last chance to request housing from the housing bureau. Requests must be submitted through the housing bureau by 5:00 p.m. Eastern Daylight Saving Time.
     
  • 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 12.
     
  • Complimentary Optional Furniture Package Deadline
    Last day to submit your "Complimentary Optional Furniture Package" form to include one (1) 4' white skirted table, two (2) white folding chairs and one wastebasket in your booth at no additional cost.
     
  • Cut-off Date for the Electronic Directory of Attendees
    Delegates registered after May 12 will only appear in the Find Delegates search function on ipw.com; they will not be listed in the PDF directory of attendees distributed electronically to attendees.

May 30, 2017, 11:59 p.m. Eastern Daylight Saving Time

  • Manual Scheduling Closes
    Delegates can finalize their schedules before traveling to the show. The Manual Scheduling system will re-open on Saturday, June 3, for onsite use through the IPW.com Message Centers.
Download the complete list of Marketing Partners/Partner Marketing Pavilion Key Dates and Deadlines.
 

November 4, 2016, 11:59 p.m. Eastern Standard Time

  • Early Individual Marketing Partner Registration Discount Deadline
    Last day to save up to $230 by paying the early individual marketing partner delegate registration fee of $1,165 for U.S. Travel Association Members and $1,700 for Non-Members for either new delegates or individuals previously submitted and not yet paid for. Standard registration fees ($1,395 for U.S. Travel Association Members and $1,800 for Non-Members) go into effect at 12:01 a.m. Eastern Daylight Saving Time on November 5.

January 6, 2017, 11:59 p.m. Eastern Standard Time

  • Full Individual Registration Refund Deadline
    Last day to receive a 100% refund for cancelled individual marketing partner delegate registrations purchased over and above your complimentary allotment. Cancellation requests received between January 7 and February 6, 2017, will receive a 50% refund.
     
  • 50% Booth Refund Deadline
    Last day to receive a 50% refund of booth fees for cancelled booth space.

February 6, 2017, 11:59 p.m. Eastern Standard Time

  • 50% Individual Registration Refund Deadline
    Last day to receive a 50% refund for individual marketing partner delegate registrations purchased over and above your complimentary allotment. No refunds after this date.

February 10, 2017, 11:59 p.m. Eastern Standard Time

  • Full Payment Deadline
    Payment of the Fee in its entirety must be received by U.S. Travel per Exhibit A of your contract.

February 28, 2017, 11:59 p.m. Eastern Standard Time

  • Membership Dues Deadline
    U.S. Travel Association 2017 membership dues must be paid by this date to quality for the member booth and registration rate.

March 22, 2017

  • Booth Assignments and Exhibitor Services Information
    Key Contacts will be notified of their booth assignments and the exhibitor services information.
     
  • Online Appointment Scheduling Available
    Key Contacts will receive, via email, notification for using the online appointment scheduling to electronically search for and request appointments with U.S. supplier/exhibitors and international and domestic buyers.

April 24, 2017, 11:59 p.m. Eastern Daylight Saving 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.
     
  • Cut-off Date for Exhibitor/Booth Share Company Listing in Official Program
    Marketing partners who purchase a Partner Marketing Pavilion (PMP) after April 24 will only appear in the Find Delegates search function on ipw.com and the PDF directory of attendees distributed electronically to attendees (Note: May 12 deadline below).

May 3, 2017, 11:59 p.m. Eastern Daylight Saving Time

  • Convention Center Services Advance Order Deadline Date
    In order to receive advance order discount rates for services provided by the Walter E. Washington Convention Center, your order AND payment must be received by May 3. Services include: internet/network connectivity; telecommunications; electrical; and compressed air, water, drain, gas and steam.
     
  • Production Ready Graphic Submitted
    You must submit your production ready graphics for your PMP booth to Freeman by this date. If graphics are received after this date, a late fee of $2,500 will be charged.

May 12, 2017

  • Appointment Lists Distributed
    You will receive your list of pre-scheduled appointments and Manual Appointment Scheduling will begin.
     
  • Housing Reservation Deadline
    Last chance to request housing from the housing bureau. Requests must be submitted through the housing bureau by 5:00 p.m. Eastern Daylight Saving Time.
     
  • 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 12.
     
  • Cut-off Date for the Electronic Directory of Attendees
    Delegates registered after May 12 will only appear in the Find Delegates search function on ipw.com; they will not be listed in the PDF directory of attendees distributed electronically to attendees.

May 30, 2017, 11:59 p.m. Eastern Daylight Saving Time

  • Manual Scheduling Closes
    Delegates can finalize their schedules before traveling to the show. The Manual Scheduling system will re-open on Saturday, June 3, for onsite use through the IPW.com Message Centers.
Download the complete list of International Leisure Buyer Key Dates and Deadlines - Coming soon.
Download the complete list of International Meeting and Incentive Buyer Key Dates and Deadlines - Coming soon.
Download the complete list of Domestic Buyer Key Dates and Deadlines - Coming soon.
Download the complete list of International Non-Buyer Key Dates and Deadlines - Coming soon.
Download the complete list of International Journalist Key Dates and Deadlines. - Coming soon.
Download the complete list of Domestic Journalist Key Dates and Deadlines - Coming soon.