Eligibility & Terms
EXHIBITOR ELIGIBILITY REQUIREMENTS
BETEX is a trade event, and is open to registered participants only.
Exhibitors must be qualified as Belize-based tourism service providers. BETEX is not open to the general public. Only pre-registered participants who are badge holders will be able to attend BETEX scheduled events.
Eligible Belize-based tourism stakeholders include licensed hotels, licensed tour operators, destination management companies, car rental companies, restaurants, local and international airlines, national tourism organizations, national tourism board, sponsors and partners.
FORMAT
Central Marketplace
- Tradeshow with Booths/Open Floor for 1 Day (exhibitors can schedule meetings at their discretion)
- 10′x10′ Exhibit Space open from 8:00 a.m. – 3:30 p.m.
- 1 – 4 Exhibitor Delegates allowed per booth (2 Delegates included in registration fee)
BETEX Arranged One-on-One Meetings with Decision Makers (optional)
- Separate Meeting Room with Time Keeper to Track Appointment Times and Manage Rotations
- Meetings from 9:00-12:00 and 1:00-3:00 (20 available appointment slots)
- Automated pre-scheduled appointments (based on online matching of requests)
TERMS AND CONDITIONS FOR EXHIBITORS
Registration Process:
Each interested exhibitor must complete a registration form and await official BETEX approval. BETEX will review all applications for participation, and reserves the right to refuse participation based on eligibility requirements or any other reason deemed necessary. BETEX will send written registration confirmations upon approval of application and receipt of payment.
Exhibitor Registration and fees should be received by BETEX on or before April 1, 2012. BETEX cannot guarantee inclusion in the printed directory or appointment scheduling for applications received after April 1. All registrations are considered on a first-come, first-served basis, and based on availability. Post Tour offers can only be accepted by registered Exhibitors, and priority will be given to early registrations.
Fee:
BTIA Members:
BZ$ 2,000.00 – Single Company Registration
10% Early-bird Discount applies through December 31, 2011 for Single Company Registrations by BTIA Members only
BZ$ 2,500.00 – Sharing Registration (Maximum 2 companies) *see restrictions below
Non-Members:
BZ$ 2,300.00 – Single Company Registration
Included:
Each type of registration includes participation for 2 delegates. Optional for all registrations: BZ$ 100 for each additional delegate badge (4 maximum per booth). Badge holders must not allow their badges to be worn by anyone else.
Registration includes exhibit space with “pipe and drape” at tradeshow venue (one table and two chairs), electrical outlet, one day of exhibition (8:00 a.m – 3:30 p.m on April 26) with pre-scheduled appointments available in a separate meeting room, listing in the Participant Directory (online and print), attendance at welcome reception, lunch as per the Exhibitor schedule of events, opportunity to provide services for the Post Tours, and access to discounted hotel accommodations (where applicable).
Participation in BETEX scheduled one-on-one meetings will provide the opportunity for quality business time with selected Trade Visitors. This component is optional, at no additional charge, and participation is encouraged to receive the maximum benefit from registration. Participants in BETEX pre-scheduled appointments must be willing to adhere to the established meeting format and must meet in the specified meeting room.
* Restrictions for Sharing Registrations:
BTIA Members are eligible for Sharing Registrations. No more than two companies may share one booth. Both sharing companies must be BTIA members. The early-bird discount does not apply to sharing registrations. Sharing companies will be allowed to participate in the pre-scheduled appointments, but will be capped at 10 available slots per company.
Booth Information:
10′ x 10′ booth space assignments will be done by BETEX. Setup will take place on Wednesday, April 25, 2012. BETEX reserves the right to close registrations when it deems that the maximum number of Exhibitors has been reached.
All Exhibitors must respect stipulated space measurements, and may not construct displays outside of the assigned spaces. Exhibitors must set up all booth decoration and make preparations during the times specified for setup by BETEX. Exhibitors are entitled to decorate their booths to their own taste provided that they adhere to the established norms and conditions. BETEX reserves the right to disallow any display it deems unacceptable. Exhibitor displays must adhere to the established rules of the host property, which will be communicated by BETEX. Booth break down will commence after the official close of the tradeshow. Exhibitors may not dismantle booths prior to the close of the event. Each exhibitor is responsible for the removal and/or disposal of their individual decorative and promotional materials as well as all equipment. BETEX cannot be responsible for any decorative object, article or equipment left behind or lost by suppliers. BETEX is not obliged to give technical assistance to participants but will have staff to address basic needs.
Tradeshow Meeting Appointments:
Appointments will be pre-scheduled automatically via a computer matching system. Exhibitors will be given the opportunity to select the trade companies with which they would like to meet, using the online system. Appointment requests will be made between April 10 – 15, 2012. BETEX will manage the automated scheduling process. Perfect matches will be scheduled first, followed by trade visitor requests. Appointment schedules will be available by April 18. There will be a total of 20 appointment slots, each 15 minutes, taking place between the hours of 9:00 – 12:00 and 1:00 – 3:00 in a breakout room.
Changes/Cancellations:
Every applicant not accepted by BETEX will be reimbursed 100% of registration fees paid. Any voluntary cancellation received in writing on or before February 15, 2012 will be eligible for a 50% refund. Cancellations received after February 15, 2012, will not receive a refund.
Other Requirements:
Exhibitors may provide services during the post tours to increase visibility of their company. Since participants are required to remain on their assigned itineraries, suppliers are not permitted to schedule meetings and tours, nor provide services to international trade visitors outside of the scheduled itineraries (all services on the scheduled itineraries are pre-arranged between BETEX organizers and suppliers).
All participants must agree to the Terms and Conditions of BETEX at the time of registration and release BTIA, BETEX, its organizers, sponsors, officers and employees from any liability for any personal injury, loss or harm caused by third parties occurring during or while attending or traveling to or from BETEX arranged events.
BETEX cannot be held responsible for any unforeseen circumstances that may occur prior to or during the event that may disrupt the itineraries, or require changes in the pre-planned schedule. If through some major force (through no fault of the organizers), it becomes necessary to cancel the event, BETEX will make every effort to facilitate participant requests, depending on the situation.
The Organizers reserve the right to exclude or remove anyone from BETEX, or disallow participation in future shows to anyone who does not comply with BETEX Terms and Conditions.
