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.

 

2016 Key Dates and Deadlines

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

July 15, 2015, 11:59 p.m. Eastern Daylight Saving Time

  • Renewal Incentive Exhibitor Registration Discount Deadline
    If you exhibited at IPW 2015, this is the last day to receive the renewal incentive Individual Exhibitor Delegate registration fee of $895 for U.S. Travel Association Members and $1,475 for Non-Members for either new exhibitor delegates or individuals previously submitted and not yet paid for. Early registration fees ($1,065 for U.S. Travel Association Members and $1,600 for Non-Members) go into effect at 12:01 a.m. Eastern Daylight Saving Time on July 16.

    This is also the last day to receive the renewal incentive Exhibitor Booth fee.  Please see the Registration Fees for various booth fees. Regular booth fees go into effect at 12:01 a.m. Eastern Daylight Saving Time on July 16.

November 13, 2015, 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 $1,065 for U.S. Travel Association Members and $1,600 for Non-Members for either new exhibitor delegates or individuals previously submitted and not yet paid for. Standard registration fees ($1,295 for U.S. Travel Association Members and $1,700 for Non-Members) go into effect at 12:01 a.m. Eastern Standard Time on November 14.
     
  • Early Shared Booth Delegate Registration Discount Deadline
    Last day to save $200 by paying the early Shared Booth Delegate registration fee of $1,350 for either new shared booth delegates or individuals previously submitted and not yet paid for. Standard registration fee ($1,550) goes into effect at 12:01 a.m. Eastern Standard Time on November 14.

January 4, 2016, 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 5 and February 1, 2016 will receive a 50% refund.
     
  • 50% Booth Refund Deadline
    Last day to receive a 50% refund of booth fees for cancelled booth space.

February 1, 2016, 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 29, 2016

  • Membership Dues Deadline
    U.S. Travel Association 2016 membership dues must be paid by this date to qualify for the member booth and registration rates.

April 4, 2016

  • 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 decor 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

May 6, 2016, 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 Listing in Official Program
    Exhibitors who purchase a booth or who register booth share partners after May 6 will only appear in the Find Delegates search function on ipw.com and the PDF directory of attendees distributed electronically to attendees (Note: May 25 deadline below).

May 25, 2016

  • 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 25.
     
  • 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.
     
  • Cut-off Date for the Electronic Directory of Attendees
    Delegates registered after May 25 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.

June 14, 2016, 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 18, for onsite use through the IPW.com Message Centers.
Download the complete list of Marketing Partners/Partner Marketing Pavilion Key Dates and Deadlines.
 

Coming Soon

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

February 15, 2016, 11:59 p.m. Eastern Standard Time

  • Early Registration Discount Deadline
    Registration fees increase from $795 USD to $1,195 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 16 and March 11, 2016, will receive a 50% refund.

March 11, 2016, 11:59 p.m. Eastern Standard Time

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

April 4, 2016

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

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

  • Registration Closes
    International buyer registration closes. We will not accept onsite registrations.

May 6, 2016, 11:59 p.m. Eastern Daylight Saving Time

  • 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 Hosted Delegate Housing Bureau. U.S. Travel cannot guarantee placement with your delegation after this date.

    Reservations will be accepted between May 7 and May 20; however, your final hotel assignment will not be available until June 10.
     
  • 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 20, 2016, 5 p.m. Central Daylight Saving Time

  • Hotel Reservation Deadline (Placement not guaranteed at Delegation Hotel) - Hosted Delegate Housing Bureau Closes
    Last day to reserve your complimentary hotel accommodations at one of IPW's host hotels as space permits. Requests must be submitted through the Hosted Delegate Housing Bureau by 5 p.m. Central Daylight Saving Time.

    After this date, you are responsible for securing your own accommodations. No adjustments will be made to registration fees.

    You will receive a reservation confirmation upon submission. You will be notified of your hotel assignment by June 10.

May 25, 2016

  • Appointment Lists Distributed
    You will receive your list of pre-scheduled appointments and Manual Appointment Scheduling will begin.
     
  • Cut-off Date for the Electronic Directory of Attendees
    Delegates registered after May 25 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.

June 14, 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 18, for onsite use through the IPW Message Centers.
Download the complete list of Domestic Buyer Key Dates and Deadlines.
 

