PARTICIPATION GUIDELINES

To be a Seller delegate in the 2024 Philippine Travel Exchange (PHITEX), please visit www.phitex.ph and register as Seller participant.

SELLER QUALIFICATIONS:

1. Participation as a SELLER delegate in PHITEX 2024 is open to DOT-accredited suppliers of Philippine tourism products and services, on a first-come, first-served basis, subject to the guidelines set by the TRAVEX screening committee.
2. Each SELLER organization may register one Full (Principal) Delegate. Registrations for the 2nd delegate will be opened on a later date and will only accommodate the first forty (40) applications, so long as their company is already approved as a PHITEX seller.
   Qualified sellers should have a position/designation equivalent to a Middle Manager of Senior Sales Representatives of higher. In the event that the designated seller delegates will not be available during the event, the replacement delegate should be of equivalent rank or is capable of making decisions. The Seller’s committee must be notified of the change on or before 12 August 2024.
3. A SELLER cannot sell properties that are not DOT-accredited and/or are not yet in operation.
4. Businesses should fall under any of the following categories:
   1. Travel agencies/tour operators/destination management companies (DMCs)
   2. Accommodations – Resorts and Hotels
   3. MICE operators
   4. Health and wellness establishments
   5. Adventure sports outfitters
   6. Tourist Transportation
   7. Others (i.e. theme parks, attractions, museums)

GUIDELINES:

1. Sellers will be subjected to the following screening procedures:
   1. Sellers can access the Pre-Event Questionnaire and Participation Form
   2. Confirmation of Pre-Registration will ONLY be PROCESSED upon successful submission of the following:
      1. Accomplished Pre-Event Questionnaire and Participation Form
      2. Copy of valid DOT Accreditation Certificate (Those undergoing renewal may submit a copy of the DOT’s acknowledgement of their application.)
      3. Copy of TPB Membership Certificate, if applicable
   3. Confirmation will be made on a first-come, first-served basis subject to the guidelines set by the TRAVEX screening committee. Priority will be given to TPB members.
   4. Participation will only be confirmed at most ten (10) working days upon the receipt of the Participation Agreement Form with the complete requirements but not later than 16 August 2024.
   5. Non-submission of the required forms (i.e. Evaluation Form, Sales Lead Forms) or unsettled payables from previous participation in TPB projects will be a basis for non-confirmation to this year’s PHITEX.
   6. All Sellers must submit the required forms (i.e. Evaluation Form, Sales Lead Form, Appointment Sheet) on the last day of the TRAVEX event. Failure to do so will mean suspension from participation in future TPB events without prior notice.
   7. Should there be sellers who cannot submit on the last day, they will be given 10 working days after the last day of the TRAVEX to complete the forms. Otherwise, they will be subject to blacklisting effective 12 months from the receipt of Notice of Blacklisting.
2. REGISTRATION FEE:
   1. Participation Fees:
      

      STATUS	FULL REGISTRATION
      PRINCIPAL DELEGATE	Php 20,000.00
      CO-DELEGATE	Php 10,000.00

      The registration fee for each delegate must be paid upon confirmation of participation by the PHITEX 2024 Sellers Committee on or before 12 August 2024.

      Payment can be made through any of the following options:

      1. TPB Cashier: 6th Floor, Five E-Com Center, Harbor Drive, Mall of Asia Complex, Pasay City.
      2. Deposit directly to Land Bank of the Philippines, with the following details:
         • Account Name: Tourism Promotions Board
         • Account Number: Philippine Peso Account No. 1772-1041-93
         • Address: Century Park Hotel (Harrison Plaza) Branch G/F Century Park Tower, P. Ocampo cor. Adriatico Street, Malate, Manila
      3. A copy of the proof of payment should be emailed to the Sellers Committee at [email protected].
3. Cancellation Policy:
   1. TPB reserves the right to withhold 50% of the Participation Fee if cancellation is made on or before 12 August 2024.
   2. Cancellation made beyond 12 August 2024 gives TPB the right to withhold 100% payment of the participation fee and will be considered as a “no show” affecting an organization’s future participation in TPB events.
4. A diary-style system of appointment will be adapted in this year’s meeting scheduling. Buyers will have the first opportunity to select their preferred sellers, after which sellers will choose their preferred buyers.
5. Each seller will have a maximum of 44 official appointments for the two-day business sessions, 20 pre-arranged meetings on the first day and 24 on the second.
6. In case of a Buyer’s NO SHOW, the Seller may meet with an available buyer.
7. Bulletins will be sent via email to keep the participants updated on event details.
8. The PHITEX 2024 Schedule of activities will be accessible on the PHITEX website, updated on a regular basis. Kindly refer to this program for more details.

