PARTICIPATION GUIDELINES

To be a Seller delegate in the 2025 Philippine Travel Exchange (PHITEX), please visit https://phitex.ph/phitex-2025-seller-pre-registration-questionnaire/ and register as a Seller participant.

SELLER QUALIFICATIONS:

1. Participation as a SELLER delegate in PHITEX  2025 is open to TPB members and DOT-accredited suppliers of Philippine tourism products and services, on a first-come, first-served basis, subject to the guidelines set by the PHITEX Organizing Committee.
2. Each seller company must register one (1) delegate representative who holds a position of at least Middle Manager, Senior Sales Representative, or higher.In the event that the designated delegate representative is unable to attend the event, a replacement with a similar rank of a decision-making authority must be assigned. The PHITEX Organizing Committee must be informed of the change on or before 01 August 2025. Changes after this date won’t be accepted.
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. Convention and Exhibition Venues
   5. Health and wellness establishments
   6. Adventure sports outfitters
   7. Tourist Transportation
   8. Others (i.e. theme parks, attractions, museums)

GUIDELINES:

1. Sellers will be subjected to the following screening procedures:
   1. Sellers can access the Participation Agreement form through this link: https://phitex.ph/phitex-2025-seller-pre-registration-questionnaire/
   2. Confirmation of Pre-Registration will ONLY be PROCESSED upon successful submission of the following:
      1. Accomplished Pre-Event Questionnaire and Participation Agreement Form;
      2. Copy of valid DOT Accreditation Certificate (Those undergoing renewal may submit a copy of the DOT’s acknowledgement of their application); and
      3. Copy of TPB Membership Certificate.
   3. Confirmation will be made on a first-come, first-served basis, subject to the guidelines set by the PHITEX Organizing Committee. Priority will be given to TPB members.
   4. Participation will only be confirmed at most ten (10) working days upon receipt of the Participation Agreement Form with the complete requirements, but not later than August 2025.
   5. Sellers must wait for the APPROVED confirmation email before paying the participation fee; otherwise, only 50% of the payment made will be refundable.
   6. 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.
   7. All Sellers must submit the required forms (i.e. Evaluation Form, Sales Lead Form, Appointment Sheet) online on the last day of the TRAVEX event. Failure to do so will mean suspension from participation in future TPB events without prior notice.
   8. 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 for 12 months from receipt of Notice of Blacklisting.
      
2. REGISTRATION FEE:
   TPB member companies are entitled to a 10% discount, reducing the participation fee to EIGHTEEN THOUSAND PESOS (PHP18,000.00). The standard fee of TWENTY THOUSAND PESOS (PHP20,000.00) applies to all other approved sellers.Please make your payment only upon receipt of an officially APPROVED participant email. If payment is made without approval, only 50% of the amount will be refunded.
3. PAYMENT
   Participation fees can be paid through the Landbank of the Philippines (LBP) Link.BizPortal.The LBP Link.BizPortal is an e-payment facility that enables clients to conveniently pay participation/registration fees, anytime and anywhere. You may access the said e-payment platform through this link.  For further information and detailed instructions, kindly refer to the link below to access the LBP’s Link.Biz instructional video for Plug and Play Walkthrough.
4. SUBMISSION OF PROOF OF PAYMENT
   Once payment is made, kindly click this link to submit proof of payment
   
5. Cancellation Policy:
   1. TPB reserves the right to withhold 50% of the Participation Fee if cancellation is made on or before 06 August 2025.
   2. Cancellation made beyond 06 August 2025 gives TPB the right to withhold 100% payment of the participation fee and will be considered as a “no show,” affecting the organization’s future participation in TPB events.
      
