Rendez-vous Canada Policies and Procedures |
INTRODUCTION
The operational arrangements for Rendez-vous Canada (RVC) are intended to create and maintain an atmosphere in which a maximum amount of business can be transacted by delegates in the most fair and efficient manner.
The policies and procedures of Rendez-vous Canada ensure that:
Infractions of RVC policies may affect the ability of organizations and/or individuals to continue their participation during the event and in the future.
GENERAL INFORMATION
The Tourism Industry Association of Canada (TIAC) is responsible for all aspects of the Rendez-vous Canada marketplace. All policy development work is done in consultation with the Rendez-vous Canada Advisory Committee which is composed of industry stakeholders from the private and public sectors. All changes in the general policy objectives and conditions of RVC must be pre-approved by the Canadian Tourism Commission. Rendez-vous Canada is an official mark protected by copyright. The registered trademark, which is held by the Canadian Tourism Commission is restricted to the promotion of the event by its organizers, and it must not be printed, used or displayed without the express written permission of the Tourism Industry Association of Canada. Such permission will not be granted for purely promotional purposes, or in any way to imply endorsement of a Seller or Buyer, product, service or activity. Seller Selection Selling organizations are selected using RVC guidelines established by the Tourism Industry Association of Canada in consultation with provinces, territories and private sector professionals who participate in Rendez-vous Canada.
*** NEW ** The nomination and approval process of selling organizations, as well as the assignment of booth size, and, if applicable, booth partners is determined by their respective Provincial / Territorial Coordinators. Furthermore, selling organizations participation and their booth design, structure or layout may be subject to and governed by their respective province or territory to ensure consistency in branding, “look and feel” within a provincial / territorial grouping.
Each contracted booth or portion of a booth is assigned to a specific organization by their respective province or territory. Sub-contracting of booths is prohibited.
An effort is made to create a balance between the number of buying organizations and the number of selling organizations. The quota of selling organizations is determined by the number of selling booths which can be accommodated on the marketplace floor.
Buyer Selection Buyers are invited on the basis of recommendations made by the Rendez-vous Canada Advisory Committee, Canadian Tourism Commission, industry representatives, Sellers participating in Rendez-vous Canada and by Canadian municipal and provincial/territorial tourism officers.
Marketplace Rendez-vous Canada is a table-top marketplace conducted in a simple, business-like atmosphere. The marketplace is comprised of selling booths, arranged in provincial and territorial groupings, with a separate section for national organizations.
Booth Allocation Rendez-vous Canada is responsible for establishing the provincial, territorial and national groupings in the marketplace. The provinces and territories assign booths in the provincial and territorial groupings. The Tourism Industry Association of Canada assigns booths in the national grouping.
RVC Directory Organizations invited to participate in Rendez-vous Canada submit a marketing profile which lists the products or services that they seek or sell. Rendez-vous Canada assigns a registration number to each organization, and publishes these, along with the organizations' respective profiles, in the RVC Directory. Rendez-vous Canada cannot guarantee directory listing if information is received after the registration deadline.
Printed copies of the RVC Directory will be provided to all Buyers, while only primary delegates of selling organizations will take home a printed copy. A CD-Rom version of the Directory will be made available to all participants. (This change embraces the new event sustainability initiative by allowing significant reduction in printing materials.)
Pre-scheduled Appointments There are six appointment sessions.
Appointments are 12 minutes in length, within a 15-minute timeframe. A system of chimes and announcements signals the start and end of each appointment.
Buyers may request back-to-back appointments with the same Seller if the Buyer estimates they will require more than 12 minutes to conclude their discussion with that Seller.
All requests for appointments must be submitted via the Online Appointment Request Form.
Each delegate registered for Rendez-vous Canada will receive an appointment schedule upon arrival at the Rendez-vous Canada Registration Desk. Should Buyers be unable to keep a scheduled appointment for any reason, they are requested to cancel it as far in advance as possible at the Appointment Scheduling Desk.
Buyer appointments with Sellers/DMOs Appointments are scheduled in the marketplace according to the following priorities for Tuesday and Wednesday:
*Please note: It is possible that such requests, in exceptional circumstances, may not be pre-scheduled as organizations may not have mutually available timeslots.
Accommodation Arrangements Delegates are encouraged to book accommodations within the room blocks of the official RVC Host hotels.
Buyers who have registered with accommodation will be assigned to their hotels according to the region/market they represent. Their accommodation costs are included in their registration fees up to a maximum of 5 nights. Buyer delegates who do not use the accommodation arranged for them by Rendez-vous Canada, and instead choose to stay at an unofficial hotel, forfeit the accommodation portion of their fee and must pay the unofficial hotel directly.
Sellers and DMOs must book their own accommodation.
Rendez-vous Canada will not pay for alternative accommodation assigned by a hotel or booked directly by delegates.
Delegates requiring suites should make arrangements directly with the hotel of their choice. To respect the privacy of delegates, Rendez-vous Canada does not publish or communicate the room numbers of registered delegates and requires that official Rendez-vous Canada hotels adopt a similar policy.
Badges Rendez-vous Canada name badges must be worn visibly by all delegates at all times and are not transferable under any circumstances. Badges may not be concealed with business cards, pins or stickers, or altered or defaced in any way.
The badge bears the name of the individual, the registered organization and its city and province or territory of operation. Admission to all Rendez-vous Canada functions and facilities is by badge alone.