SELLER ENTITLEMENTS:

1. The seller’s delegate kit which includes the following:
   1. Conference Kit;
   2. Access Badge for the event per seller delegate;
   3. Digital Directory of International Buyers and Philippine Sellers; and
   4. Business Appointment Schedule.
2. Invitation to official functions (PEP Talk, Welcome Dinner and Networking Cocktails)
3. Other marketing efforts that will provide the private sector participants optimal advantage and benefit.

Note: Travel Expenses (such as but not limited to airfare, land transfers and accommodation) are not included in the participation fees. These shall be on personal account.

CODE OF CONDUCT

1. Registered Sellers are not allowed to buy any tourism products from an invited Buyer.
2. Sellers should not sell, promote or display a non-DOT-accredited property or branch.
3. All Buyer and Seller meetings are pre-arranged on the first day based on their scheduled appointments. Buyers and Sellers are not allowed to refuse any appointment request as long as their appointment schedules have open slots.
4. Sellers should report NO-SHOW Buyers.
5. For any business networking-related concerns, you may reach out to the TRAVEX Marshalls or email the Sellers Committee at [email protected].

1. BUYER QUALIFICATIONS

   Philippine Travel Exchange (PHITEX) 2024 is open to Buyers who:

   1. Are selling Asia but not the Philippines;
   2. Are not selling the Philippines, but would like to expand and include the Philippines in their programs;
   3. Are already selling the Philippines, and still want to enhance their tour programs;
   4. Would like to renew their businesses with their Philippine counterparts;
   5. Are potential buyers for the Incentive Travel Program;
   6. Qualified buyers’ position/designation should be equivalent to a Manager/Assistant Director, or higher. Substitutions for a registered buyer may be allowed subject to TPB’s participation guidelines.
   7. Priority is given to first-time Buyers and Buyers who have physically participated in PHITEX only once in the last three (3) years.
2. PARTICIPATION GUIDELINES
   1. Participation in PHITEX is open to qualified Buyers. Buyers are pre-qualified to ensure they meet the selection criteria.
   2. Participation is on a first-come, first-served basis subject to the guidelines set by the Buyers Screening Committee.
   3. Registration is free for Buyers. Kindly accomplish the online pre-registration form through this link: (https://www.phitex.ph/)
   4. Confirmed participants will receive an email from the PHITEX 2024 Buyers’ Committee.
   5. Participation to the PHITEX 2024 is exclusive only for approved hosted Buyers. Accompanying persons are not allowed. Should there be an accompanying person, he/she will be escorted out of the B2B premises and will be grounds for disqualification in the succeeding PHITEX.
   6. Buyers will have the first opportunity to select their preferred Sellers, after which Sellers will choose their preferred Buyers.
   7. Buyers will have 44 official appointments for the two-day business sessions wherein there will be 20 meetings for Day 1 and 24 meetings for Day 2. Additional appointments are allowed during the B2B proper as long as there are available sellers.
   8. The B2B pre-arranged meetings are set at fifteen (15) minutes each. Participants will be notified three (3) minutes before the end of the meeting to wrap up the discussion and proceed to the next meeting.
   9. The program of activities is accessible on the PHITEX website which is being updated regularly. Kindly refer to the PHITEX 2024 Program Schedule for more details.
   10. Bulletins will be sent via email from time to time to keep the participants updated on event details.
   11. Non-submission of post-event evaluation forms will be a basis for non-reimbursement of air tickets.
   12. In case of no show, the hosted buyers will formally inform the TPB in writing citing the reasons for cancellation. Also, the TPB will demand whatever reasonable cost to compensate for the no-show charges and all other related expenses.
3. BUYER ENTITLEMENTS

ACCOMMODATION

To confirm the room accommodation of the approved buyer, kindly submit your complete flight details by sending it to [email protected]. The deadline for submission of flight details is on 19 August 2024 (Monday) at 11:59 PM Manila time.

