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Travel Exchange First-timers

Is this your first rodeo? Use this page to learn from Travel Exchange veterans so you’ll feel 100% prepared to take on your first convention when we all head to San Antonio in December.

  • First-timers Guide to Travel Exchange

    We’ve compiled this guide to help first-time Travel Exchange attendees make their inaugural Travel Exchange as productive and stress-free as possible. In addition, NTA has created a variety of resources to help first-time attendees, and they can all be found on this page.

    Planning for Travel Exchange

    Transportation

    Delta Air Lines, NTA’s official airline partner, is pleased to offer special discounts up to 10 percent off for Travel Exchange attendees. Make reservations and purchase tickets at Delta.com. When booking online, use the meeting event code NMQCN, and enter it in the box provided on the Search Flight page.

    There’ll be complimentary shuttle service from SAT International Airport and the two Travel Exchange hotels Wednesday, Dec. 13 and Thursday, Dec. 14 from 10 a.m. to 7 p.m. It’ll also be provided from Travel Exchange hotels to the airport Tuesday, Dec. 19 from 4 a.m. to 11 a.m.

    While in San Antonio, shuttle service will be provided between NTA host hotels and evening social events (not including Dine-around). Since NTA host hotels are so close to the Henry B. Gonzalez Convention Center, no daytime shuttle service will be available. However, these hotels are less than a quarter mile from the convention center, so it’s easily walkable.

    What should I bring?

    Appropriate attire: When it comes to the daytime sessions of Travel Exchange, you’ll want to dress to impress. This means business attire (tie optional for men). For sightseeing tours and evening networking events, casual attire is perfectly fine.

    Business cards: You’re there to do business, right? Of course you are! So be prepared for not only your appointments but also the times when you’ll meet members on a shuttle, at your table during a luncheon or even on the elevator. A good place to stash your business cards is behind your name badge in the plastic badge holder you’ll receive at NTA Registration.

    Profile sheets (for DMO’s and Suppliers): At the end of a business appointment, you’re allowed to leave TWO pieces of material behind with the buyer sitting across from you: your business card and your one-page profile form. For more details on how to format this important marketing piece, go to ntaonline.com/convention, click on “Appointments,” then the blue “What You Need to Know” button.

    Chargers/travel outlet: You’ll want to have your smart device handy to use during appointments and to use the Travel Exchange mobile app while you’re in San Antonio, but it will do you no good if it’s not charged. While there will be a few charging stations on the show floor, you’ll want to bring your own just in case.

    Comfortable shoes: Trust us, Travel Exchange is not the time to break in new shoes. Bring your favorite standbys for a dressier look during appointment sessions and keep the heels low to maximize comfort. And don’t forget our evening networking events, where the dance floor awaits!

    Mints, gum and lip balm:  You know those “minor” things that people always seem to forget when packing for a trip? Well, these are three items that veteran Travel Exchange attendees know to keep in their purse or pockets.

    What do I need to do before I leave?

    Update your profile: Your NTA Online profile is what potential appointment partners see when they’re determining who to add to their request list. So be sure that your profile is as accurate and informative as possible. Remember that you can add social media links, photos and a logo to your profile—each can help members determine who they want to meet with in San Antonio.

    Work on your appointment schedule: If you’re registered as a full appointment-taking delegate, you can begin working on your appointment request list Wednesday, Oct. 11. That’s the day the appointment site opens, and you can create a list of companies you’d like to meet with in San Antonio. This phase of the appointment request process lasts until Nov. 10, so you have until then to make any changes to your list. On that day, the appointment request site will close, and the matching system will begin the process of creating customized appointment schedules based on those requests.

    Here are a couple of important notes about making your appointment request list:

    1. The date that you submit your request list does not have any impact on the schedule you actually receive. In other words, you don’t need to rush online on Oct. 11 to complete your list. You’re welcome to begin building your list that day, but you’re at no advantage if you submit your list right away. Be sure to give yourself time, as you might miss out on any new registrants who are added. So while it’s a good idea to work on your list early, you’ll want to keep checking back in to see the newest additions to the San Antonio registrant list.
    2. Make all of your allotted requests! Buyers can request up to 40 DMOs and 80 suppliers with whom they’d like to meet. DMOs and suppliers can request up to 60 buyers for meetings. The more requests you make, the more prescheduled appointments you’re likely to get, so try to make the maximum number of appointments.
    3. Remember, your NTA Online profile is what potential business partners will see when they’re determining whether to add you to their appointment request list. So before Oct. 11, be sure to look at your company’s NTA Online profile and ensure that it truly tells the story of your product or destination. Add images, social media links and a description that tells what you’re all about. Keep in mind that only an organization’s primary NTA contact can make any changes to its online profile.

