Frequently Asked Questions


This event is exclusively for professionals of destination organizations (Convention & Visitors Bureaus and Tourism Boards), and the industry. Last year, DMAI had record breaking attedance totalling over 1,500 industry professionals. 

You can expect: 

  • Participation from at least 1,500 travel and destination marketing industry professionals 
     
  • 1000+ DMO Decision Makers: Presidents & CEOs, Directors of Operations, Marketing, Communications, Sales, Tourism and Research
     
  • 400+ destinations from around the world (85% North American): National Tourism Boards, State/Provincial Tourism Offices, Convention and/or Visitors Bureaus
     
  • Additional participants included destination partners (providers of products/services), educators, students and representatives of Regional Associations of DMOs.


Exhibiting and sponsoring at DMAI events are considered exclusive benefits of membership.  In order for a company to participate in DMAI events, including DMAI's Annual Convention, its membership must be in good standing for the current cycle. Annual business member dues start at US $1,900.00. 

The one caveat: DMAI offers a one-time non-member rate as an exploratory opportunity to companies that have never been engaged with DMAI before and looking to expand services to this customer base. Beyond this first year, the company would need to join as a member in order to participate. 

For more information on DMAI's Business Membership, please review the information here: http://www.destinationmarketing.org/partner-sponsor-memberships

If you are unsure of your company's current membership status, or have questions about joining, please contact Lauren Benedict, Vice President of Membership & Industry Relations, at LBenedict@destinationmarketing.org or 1.202-835-4212.


Yes.  Business member delegates that do not wish to exhibit may attend DMAI's Annual Convention through the Business Consultant registration, which is US $2,500. This registration does not include any recognition or benefits for the company that would be realized through an exhibit/sponsor package. 


50% deposits are refundable when a cancellation notice is received by April 28th. Deposits and booth payments paid for on or after April 29th are nonrefundable.

 


April 28, 2017:

50% Booth Refund Deadline: Last day to receive a 50% refund of a booth fee for a canceled 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 your smaller booth size


Traditional Booth Space (US $5,500 members | US $6,500 non-members)
Package Includes: 

  • Two (2) full convention registrations (additional may be purchased for US $750 each)  
  • Listing within online and mobile Convention Partner Directory 
  • Pre-convention registration list (opt-in) 
  • One (1) 10’x10’ booth space (includes installation and removal of pipe & drape booth, 3’ high side rails, 8' high back wall) 
  • One (1) 6 ' draped table or (2) small cocktail tables
  • Two (2) Contour chairs
  • One (1) wastebasket
  • One (1) ID sign 


Turnkey Kiosk (US $5,500 members | US $6,500 non-members)
Package Includes: 

  • Two (2) full convention registrations (additional may be purchased for US $750 each)  
  • Listing within online and mobile Convention Partner Directory 
  • Pre-convention registration list (opt-in) 
  • Installation and removal of one (1) pre-constructed kiosk “pod” unit (8’ tall x 4’ 11" wide) 
  • Company graphics displayed on back wall 
  • Kiosk includes built in shelf 
  • Two (2) stools 
  • One (1) wastebasket

 


Yes, two (2) full registrations are included as part of the exhibit package. Additional may be purchased at a rate of US $750 each.


Exhibitors can register as many as requested. Two are complimentary, and the additional registrations are $750.00 each.

 


The designated logistics coordinator for an exhibiting company can register additional delegates registrations (as well as make changes to existing registrations) through accessing their online account.


No. We do not offer one-day registrations for business representatives. Badges for business representatives are good for the whole convention and non-transferrable onsite. 


Delegates from member organizations, booth personnel, and business consultants.


No, the Business Exchange is carpeted.


EIGHT (8) full hours of dedicated networking time with The Exchange are offered to partners and attendees during DMAI's 2017 Annual Covention. Below is a schedule outlining the the open hours of The Exchange. 

Wednesday, July 12, 2017:
8:00 AM - 9:00 AM     Breakfast
11:30 AM - 1:30 PM    Networking and Luncheon
3:00 PM - 4:00 PM     Caffeine and Cocktails

Thursday, July 13, 2017:
8:00 AM - 9:00 AM     Breakfast
11:30 AM - 1:30 PM    Networking and Luncheon
3:00 PM - 4:00 PM     Caffeine and Cocktails

 


Involvement in DMAI’s Partner program is a requirement for sponsorship eligibility. It is for businesses that provide products and solutions to the destination marketing industry and offers varying levels of participation. If joining as a New Member, member status and access will be activated after this signed contract has been received and payment processed. If your company’s membership is pending renewal, your membership must be brought current; therefore you will be charged to cover dues for the current period.

