Key Dates and Deadlines

Appointment scheduling instructions will be emailed to registered exhibitor/MTP Key Contacts and PR representatives participating in the Media Marketplace and online appointment scheduling will go live.

The email will go out in the afternoon (Eastern Time) announcing when the system is open.

Last day to receive a 100 percent refund of fees for cancelled delegate registrations, booth space, and Media Marketplace packages. Cancellations between April 1-May 2, 2025, will receive a 50 percent refund.

U.S. Travel Association 2025 membership dues must be paid by this date to qualify for IPW member rates. 

Questions? Contact [email protected].

Last day to purchase an Inclusive Booth package or a Triangle Hanging Booth Banner (inventory is limited and may sell out prior to the deadline).

Last day to receive a 50 percent refund of fees for cancelled delegate registrations, booth space, and Media Marketplace packages. Cancellations submitted after May 2 will receive no refund.

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

In order for exhibitors to receive advance order discount rates for services provided by the Convention Center, the order AND payment must be received by May 9. Services include: internet/network connectivity and telecommunications. 

Last day to upload your print-ready artwork files for the customizable graphics fabric for your Inclusive Booth.

Last day to upload your print-ready artwork files for the branded graphic and identification sign for your Express Booth. 

Last day to upload your print-ready artwork files for purchased triangle hanging booth banners. 

Last day to submit this form if you are using an exhibitor service contractor other than Freeman to install and dismantle your booth. 

Last chance for delegates who cover their own housing expenses (exhibitors, marketing and technology providers,  domestic and exhibitor buyers, U.S. journalists, international airline representatives and additional IAC or Visit USA Committee representatives) to make reservations through the U.S. Exhibitor/Press Housing Bureau.

In order for exhibitors to receive advance order discount rates listed on Freeman's price sheet, the order AND payment must be received by May 19.

Last day for exhibitors to submit the "Complimentary Optional Furniture Package" request form to confirm the provided items for your booth at no additional cost.  Orders submitted after May 19 will incur a cost.

Exhibitor/MTP Key Contacts and PR representatives participating in the Media Marketplace will receive their list of pre-scheduled appointments and Manual Appointment Scheduling will begin. 

An email will go out in the afternoon (Eastern Time) announcing when the system is open.

Exhibitor onsite registration/badge pick-up and exhibitor move-in begins at 8:00 a.m. Restrictions on the number of delegates per booth apply.