    Customized appointment schedules (created from those request lists) will be posted Nov. 28. That’s the same day the Direct Request system opens. From Nov. 28 through Dec. 8, you can submit Direct Request appointment requests with registrants who have openings on their appointment schedule. And don’t forget….Travel Exchange has an open-floor policy, which means that even if you don’t have a company on your appointment schedule, you are still welcome to approach their appointment booth on the floor if no one is seated across from them, and ask to share about your organization.

    Put your best sheet forward: As mentioned, there are only two items you can leave with the person sitting across from you at the end of an appointment: your business card and your profile form. So be sure to make that profile form pop with relevant information, images and whatever you feel will leave a lasting impression with a potential partner. You can find a sample profile form by clicking NTAonline.com/convention, then “Appointments,” then the blue “What You Need to Know” button.

    Do your appointment homework: Once you have your appointment schedule in hand, take some time to research the companies you’ll be meeting with by looking at their NTA Online profile. Potential business partners will want to know that you’ve taken the time and effort to learn about their company. Plus, this extra insight will help you tailor your appointment message to their needs. Show up prepared!

    Listen to Clayton: ….Clayton Whitehead, that is. Clayton is vice president of Sports Leisure Vacations, a longtime NTA tour operator member. But Clayton is also a longtime Travel Exchange veteran, and for the past several years has hosted a “Know Before You Go” webinar a few weeks before the event. The date for this year’s webinar has not yet been set, but all registrants will be notified when that information becomes available. Whether you join us live, or watch the archived webinar at your convenience, be sure you check it out before you hit the road to San Antonio.

    Ask an Ambassador: Do you have Travel Exchange questions that would best be answered by an industry peer? Then reach out to one of our Travel Exchange Ambassadors, a group of NTA members who have made themselves available for questions about Travel Exchange. Whether you have questions about working the floor, making your pitch during appointments, or even how to follow up with potential business partners once Travel Exchange has ended, these folks are here to help! You can reach out to our Ambassadors via our First-timers page.

    I know about the appointments, seminars, and evening social events. But what else should I do while at Travel Exchange?

    See the sights: Before it’s time to get down to business, it’s time to enjoy our host city! Complimentary sightseeing tours, sponsored by Visit San Antonio, will be offered to all registrants Thursday, Dec. 14. More details, including registration details, to come. But plan on signing up to see one of America’s most culturally and historically rich cities.

    Wear your ribbon: The most important part of your name badge is, well … your name. But if you’re a first-time attendee, the second-most important part of your name badge may very well be a pink ribbon that you affix to the bottom, because that ribbon indicates that you’re experiencing Travel Exchange for the first time. Convention veterans love meeting first-time attendees and making them feel welcome.

    Listen to Clayton (again): Not only does Clayton host the “Know Before You Go” webinar, he also hosts “Travel Exchange 101”, an on-site seminar twice during Travel Exchange in San Antonio. This is when Clayton will not only give you insider tips for your first-Travel Exchange, but he’ll also end the session with a tour of the show floor.

    You won’t need to RSVP for “Travel Exchange 101” in San Antonio. Just make plans to join Clayton or either session that is offered (check back for the dates and locations). Don’t miss this terrific intro to your Travel Exchange experience.

    Share a meal: In St. Louis, we offered a special Dine-around opportunity for first-timers, and it was a huge success! So in San Antonio, we’ll be offering a Dine-around gathering exclusively for first-time attendees. It’ll be held Saturday, Dec. 16 and will be dutch treat. Keep your eyes/ears open for how to RSVP for this fantastic chance to get to know your fellow first-timers.

    Get the best seat in the house: Once again, we’ll have special seating for Travel Exchange first-timers at two meal events on the first full day of Travel Exchange: Opening Ceremony & Breakfast Friday at 8:30 a.m., and the Luncheon (sponsored by Norwegian Cruise Line and Mexico Tourism Board) later that day at 12:15 p.m. These meals are included in your registration, and there’ll be seating available for all registrants. But as an extra treat for first-timers, we have a few tables set up in prime locations for these meals. Be sure to wear your first-time attendee ribbon, and inquire at the dining room entrance about this special seating. Remember, this is very limited, so it’ll fill up fast. But if you don’t snag one of these seats, don’t worry, you’ll still be able to find a seat and enjoy a great meal.

    Lend a hand: One of the best ways to network at Travel Exchange is by volunteering. We’ll have plenty of opportunities for you to serve while you’re in San Antonio, so check back this fall to find what role best fits your schedule. The online volunteer sign-up site will be available at a later date.