2017 TERMS & CONDITIONS

1. Defined Terms: The term “Event” means the Annual Convention of Destination Marketing Association International (DMAI), held in Montreal, Quebec from July 11 - 14, 2017-Quebec Convention Center. The premise is the Business Exchange trade show location. The Event is owned and operated by DMAI. As used hereinafter, the term "Organizers" means Destination Marketing Association International (DMAI), and each of their officers, directors, agents, affiliates, representatives, employees and assigns, unless the context requires otherwise. The term "Exhibitor" means the company or person or any of its officers, directors, shareholders, employees, contractors, agents or representatives that applied for exhibit space rental and agreed to enter into this contract.

2. Contract Acceptance: The Contract shall become effective when it has been executed by a duly authorized representative of the exhibiting company and counter-signed by a duly authorized representative of the Organizer. A signed contract is binding with or without payment.

3. Qualification of Exhibitors: Eligibility in the event as an Exhibitor is limited to DMAI Partner & Business Members, and non-members who are exhibiting with DMAI (or IACVB) for the very first time. The Organizers reserve the right to restrict or remove any Exhibit, which they believe to be objectionable or inappropriate. Exhibitors are prohibited, from sharing exhibit space. Should an exhibitor’s company have subsidiaries, those subsidiaries must exhibit as a separate entity in order to be recognized.

4. Assignment of Space: Initial assignment of space will be determined by DMAI. Priority booth locations will be given first to the highest level of partners followed by mid-level partners followed by Business members. Any exhibitors signing up after the initial booth selection will be assigned on a first-come, first-served basis. DMAI reserves the right to change the floor plan or to move an Exhibitor to another booth location prior to or during the Event if DMAI determines it is in the best interest of the Event.

5. Use of Exhibit Space: The exhibit space contracted for is to be used solely by the Exhibitor whose name appears on the contract. No Exhibitor shall assign, sublet, or apportion the whole or any part of the exhibit space allotted, nor permit any other person or party to exhibit goods, apparatus, etc., not represented by the Exhibitor in the regular course of his or her business.

6. Cancellation Policy: All cancellations must be made in writing to: Destination Marketing Association International - 2025 M Street NW, Suite 500, Washington, DC 20036, USA (C/O DMAI 2017 AC B.E.), return receipt requested, and shall become effective when received by DMAI or via email to membership@destinationmarketing.org with a read receipt and acknowledgement email coming back from DMAI. Both Sponsor/Exhibitor and DMAI acknowledge that DMAI will sustain substantial losses if Sponsor/Exhibitor cancels its Application and Contract. Should Sponsor/Exhibitor cancel all, or part, of the contracted item for herein after the date DMAI accepts and signs this Contract, Exhibitor is liable for: a) 50% of the total contracted amount if cancellation is made on or before April 29, 2017; b) 100% of the total contracted amount if the cancellation is received April 30, 2017 or after. At this time, payments are non-transferable to any other DMAI event and no refunds or rebates are available to exhibitor/sponsor.

7. Show Management’s Right to Terminate Contract: If an Exhibitor fails to make required payments as described in the exhibit space contract, the Organizer may terminate Exhibitor's participation in the Event without further notice and without obligation to refund moneys previously paid. Organizer also has the right to collect total amount due from contract. Exhibitors may not move-in until full payment is received.

If any exhibitor fails to observe or perform any of the provisions of the Contract, the Organizer shall have the right to terminate the Contract forthwith by notice in writing to such Exhibitor. In such event the exhibits of such exhibitor shall be removed from the Venue at the time stated by Organizer and thereafter such Exhibitor shall not be entitled to access the Exhibit Venue or Event. Organizer is entitled, if necessary, to remove and deliver exhibits and property (at expense of exhibitor) to Exhibitor’s address stated in Contract. All moneys paid by the Exhibitor shall be forfeited to and retained by Organizer and the Exhibitor shall indemnify Organizer and its affiliates and their respective directors, officers, agents and employees in respect of all costs, losses, damages or expenses (including any consequential loss or damage or any reasonable attorney’s fees) incurred.