February 15, 2016, 11:59 p.m. Eastern Standard Time

  • Early Registration Discount Deadline
    If you pay by this date, your fee as a U.S. Travel Association member is $995 and as a non-member is $1,395. After February 15, the domestic buyer registration fee increases to $1,295 for U.S. Travel Association members and $1,795 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. Cancellation requests received between February 16 and March 11, 2016, will receive a 50% refund.

February 29, 2016, 11:59 p.m. Eastern Standard Time

  • Membership Dues Deadline
    U.S. Travel Association 2016 membership dues must be paid by this date to qualify for the member registration rate.

March 11, 2016, 11:59 p.m. Eastern Standard Time

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

April 4, 2016

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

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

  • Registration Closes
    Domestic buyer registration closes. We will not accept onsite registrations.

May 6, 2016, 11:59 p.m. Eastern Daylight Saving Time

  • 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 Hosted Delegate Housing Bureau. U.S. Travel cannot guarantee placement with the domestic buyer delegation after this date.

    Reservations will be accepted between May 7 and May 20; however, your final hotel assignment will not be available until June 10.
     
  • 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 20, 2016, 5 p.m. Central Daylight Saving Time

  • Hotel Reservation Deadline (Placement not guaranteed at Delegation Hotel) - Hosted Delegate Housing Bureau Closes
    Last day to reserve your complimentary hotel accommodations at one of IPW's host hotels as space permits. Requests must be submitted through the Hosted Delegate Housing Bureau by 5 p.m. CDT (Central Daylight Saving Time).

    After this date, you are responsible for securing your own accommodations. No adjustments will be made to registration fees.

    You will receive a reservation confirmation upon submission. You will be notified of your hotel assignment by June 10.

May 25, 2016

  • Appointment Lists Distributed
    You will receive your list of pre-scheduled appointments and manual appointment scheduling will begin.
     
  • Cut-off Date for the Electronic Directory of Attendees
    Delegates registered after May 25 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.

June 14, 2016, 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 18, for onsite use through the IPW Message Centers.
Download the complete list of International Meeting and Incentive Buyer Key Dates and Deadlines.
 

February 15, 2016, 11:59 p.m. Eastern Standard Time

  • Early Registration Discount Deadline
    Registration fees increase from $795 USD to $1,195 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 16 and March 11, 2016, will receive a 50% refund.

March 11, 2016, 11:59 p.m. Eastern Standard Time

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

April 4, 2016

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

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

  • Registration Closes
    International buyer registration closes. We will not accept onsite registrations.

May 6, 2016, 11:59 p.m. Eastern Daylight Saving Time

  • 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 Hosted Delegate Housing Bureau. U.S. Travel cannot guarantee placement with your delegation after this date.

    Reservations will be accepted between May 7 and May 20; however, your final hotel assignment will not be available until June 10.
     
  • 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 20, 2016, 5 p.m. Central Daylight Saving Time

  • Hotel Reservation Deadline (Placement not guaranteed at Delegation Hotel) - Hosted Delegate Housing Bureau Closes
    Last day to reserve your complimentary hotel accommodations at one of IPW's host hotels as space permits. Requests must be submitted through the Hosted Delegate Housing Bureau by 5 p.m. Central Daylight Saving Time.

    After this date, you are responsible for securing your own accommodations. No adjustments will be made to registration fees.

    You will receive a reservation confirmation upon submission. You will be notified of your hotel assignment by June 10.

May 25, 2016

  • Appointment Lists Distributed
    You will receive your list of pre-scheduled appointments and Manual Appointment Scheduling will begin.
     
  • Cut-off Date for the Electronic Directory of Attendees
    Delegates registered after May 25 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.

June 14, 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 18, for onsite use through the IPW Message Centers.
Download the complete list of International Non-Buyer Key Dates and Deadlines.
 

February 15, 2016, 11:59 p.m. Eastern Standard Time

  • Early Registration Discount Deadline
    Registration fees for U.S. Embassy/Commercial Service delegates and IAC, VUSA Committee, and international airline representatives increase from $795 USD to $1,195 USD for any payments not received by this date.

    Registration for IAC Chairs and VUSA Committee chairs is complimentary.
     