6. 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.
7. 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.
8. In case of a Buyer’s NO SHOW, the Seller may meet with an available buyer.
9. Bulletins will be sent via email to keep the participants updated on event details.
10. 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. Sellers must meet with their assigned buyers during their scheduled timeslot, except in cases where the buyer has no appointment during that specific time. Sellers are expected to strictly adhere to the allotted time to respect the buyer’s next meeting and ensure other sellers have their fair opportunity to engage with the buyer.
2. Registered Sellers are not allowed to buy any tourism products from an invited Buyer.
3. Sellers should not sell, promote or display a non-DOT-accredited property or branch.
4. 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.
5. Sellers should report NO-SHOW Buyers.
6. For any business networking-related concerns, you may reach out to the TRAVEX Marshalls or email the Sellers Committee at [email protected].

For 2025, the target number of international buyers is 60 wherein they will meet 80 Philippine sellers.

Below are the criteria, guidelines, and entitlements for your reference:

1. BUYER QUALIFICATIONS
   1. Buyers who are selling Asia but not the Philippines;
   2. Buyers who are not selling the Philippines, but would like to include the Philippines in their programs;
   3. Buyers who are already selling the Philippines, but still want to expand their tour programs;
   4. Buyers who would like to renew businesses with their Philippine counterparts; 
   5. 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 only once in the last three (3) years.
      
      Note: Buyers who have participated in the past three (3) PHITEX editions but have not produced any bookings and who exhibited unprofessional behavior (i.e. incomplete B2B, misbehavior in official activities, etc.) should not be invited and considered.
2.  PARTICIPATION GUIDELINES FOR PROSPECTIVE FOREIGN BUYERS:
   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. Kindly accomplish the online pre-registration form through this link: https://www.phitex.ph/phitex-pre-registration-buyer/
   4. Approved buyer participants will receive an email from the PHITEX 2025 Buyers’ Committee.
   5. A participation fee of ONE HUNDRED FIFTY US DOLLARS (USD 150.00) will be collected from approved buyers to confirm their slot in the TRAVEX (B2B networking sessions). This fee ensures a committed and productive networking environment.
   6. Participation to the PHITEX 2025 is exclusive only for approved 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.
   7. Buyers will have the first opportunity to select their preferred Sellers, after which Sellers will choose their preferred Buyers.
   8. Buyers will have 29 official appointments for the one and a half-day business sessions wherein there will be 20 meetings for Day 1 and 9 meetings for Day 2. Additional appointments are allowed during the B2B proper as long as there are available sellers.
   9. 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.
   10. The program of activities is accessible on the PHITEX website which is being updated regularly. Kindly refer to the PHITEX 2025 Program Schedule for more details.
   11. Bulletins will be sent via email from time to time to keep participants updated on the event details.
   12. Non-submission of post-event evaluation forms will be a basis for non- reimbursement of air tickets.
   13. 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

   As hosted buyers, the entitlements are as follows:

• Hosted accommodation with breakfast in Metro Manila during the duration of the event (06-11 September 2025 for long-haul and 07-10 September 2025 for short-haul) and an overnight stay after the post-event tour (14-15 September 2025);
• Airfare reimbursement subject to the CAPPED amount set by the PHITEX Airfare Reimbursement committee;
• Airport assistance and transportation (airport-official hotels-official function venues, and vice versa) throughout the event;
• Full board meals during the event proper (08-09 September 2025) and post-event tours (10-14 September 2025);
• Delegate’s Kit which includes the access badge, digital directory of the Philippine Sellers, and Business Appointment Schedule;
• Provision of Interpreters for the B2B meetings on 08-09 September 2025 for the Mandarin, Korean, and Japanese buyers;
• Invitation to official event functions on 08-09 September 2025;
• Post -event tours on 10-14 September 2025.

4. CODE OF CONDUCT
   1. Registered Buyers may 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 they still have vacant slot/s. 
   3. Buyers are not allowed to hold meetings with other buyers during the official B2B sessions. All TRAVEX meetings must exclusively involve buyers and sellers.
   4. Buyers must observe proper business etiquette at all times. 
   5. In case of NO SHOW Seller, the Buyer may meet with an available Seller.
   6. For any business networking-related concerns, you may reach out to the TRAVEX Marshalls or email the Buyer’s Committee at [email protected].