8. Cancellation of the Event: If Organizers cancel the Event due to circumstances beyond the reasonable control of the Organizers (such as Acts of "God," Act of War, governmental emergency, labor strike or unavailability of the exhibit facility), the Organizers shall refund to each Exhibitor its exhibit space rental payment previously paid, minus a share of costs and expenses incurred in full satisfaction of all liabilities.

9. Space Reduction: All space reduction requests must be received in writing and shall become effective when received by DMAI. Regardless of any downsizing requests, the exhibitor 's responsibility will follow the same cancellatoin policy for reduction sspac as if it was the entire space. See above.

10. Exhibit Construction, Decoration, Signs, etc: Exhibitor is solely responsible for the safety of their exhibits. All special booth work must conform to DMAI exhibit regulations. Such approval and/or compliance with DMAI regulation does not constitute DMAI approval or opinion on the structural safety of construction. Exhibitor and its display company remain solely liable for the safety of their exhibit.

11. Exhibit Design and Inclusions: Included with each 10x10 exhibit space are back wall and side rails , one (1) 6’ skirted table (or two small cocktail tables) two (2) chairs, one (1) wastebasket and one (1) standard identification sign (exhibitors signing up after print deadlines may opt to have an ID sign made for an additional fee). All Exhibitors must remain within the confines of their own exhibit space, and no Exhibitor will be permitted to erect signs or display products in such a manner as to obstruct the view, occasion injury, or disadvantageously affect the display of other Exhibitors.

12. Character of Exhibits: Use of Aisles and Common Areas: Distribution of samples and printed matter of any kind, and any promotional material, is restricted to the exhibit booth. Each Exhibitor agrees to exhibit only products that it represents. All exhibits shall display products or services in a tasteful manner. The aisles, passageways, and overhead space remain strictly under the control of the Organizer and no signs, decorations, banners, advertising material or special exhibit will be permitted in the aisles. Employees must remain within the exhibit space occupied by their employers. Any and all advertising distribution must be made from the Exhibitor's exhibit space.

13. Exhibit Space Occupancy: Any Exhibitor who leaves his/ her space unattended during the Exhibit hours, forfeits their rights to the space. All exhibits must be open for business during the Business Exchange hours. Exhibitors are not allowed to dismantle their display until the official closing time or until the Event is officially closed by the Organizers. Exhibitors who do not abide by these rules and who breakdown displays before the official closure of the Business Exchange will be fined $1,000 and may be banned from future participation in any DMAI Annual Convention.

13b. Exhibit Set-Up/Tear-Down: A clean floor policy will be in effect during move-in. Set up and tear down will only be allowed during the specific dates and times designated by event management, unless otherwise noted.

14. Exhibitor/Sponsor Hosted Affairs: Exhibitors and Sponsors of DMAI’s Annual Convention and Business Exchange are permitted to host evening gatherings with DMAI Annual Convention participants as long as they do not interfere with any official DMAI Convention program or event. Sponsors/Exhibitors hosting events that overlap with any portion of DMAI’s Event schedule will be subject to dismissal from the Event at the discretion of DMAI.

15. Listing and Promotional Materials: By exhibiting at the Event, Exhibitors grant the Organizer a fully-paid, perpetual non-exclusive license to use, display and reproduce the name of Exhibitors in any directory listing and to use such names in promotional materials. The Organizer shall not be liable for any errors in any listing or descriptions or for omitting any Exhibitor from the directory or other lists or materials.

16. Copyrighted Materials: Exhibitors shall not play or permit the playing or performance of, or distribution of any copyrighted materials at the Event unless it has obtained all necessary rights and paid all required royalties, fees or other payment.

17. Safety, Fire and Health: Federal, State and City laws must be strictly observed. A full listing of these fire and safety regulations will be found in the Exhibitor Service Manual.

18. Sound Devices: The use of devices for mechanical reproduction of sound or music is permitted, but must be controlled. Sound of any kind must not be projected outside of the exhibit booth. Exhibitors are specifically prohibited from employing any carnival-type attraction, animal or human, or from operating such noise-creating devices as bells, horns or megaphones.