  • Full Refund Deadline
    Last day to receive a 100% refund for cancellations. Cancellation requests received between February 16 and March 11, 2016, will receive a 50% refund.

March 11, 2016, 11:59 p.m. Eastern Standard Time

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

April 4, 2016

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

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

  • Registration Closes
    International non-buyer registration closes. We will not accept onsite registrations.

May 6, 2016, 11:59 p.m. Eastern Daylight Saving Time

  • Hotel Reservation Deadline (Guaranteed placement at Delegation Hotel)
    Deadline for International Advisory Committee chairs, Visit USA Committee chairs, and U.S. Embassy/Commercial Service delegates to request housing at their delegation's assigned hotel. Requests must be submitted through the Hosted Delegate Housing Bureau. U.S. Travel cannot guarantee placement with your delegation after this date.

    Reservations will be accepted between May 7 and May 20; however, your final hotel assignment will not be available until June 10.
     
  • Appointment Requests Due
    Visit USA Committee representatives, international airline 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 20, 2016, 5 p.m. Central Daylight Saving Time

  • Hotel Reservation Deadline (Placement not guaranteed at Delegation Hotel) - Hosted Delegate Housing Bureau Closes
    Last day to reserve your complimentary hotel accommodations at one of IPW's host hotels as space permits. Requests must be submitted through the Hosted Delegate Housing Bureau by 5 p.m. Central Daylight Saving Time.

    After this date, you are responsible for securing your own accommodations. No adjustments will be made to registration fees.

    You will receive a reservation confirmation upon submission. You will be notified of your hotel assignment by June 10.

May 25, 2016

  • Appointment Lists Distributed
    You will receive your list of pre-scheduled appointments and manual appointment scheduling will begin.
     
  • U.S. Housing Reservation Deadline
    Last chance for international airline representatives and additional IAC or Visit USA Committee representatives (who cover their own housing expenses) to make reservations through the U.S. Supplier/Press Housing Bureau.
     
  • Cut-off Date for the Electronic Directory of Attendees
    Delegates registered after May 25 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.

June 14, 2016, 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 18, for onsite use through the IPW Message Centers.
Download the complete list of International Journalist Key Dates and Deadlines.
 

April 4, 2016

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

April 29, 2016, 11:59 Eastern Daylight Saving Time

  • Registration Closes
    Journalist registration closes. No onsite registration.

May 6, 2016, 11:59 Eastern Daylight Saving Time

  • 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 Hosted Delegate Housing Bureau. U.S. Travel cannot guarantee placement with your delegation after this date.

    Reservations will be accepted between May 7 and May 20; however, your final hotel assignment will not be available until June 10.
     
  • 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 20, 2016, 5 p.m. Central Daylight Saving Time

  • Hotel Reservation Deadline (Placement not guaranteed at Delegation Hotel) - Hosted Delegate Housing Bureau Closes
    Last day to reserve your complimentary hotel accommodations at one of IPW's host hotels as space permits. Requests must be submitted through the Hosted Delegate Housing Bureau by 5 p.m. CST (Central Daylight Saving Time).

    After this date, you are responsible for securing your own accommodations.

    You will receive a reservation confirmation upon submission. You will be notified of your hotel assignment by June 10.

May 25, 2016

  • Appointment Lists Distributed
    You will receive your list of pre-scheduled appointments and manual appointment scheduling will begin.
     
  • Cut-off Date for the Electronic Directory of Attendees
    Delegates registered after May 25 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.

June 14, 2016, 11:59 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 18, for onsite use through the IPW Message Centers.
Download the complete list of U.S. Journalist Key Dates and Deadlines.
 

April 4, 2016

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

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

  • Registration Closes
    Journalist registration closes. No onsite registration.

May 6, 2016, 11:59 p.m., Eastern Daylight Saving Time

  • 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 25, 2016

  • Appointment Lists Distributed
    You will receive your list of pre-scheduled appointments and manual appointment scheduling will begin.
     
  • U.S. Journalist Housing Reservation Deadline
    Last chance for U.S. journalists to request housing from the housing bureau. Requests must be submitted through the housing bureau by 5:00 p.m. Eastern Daylight Saving Time.
     
  • Cut-off Date for the Electronic Directory of Attendees
    Delegates registered after May 25 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.

June 14, 2016, 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 18, for onsite use through the IPW Message Centers.