Policies and Procedures

The policies and procedures of Rendez-vous Canada ensure that:

  • In a highly competitive situation, in which business is being transacted, every organization is treated fairly and no one is disadvantaged through non-compliance with the rules by others;
  • Only those who are supporting the cost of Rendez-vous Canada through registration fees are permitted to conduct business at the event or at official functions; and
  • The generosity of sponsors of official Rendez-vous Canada functions is not abused by permitting the participation of unauthorized persons.

Infractions of Rendez-vous Canada policies may affect the ability of organizations and/or individuals to continue their participation during the event and in the future.

General Information

Policy development work is done in consultation with the RVC advisory committee, with input from industry stakeholders from the private and public sectors. All changes in the general policy objectives and conditions of Rendez-vous Canada are approved by Destination Canada and the Tourism Industry Association of Canada.

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 official Rendez-vous Canada functions and facilities is by badge alone.

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 appointment requests. It is the responsibility of the primary contact to ensure that all registered delegates from their organization receive, read and understand all Rendez-vous Canada 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 during the registration process, and can be changed at any time.

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. Rendez-vous Canada does not sell tickets to its functions, tours, etc.

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.

Hospitality activities may be held before and after the officially scheduled events.

Please consult with RVC Project Office before scheduling any non-official activities. Rendez-vous Canada wishes to work in cooperation with all stakeholders to maximize the marketing opportunities offered during the event.

Booth Allocation and New Product Priority

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. TIAC assigns booths in the national grouping.

Booth space for Sellers and DMOs will be allocated by the Provincial/Territorial Representatives and/or TIAC subject to:

  • Space availability on the marketplace floor
  • Analysis of pre-RVC buyer appointment requests
  • Results of RVC Buyer Survey
  • Review of total representation of brand affiliated products registered individually in Provincial/Territorial sections and in National section
  • Date which completed registration was received

New Product may be given booth space priority if there is a Destination Canada, Provincial/Territorial agreement that potential exists for the product/destination in question.

A New Product falls in one of the following categories:

  • New business – Must meet the Export Ready Criteria
  • Existing business – New tour, service or structural addition that will generate demand.

This is NOT considered a New Product:

  • Improvements/renovations – i.e. hotel upgrades, addition of rooms.
  • Name change/new ownership.

 

Insurance and Liability

Sellers who desire insurance on their exhibits must place the same at their own expense. Sellers shall furnish their own public liability insurance. 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.

Security of Exhibits

Rendez-vous Canada will provide necessary security for the Marketplace during the hours the event is closed. Rendez-vous Canada is not responsible for any loss or damage of any materials on Rendez-vous Canada premises.

News Media Coverage

  • Local/regional media wishing to cover Rendez-vous Canada will be accredited on site at the Media Centre during the event.
  • No media publications may be distributed at sponsored functions or on Rendez-vous Canada premises. The Media Centre is available for those publications that have been approved prior to the event.
  • Media are responsible for their individual shipping/courier arrangements for all materials.
  • Under no circumstance may an appointment between a Buyer and a Seller be interrupted. A private room in the Centre is provided for interview purposes.
  • Local/regional media representatives must be escorted by a member of the Media Centre staff at all times while on the Marketplace floor.

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 Rendez-vous Canada event and accreditation privileges will be withdrawn.

Right to Review Participation

Destination Canada and the Tourism Industry Association of Canada (TIAC) reserves the right to review both an individual organization’s participation at Rendez-vous Canada and the Selection Criteria on an annual basis to ensure it is consistent with current conditions and trends. Appeals, in writing, to decisions can be made to Destination Canada who will appoint three Committee members to review the decision.

The number of requested appointments and total appointments from the previous year’s Rendez-vous Canada are determining factors for continued participation in Rendez-vous Canada. TIAC, Destination Canada and Provincial/Territorial Coordinators reserve the right to establish performance thresholds as a method of managing access to participation in Rendez-vous Canada.

Buyers who cancel 25% or more of their appointments on site (or no-shows, cancellations without valid reasons) may not be re-invited for participation at Rendez-vous Canada.

All participants must agree to adhere to the “Policies and Procedures” of Rendez-vous Canada, a publication as part of the registration process.

 

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