    Don’t be shy: A first convention experience, especially a convention that’s built around networking, can be a lot to get your mind and arms around. Have no fear! You’ll find yourself surrounded by friendly, hospitable industry peers, who are there for the exact same reason you are—to build relationships. So don’t hesitate to sit with them at a plated meal function, strike up a conversation on the shuttle to a networking event or ask them about their business while seated next to them at a seminar. Travel Exchange is all about relationships, and you never know where one might start.

    If you’re an introvert, you might find one of these links helpful:

    An Introvert’s Guide to Standing Out at Conferences

    Forbes: An Introvert’s Guide to Networking

    The Introvert’s Guide to Conference Season

    Stay connected: Every day of TREX17, we’ll be handing out Travel Exchange Daily, a printed newsletter that highlights the day’s event and includes any late-breaking news, as well as photos and information from the previous day of Travel Exchange. You can pick one up outside the main hall each morning.

    You’ll also want to be part of the online conversation during Travel Exchange by using the official Travel Exchange hashtag: #TREX17. We’ll also be posting regular updates on Facebook, Twitter, Instagram and YouTube as well. And of course, you can stay updated on all things Travel Exchange by downloading the Travel Exchange mobile app from the iTunes App Store or Google Play when it becomes available around mid-November (simply search for “Travel Exchange 17”).

    More than anything, we want your first Travel Exchange experience to be everything you hope it should be … and more. Please let us know how we can help you make the most of it. And if you have any ideas for future editions of this First-timer Guide, please email Todd Probus on NTA’s Member Solutions team at todd.probus@ntastaff.com with any suggestions you might have.

  • How do I network outside of appointments?

    David Miller, Flying Saddle Resort

    “As a first time attendee, you must become a people person and step out of your personal comfort zone. Talk to people. Hospitality is a very personal business. Use the shuttles to and from the event. Choose a seat next to someone so you can find out about them and how they make NTA work for them. Don’t discount the value in this. I made my first contact on my flight by being open to discussion. I am now part of a marketing group which offers tremendous value on an ongoing basis.”

    Dave Nitkiewicz, Experience Grand Rapids

    “My first contact was made in the airport. I met folks from another CVB and was grateful for their insight. You never know who you’re going to meet, so look around! Watch for badges and don’t be afraid to say hello, this is the hospitality industry—people don’t bite I promise!

    Lisa Schmidt, Space Needle and Chihuly Garden & Glass

    “Visit as many educational seminars as possible, as they are helpful and valuable. Also, attend all of the social networking events. It’s a great way to see the host city and get to know your peers in a more relaxed environment.”

  • What events do you recommend first-timers attend?

    David Miller, Flying Saddle Resort

    “I find great value in volunteering, especially on the registration day. You get an introduction to almost everyone. It may be very fast-paced at times, but it is the building block to strike up a conversation when you see them next. I know it’s tempting to go back to the hotel and rest between day and evening events, but don’t take your socks off. Take your shoes off and rest your feet but if you take your socks off the chances you will decide not to go out again increase exponentially and you need to socialize at the evening events, it’s a critical key to your success.”

    Dave Nitkiewicz, Experience Grand Rapids

    “I found attending the city tour to be eye-opening. It was a rare opportunity to be a tourist with other tourism professionals. Ideas flutter around and if you’re not a big fan of formal networking, it’s an approachable way to meet people!

    Lisa Schmidt, Space Needle and Chihuly Garden & Glass

    “All of the social evening networking events are fabulous! The first-timer seminars are also very helpful in terms of what to bring, what to expect, “do”s and “don’t”s, etc.”

  • One tip for first-timers taking appointments?

    David Miller, Flying Saddle Resort

    “Have your talking points worked out in advance. Don’t wing it. Stick to your reasons why you asked for the appointment. Dress for success and be respectful of their time. Don’t use your cell phone during the appointment. We’re all busy and value our devices, but you’re here to sell. You can unplug for six minutes and survive.”

    Dave Nitkiewicz, Experience Grand Rapids

    “A local Grand Rapids philanthropist who built our biggest attraction, the Frederik Meijer Gardens and Sculpture Park, has a great quote that I try to remember while taking appointments: “Customers don’t need us, we need them”—a very simple truth that is often forgotten. Hospitality is about putting the needs of our guests first. That mentality is crucial. Try approaching appointments as a front desk agent approaches a new guest—at their service.”