19. Contractor Services: In the interest of making available the best-qualified craftsmen in numbers sufficient to handle all of the services necessary for the operation of the Event, Destination Marketing Association International has contracted an official contractor to provide certain services. Service companies other than the official contractor(s) will not be allowed to perform any exclusive services. Non-exclusive services may be performed by Exhibitor-appointed contractors (EAC) within certain guidelines. A complete listing of exclusive services and EAC guidelines will be provided in the Exhibitor Service Manual.

20. Exhibitor Representatives/Badge Policy: Exhibitor representatives are limited to personnel employed by the Exhibitor listed on the contract and its named participants who have been deemed appropriate. Badges permit individuals to access the trade show floor at designated times and act as registration for all other events and sessions throughout DMAI’s Annual Convention, unless otherwise stated.

21. Care of Exhibit Facility: Exhibitor shall promptly pay for any and all damage to the Exhibit Facility or associated facilities, booth equipment or the property of others caused by the Exhibitor or any of its employees, agents, contractors or representatives.

22. Taxes and Licenses: Exhibitor shall be solely responsible for obtaining any licenses, permits or approvals under Federal, State, or local law applicable to its activities at the Event. Exhibitor shall be solely responsible for obtaining any necessary tax identification numbers and permits and for paying all taxes, license fees, use fees, or other fees, charges or penalties that become due to any governmental authority in connection with its activities at the Event.

23. Observance of Laws: Exhibitor shall abide by and observe all Federal, State and local laws, codes, ordinances, rules and regulations of the Exhibit Facility (including any union labor work rules). Without limiting the forgoing, Exhibitor shall construct its exhibits to comply with the Americans with Disabilities Act.

24. Assumption of Risks; Release: Exhibitors must have their own theft, public liability and property damage insurance with combined single limits of at least $1,000,000. This insurance should include both bodily injury and property damage coverage. Exhibitor expressly assumes all risk associated with, resulting from or arising in connection with Exhibitor's participation or presence at the Event, including, without limitation, all risks of theft, loss, harm or injury to the person (including death), property, business or profits of Exhibitor, whether caused by negligence, intentional act, accident, Act of God or otherwise. Exhibitor has sole responsibility for its property or any theft, damage or other loss to such property (whether or not stored in any courtesy storage areas), including any subrogation claims by its insurer. Neither Organizer nor the Exhibit Facility accepts responsibility, nor is a bailment created, for property delivered by or to the Exhibitor. Neither the Organizers, nor the Exhibit Facility, nor any of their respective officers, directors, shareholders, agents, employees, representatives, or assigns, shall be liable for, and Exhibitor hereby releases all of them from, and covenants not to sue any of them with respect to, any and all risks, damages and liabilities described in this paragraph. At any point DMAI can ask for proof of liability and property damage insurance from exhibitor.

25. Exhibitor Service Manual: Approximately - by May 1, an Exhibitor Service Manual will be available online to the "Logistics Contact" listed on the contract. The Exhibitor Service Manual will include information integral to the organization’s participation at the Event, including but not limited to: additional Exhibitor Rules and Regulations, official contractor order forms, registration, shipping and drayage, utilities and building services, decorator, audio/visual, exhibitor display rules and move-in/move-out schedules, and insurance information.

26. Incorporation of Rules and Regulations: Any and all matters pertaining to the Event not specifically covered by this Contract and the rules and regulations as described in the Exhibitor Service Manual, shall be subject to determination by the Organizer. Organizer may adopt rules or regulations from time to time governing such matters and may amend or revoke them at any time, upon reasonable notice to the Exhibitor..


 
As DMAI’s Annual Convention exhibitor and sponsorship opportunities continue to grow, we are excited to announce our new partnership with National Trade Productions (NTP). NTP’s experienced team will be responsible for the sales, service and fulfillment of all exhibitor and sponsorship needs, including on-site presence in Montreal during the 2017 Annual Convention.

A recognized leader in the B2B trade show and event space, NTP’s “Team DMAI” will be led by Christine Frye on the sales side and Melissa Brim on the services side. Together they will be working hand in hand with DMAI to make sure that our corporate and industry partners receive superlative service throughout their exhibitor and sponsorship experience.

Please find their contact information below:

Exhibitor and Sponsorship Sales
Christine Frye
DMAIsales@ntpshow.com
+1-703-706-8241

Exhibitor and Sponsorship Services
Melissa Brim
DMAIexhibitor@ntpshow.com
+1-703-706-8244

Back to Top