03 to 07 September 2024
Accommodation in Metro Manila

Hotel: Conrad Manila

1. Hosted accommodation with breakfast in Metro Manila for the duration of the event.
2. All rooms on Single Occupancy. King-size beds are subject to availability.
3. In case the hotel collects an incidental deposit upon check-in, it will be on personal account of the guests.
4. Charges on top of the room with breakfast package will also be on personal account of the guests.
5. Those whose arrival/departure falls outside of these dates (especially those who will not join the post-tours) may be accommodated, subject to room availability.

11 to 12 September 2024
Accommodation in Metro Manila after Post Tours

Hotel: Seda Manila Bay

1. Hosted overnight accommodation with breakfast in Seda Manila Bay after the post-tours.
2. All rooms on Single Occupancy. King-size beds are subject to availability.
3. In case the hotel collects an incidental deposit upon check-in, it will be on personal account of the guests.
4. Charges on top of the room with breakfast package will also be on personal account of the guests.
5. Those whose departure falls outside of these dates may be accommodated, subject to room availability.

AIRFARE REIMBURSEMENT

(For Fully Hosted Buyers only)

1. The reimbursement shall cover only Fully Hosted Buyers arriving in Manila on 03 September 2024 and departing Manila no later than 12 September 2024.
2. The Fully Hosted Buyers must make their own flight arrangements through the airlines or travel agents.
   1. Air ticket reimbursement shall not include personal travel insurance, excess baggage charges, and other fees imposed by airport authorities.
   2. Fully Hosted Buyers are to arrange their own insurance coverage for the entire travel period.
   3. Fully Hosted Buyers who will join the post-tours are reminded to validate their flight connections.
3. Fully Hosted Buyers shall be reimbursed the cost of their air tickets subject to the CAPPED amount or the actual air ticket cost, whichever is lower, regardless of the airline or travel agent used. Buyers who redeemed their tickets through the Frequent Flyer Program shall be reimbursed the CAPPED amount.
   1. The CAPPED amount has been pre-determined by the PHITEX 2024 Organizing Committee based on the average economy class airfare from the country of origin going to Manila.
   2. For Countries without direct flight to Manila, connecting flights for each leg (from the Country of 1st Disembarkation going to Manila and from the Country of 1st Disembarkation going to the Country of Origin) must be made within 24hrs. Otherwise, the airfare from 1st Disembarkation going to Manila and the connecting flight from Manila going to the Country of 1st Disembarkation shall only be applied for reimbursement.
4. The reimbursement to Fully Hosted Buyers shall be in the following currency based on the published exchange rate of the Central Bank of the Philippines (Bangko Sentral ng Pilipinas) as of 02 September 2024.
   1. US Dollar; and
   2. Philippine Peso, if the balance is not available in US dollar denomination.
5. The PHITEX 2024 Airfare Reimbursement Form (PHITEX2024 ARF) will be sent to concerned buyers through the email provided in the online registration.
6. Fully Hosted Buyers are encouraged to submit the PHITEX 2024 Airfare Reimbursement Form (PHITEX2024 ARF) together with the following documents between 03-04 September 2024 to the Airfare Reimbursement Counter at the Buyers Lounge from 9:00 AM – 5:00 PM to facilitate the computation of the reimbursement.
   1. Copy of passport identification page with signature
   2. Copy of the passport page with Philippine Immigration Stamp or Boarding Pass (Country of Origin should be the same as declared in the Agreement)
   3. Copy of air ticket/electronic air ticket
   4. Official Receipt or Points/Miles Redemption Letter as proof of purchase of the air ticket
7. Submission of the Appointment Sheet (with at least 38 concluded appointments) and Accomplished Evaluation Form is on 05 September 2024 at the Airfare Reimbursement Counter at the Buyers Lounge from 1:00 PM – 6:00 PM.
8. The release of reimbursement to the Fully-Hosted Buyer is on the last day of TRAVEX, 05 September 2024, at the Airfare Reimbursement Counter at the Buyers Lounge, from 1:00 PM – 6:00 PM.