     Lisa Schmidt, Space Needle and Chihuly Garden & Glass

    “I have three tips:

    1. Schedule your appointments early. Make time to do research on all of the companies who request appointments with you and the companies you are interested in meeting with. Take notes on each company and come prepared to the meetings with your notes in hand. Tour operators appreciate that you’ve done the research and aren’t going in blind.
    2. Understand cultural norms. For example, for all Asian tour operators, especially Chinese, always hand them your business card with BOTH hands. NEVER write on the name card as it is considered disrespectful in their culture
    3. Fly in a day early to adjust to time zones and familiarize yourself with the area and schedule. Feeling sleepy during appointments and trying to stay awake is the worst. No amount of coffee will help jet lag.”
  • Three items every attendee needs?

    David Miller, Flying Saddle Resort

    “Pack lots of business cards and keep some with you at all times, not back at the hotel in your luggage. Bring good comfortable shoes and a good back pack or computer bag to keep yourself organized. You get lots of information and cards from fellow vendors and suppliers. If you have a bag with your supplies you will have a pen and can make notes on the card to jog your memory for when you get home and try to put names and faces together.”

     

    Dave Nitkiewicz, Experience Grand Rapids

    1. Lots of business cards
    2. Profile Sheets
    3. Extra Space for all of the stuff you’ll bring home

    Lisa Schmidt, Space Needle and Chihuly Garden & Glass

    1. Hand sanitizer
    2. Pens and something to take notes on
    3. Small personal stapler—I staple business cards to each notes page (AFTER the appointment) so I keep track for easier follow-up
    4. Business cards—you can never have too many!

Travel Exchange ’17 Ambassadors

Is there a question you’d love to ask one of your fellow NTA members about what to expect at Travel Exchange? How to work the floor? What to ask during your appointments? What to pack? Which events to attend? Now, you can! Travel Exchange ambassadors are your go-to NTA members for TREX17. They’ve been there; they’ve done that, and they’re here to help. Simply click on their names to ask them a question.

If you have any questions about things such as the appointment scheduling system, your NTAonline login and password, your registration, etc., please e-mail NTA HQ.


Jim CogginJim Coggin, Virginia Beach CVB

During his 27 years in the tourism industry, Jim has earned a reputation as a go-to guy, probably a good thing considering he works for a destination marketing organization. In additional to all the industry knowledge he’s accumulated, Jim has been to NTA’s Travel Exchange more than a dozen times and has served on the association’s leadership team. Seems like just the type of person you’d want to reach out to for peer-to-peer advice regarding the convention, right?

What’s the most unusual thing you’ve ever eaten?
Squirrel. You guessed it…It tasted just like chicken.


 

Laura ElkinLaura Elkin, Crescent Hotels & Resorts

Laura’s is a familiar face to many convention veterans, as it is one they likely encountered during one of the Travel Exchange 101 sessions or convention center tours she and Clayton Whitehead lead. Laura says one thing she tried to stress to those delegates who have been on her tours over the past decade is the many benefits of volunteering. “I encourage anyone to volunteer, since it provides opportunities for chats with other attendees—essentially more networking time.”

What was your dream job when you were a kid?
I wanted to be a detective or spy.


 

Scott HartcornScott Hartcorn, Shilo Inns Suites Hotels

After more than 25 years of working the floor at Travel Exchange, Scott channels his inner Boy Scout when asked to share advice with newcomers. “Be sure to come prepared. Whether you’re a seller or a buyer, know in advance what you want to accomplish. Come to the exchange floor with a specific reason why you are meeting with each company on your list. Also, what you do before and after convention is actually as important, and perhaps more important, than what you do at convention.”

What fad from back in the day do you wish would come back?
Bring back Space Invaders, Asteroids, Donkey Kong and Pac Man. They were the only computer games I ever got good at.


 

Melody JohnsonMelody Johnson, Falcon’s Crest

When Melody was growing up, she wanted to follow in her mom’s footsteps and become a school teacher, because she always loved learning. While she wound up in the travel industry instead, she sees learning as an essential part of running her own tour company. And one of the main lessons she learned over the years is the value of building quality relationships with DMO representatives and tour suppliers. And where does she meet these partners? That’d be Travel Exchange.

If you could get up on stage with any musical group, who would it be?
The Glenn Miller orchestra


 

John ShafferJohn Shaffer, Luray Caverns

Among this year’s top-flight group of Travel Exchange Ambassadors, John trumps them all in terms of experience. He first attended the event during Ronald Reagan’s second term as U.S. president—that was 1984–88 for those of you needing a quick primer on presidential history—and has been building relationships with members ever since. His knowledge of the event and passion for the industry may only be surpassed by his love for the area he calls home, Virginia’s beautiful Shenandoah Valley.