Guests/VIPs/Accompanying Persons Policy With the exception of the specific authorization by the host of a function and the approval of the individual by Rendez-vous Canada, no guests, spouses, "VIPs" or accompanying persons are permitted access to functions. In addition, no accompanying and/or non-registered person is permitted access to other Rendez-vous Canada facilities, including the marketplace and the Delegates' Lounge. Rendez-vous Canada does not sell tickets to its functions, tours, etc.
BOOTH GUIDELINES
All Seller, DMO and Tourism Mall organizations registered for Rendez-vous Canada will be given a copy of the RVC "Sellers' Guide", which contains specifications for booths and installation, dismantling, electrical and shipping information. This guide is provided to Sellers, DMO and Tourism Mall primary contacts at least 60 days before the event.
Shared Booths Seller organizations registered with a half booth will be partnered with another seller organization with a half booth and will share the appointment schedule for that booth. A maximum of 34 appointments will be pre-scheduled for each seller organization. Unless concurrent appointments are selected, the booth partner without an official pre-scheduled appointment must vacate the marketplace.
If both booth partners select concurrent appointments during registration, they will be able to book additional appointments into a full 68 appointment schedule. This means that both half booth partners may have appointments with two different buyers at the same time.
Character of Exhibits The event has been planned as a "tabletop" marketplace at which Buyers and Sellers can meet in a businesslike atmosphere with minimal noise and visual disruption. The dimension of the booth which is constructed of pipe and drape is 2.4 m (8 ft.) wide, 3 m (10 ft.) deep and 2.4 m (8 ft.) high. *NEW* Height of side walls is 0.9 m (3 ft.). Selling organizations can distribute only printed matter, souvenirs or other articles within the booth.
Each Seller organization is provided with a 1.0 m × 0.25 m (40" × 10") white sign with black lettering, which is to be suspended from the front post of their booth.
All aisle and air space belongs to Rendez-vous Canada; no exhibits or advertising matter will be allowed to extend above or beyond the contracted booth space.
Care of Exhibits Sellers and DMOs must keep their exhibits cleaned and dusted and in good order. Booths must be maintained in perfect condition and be properly staffed throughout the event. Exhibits must remain intact until the official tear-down period on the last day of the event.
Booth Decor All bunting, draperies or other fabrics must be flame resistant. Paper decorations, cut evergreens or branches are not permitted.
Samples and Giveaways Samples or giveaways are to be limited to printed material such as pamphlets, photographs and books. The distribution of souvenirs such as buttons, models, badges, decals or flags is left to the discretion of the Seller, provided their intrinsic value is nominal. Distribution of sample foods or beverages is not permitted.
Security of Exhibits Rendez-vous Canada will provide necessary security for the Marketplace and DMO Lounge during the hours the event is closed. Rendez-vous Canada is not responsible for any loss or damage of any materials on RVC premises.
Insurance and Liability Sellers who desire insurance on their exhibits must place the same at their own expense. Rendez-vous Canada will not be liable for any loss or damage to the property of the Seller, or its employees, due to fire, robbery, accidents, or any cause whatsoever that may arise from use and occupancy of the leased space or building. The Seller agrees to indemnify and hold harmless Rendez-vous Canada against any and all claims of any person whomsoever arising out of acts or omissions of Sellers or their employees. Sellers shall furnish their own public liability insurance.
Free Time The computerized appointment-scheduling program automatically schedules a morning and an afternoon "break" of 15 minutes for each organization at appropriate times. This has been arranged in such a fashion that no more than 25 per cent of delegates will be absent from the marketplace at one time.
Messages The Rendez-vous Canada Message Centre is centrally located and is in operation during the hours of the marketplace. Messages must be recorded on official Rendez-vous Canada message forms. Messages must be placed in message boxes which correspond to the buyer organization registration number.
Anything other than official Rendez-vous Canada message forms will be removed from the Message Centre.
Distribution of brochures and promotional literature through the use of the Rendez-vous Canada Message Centre is prohibited.
Messages for News Media delegates should be directed to the Media Centre.
Official Activities Hospitality or any other activity, including off-premise displays, are not permitted during the hours in which an official Rendez-vous Canada activity is scheduled. Please consult the official Schedule of Events. Organizations violating this rule may face fines equivalent to the damages to the host and may be suspended from next year's event.
Please consult with Rendez-vous Canada before scheduling any non-official activities. The Tourism Industry Association of Canada wishes to work in cooperation with all stakeholders to maximize the marketing opportunities offered during Rendez-vous Canada.
Primary Contacts Primary Contacts are the designated liaison between their organization and Rendez-vous Canada. They are responsible for the registration of delegates from their organization, the payment of all fees, and the timely submission of the Appointment Request Form. It is the responsibility of the primary contact to ensure that all registered delegates from their organization receive, read and understand all RVC policies. It is also their responsibility to inform Rendez-vous Canada in writing of any change in the registration status of themselves, their delegates or organization. The name of the Primary Contact is requested on the Official Application for Registration forms.
News Media Coverage
Solicitation and Sale of Advertising Space Media representatives, Buyers, Sellers and DMOs are not permitted to solicit or sell advertising space or time on Rendez-vous Canada premises or at Rendez-vous Canada-sponsored activities. Advertising solicitors will be evicted from the RVC event and accreditation privileges will be withdrawn.
For more information please contact:
The Rendez-vous Canada Project Office 600-116 Lisgar Street Ottawa ON CANADA K2P 0C2 Ph: 613-238-4080 Fax: 613-238-3878 Email: rvc@rendezvouscanada.travel
|
 |
|
 |
 |
 |
 |
|
 |
|
 |