TRANSPORTATION AND AIRPORT ASSISTANCE

Provision of airport assistance and transportation throughout the event for all approved hosted Buyers:

1. Transportation (airport-official hotels) and airport courtesies upon arrival in Metro Manila from 02 to 03 September 2024.
2. Transportation to and from official function venues on 04-06 September 2024.
3. Transportation (official hotels-airport) during departure in Metro Manila from 07 to 12 September 2024.

MEALS

Provision of meals from 04 to 06 September 2024, or until 11 September 2024 if joining the post-event tours:

1. Full board meals will only be provided during the following:
   1. Event proper on 04-05 September (TRAVEX, Welcome Dinner, and Networking Cocktails);
   2. New and Old Metro Manila Tour on 06 September (Philippine Travel Mart (PTM) visit, Diving & Resort Travel Expo (DRT) Philippines visit, and Metro Manila Half Day City tour); and
   3. Post-Event Tours on 07-11 September 2024.
2. Meals before the event proper and after the Post-Event Tours, only breakfast will be provided along with the hosted accommodation.

DELEGATE’S KIT

Provision of Buyer’s delegate kit which includes:

1. Access badge for the event;
2. Digital Directory of the Philippine Sellers; and
3. Business Appointment Schedule for Day 1 and Day 2 of TRAVEX

INTERPRETERS

Provision of interpreters for the B2B meetings from 09:00 AM to 05:00 PM on 04-05 September 2024:

1. Mandarin
2. Korean
3. Japanese

OFFICIAL FUNCTIONS

Invitation to official event functions:

1. Welcome Dinner on 04 September 2024; and
2. Networking Cocktails/Closing Ceremony on 05 September 2024

TOURS

Invitation to join the Metro Manila Tour on 06 September 2024 and Post-Event Tours on 07-11 September 2024:

New and Old Metro Manila Tour:

06 September 2024

• Philippine Travel Mart (PTM) visit;
• Diving & Resort Travel Expo (DRT) Philippines visit; and
• Metro Manila Half Day City tour

Post-Event Tours:

07 – 11 September 2024

1. Sun, Surf and Beach (Siargao and Bucas Grande)
2. Culinary, Culture and Heritage (Iloilo and Guimaras)
3. Dive, Nature, and Culture (Bohol and Cebu)
4. Dine, Drive, and Adventure (Davao, Cagayan De Oro, and Bukidnon)

• All Post-Event tours will conclude in Metro Manila.
• The PHITEX Tours Committee will be covering the domestic air tickets from Metro Manila to the destination and to Metro Manila at the end of the tour.
• Provision of overnight accommodation upon return in Metro Manila (11-12 September 2024).
• Buyers are highly encouraged to book their international departure flights beginning 12 September 2024.
• Further details regarding the tours like itinerary, what to bring, and other reminders will be isseminated by the Tours Committee per tour module.

For concerns and other clarifications, you may contact the following PHITEX 2024 Committees:

• (Business Meeting Appointments and General Concerns)

  Buyers Committee – [email protected]

• (Airfare Reimbursement Concerns)

  Airfare Reimbursement Committee – [email protected]

• (Post-Event Tours Concerns)

  Tours Committee – [email protected]

4. CODE OF CONDUCT
   1. Registered Buyers should not sell any tourism products to any registered Seller during the event.
   2. Buyers are not allowed to refuse an appointment request from Sellers if the Buyers have vacant slot/s.
   3. Must observe proper business etiquette at all times.
   4. In case of NO SHOW Seller, the Buyer may meet with an available Seller.
   5. For any business networking-related concerns, you may reach out to the TRAVEX Marshalls or email the Buyer’s Committee at [email protected].