What’s the most unusual thing you’ve ever eaten?
Lunch at my high school cafeteria.


 

Mindy SheaMindy Shea, Visit Savannah

Mindy gets the fact that Travel Exchange is a business-to-business show, which people attend primarily for the appointments they have with other members. But, true to her fun-loving nature, she also encourages members to take part in the social events and the sightseeing tours. “Through the show, you get to travel and visit a new city, so don’t just come for your appointments and leave. Get out and explore, take photos—make your friends and family jealous!”

What was your dream job when you were a kid?
To be a princess. I’m still working on it.


 

Suzanne SlavitterSuzanne Slavitter, Sports Empire & Authentic California Vacations

If you’ve ever met Suzanne, shy might not be the first (or 101st) word you’d use to describe her. And, she encourages all Travel Exchange first-timers to follow her lead. “Don’t be shy,” she says. “There is a lot going on, and every event is a networking opportunity.” Suzanne knows what she’s talking about, as evidenced by the fact that NTA presented her with its Bob Everidge Lifetime Achievement Award at the 2015 convention.

If you could get up on stage with any musical group, who would it be?
Chicago.

 


 

Christian UtpatelChristian Utpatel, Terra Lu Travel & Consult GmbH

The St. Louis convention will mark Christian’s fifth TREX, making him a babe in the woods compared to the rest of the Ambassadors. But, he’s a quick study and is one of NTA’s international members who has found great success by attending. In addition to owning a tour company, Christian is, appropriately, a pastor. Besides checking with him to get Travel Exchange pointers, be sure to ask him about two upcoming German celebrations: The Luther Reformation Jubilee in 2017 and Oberammergau 2020.

What fad from back in the day do you wish would come back?
Taking pictures with a camera, not with a cell phone, which means to wait until it’s worth taking a picture.


 

Michael WeinbergMichael Weinberg, Hiltons of Chicago

Hard to go wrong in sending your questions to the man who was named the 2016 NTA Volunteer of the Year. Michael earned that award for his excellent, extra-mile service as a Travel Exchange volunteer over the years, which you’ll come to appreciate once you meet him. His top recommendations for newcomers?  “Say HI to everyone and smile at them, because you never know which ‘hi’ is going to lead to your next big connection.” He also considers the “Ask the Operator” educational sessions a must.

If you could get up on stage with any musical group, who would it be?
Miami Sound Machine. All of their early songs were a party on stage!


 

Clayton WhiteheadClayton Whitehead, Sports Leisure Vacations

Speaking of A-list Travel Exchange volunteers, Clayton has been a mainstay at NTA’s signature event for the better part of three decades. The informative Travel Exchange 101 seminars he and Laura Elkin lead, along with his tours of the convention floor, are musts for first-timers, and he consistently earns kudos from newbies on the post-event surveys. While he is much better live, he also has a wellspring of wisdom he can draw from to help you as you are preparing for St. Louis.

What was your dream job when you were a kid?
Cruise director, like Julie on “The Love Boat.” I wrote Princess Cruises in high school to find out how to make it happen, and they answered!


 

  • NTA has provided us the research and atmosphere to brainstorm new ways of doing things and fresh additions to trips, which has led to successful business development. Rachel Ranck, WorldStrides, NTA member since 1985
  • What NTA does is provide the right buyers. They provide the right people who make decisions. This is what makes this organization one I can’t afford to take off my list. John Stachnik CTP, Mayflower Tours, NTA member since 1979
  • I came to NTA to build a business, and that’s exactly what it did for us, as sales came in. For me, it’s the only outlet for new ideas. Matthew Squire, Select Travel Service (UK), NTA member since 2002
  • NTA membership and our attendance at the convention have provided us with more clients, more business relationships and more ideas. We are proud to belong to NTA. Daniele Panzarin, Target Travel (Italy), NTA member since 2007
  • The No. 1 member benefit of NTA has to be all the great professional and personal connections we’ve made over the past decade. Taunya Wolfe Finn, CTP, Wolfe Adventures & Tours, NTA member since 2005
  • We have not found a more reliable, more profitable or more consistent tourism venue in which to acquire new business than NTA. Diane Hohnstein, Hospitality Management Services, NTA member since 1999
  • I believe attending the NTA conferences allow me to create valuable relationships and work together with U.S. operators in creating great Scotland product. Maggie Anderson, VisitScotland, NTA member since 2003
  • NTA events provide us with beneficial networking with many top tour operators. It’s national and international in scope providing a global perspective. Tim and Elaine Moulder, Brilliant Edventures, NTA member since 2015