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. 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. The deadline for registration is 21 July 2025.
      5. Approved buyer participants will receive an email from the PHITEX 2025 Buyers’ Committee.
      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. 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].

   4. BUYER ENTITLEMENTS

      ACCOMMODATION

      To confirm the room accommodation of the approved buyer, kindly submit your complete flight details via email to [email protected]. The deadline for submission of flight details is on 15 August 2025 (Friday) at 11:59 PM Manila time. 

      Official Venue and Accommodation

      CONRAD MANILA
      Seaside Boulevard corner Coral Way
      Mall of Asia Complex, Pasay City 1300
      ConradManila.com 

      
      Check-in: 07 September 2025
      Check-out: 10 September 2025

       

      1. Hosted accommodation for the duration of the event.
      2. All rooms are on Single Occupancy. Bed configuration (king or two beds) are subject to availability. 
      3. The hotel will collect an incidental deposit upon check-in, which will be on the personal account of the guests. 
      4. Charges on top of the room with breakfast package will also be on the personal account of the guests.
      5. Those whose arrival/departure fall outside of these dates (especially those who will not join the post-tours) may be accommodated for an additional night, subject to room availability.

       

      
      Accommodation in Metro Manila after Post Tours

      LANSON PLACE MALL OF ASIA
      Block 12, Palm Coast Avenue corner Seaside Boulevard
      Mall of Asia Complex, Pasay City 1300
      lansonplace.com/mallofasia

      Check-in: 14 September 2025
      Check-out: 15 September 2025

      1. Hosted overnight accommodation with breakfast after the post-tours.
      2. All rooms are on Single Occupancy. Bed configuration (king or two 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 fall outside of this date may be accommodated for an additional night, subject to room availability.

AIRFARE REIMBURSEMENT
(For Fully-Hosted Buyers only)

1. 1. 1. The reimbursement shall cover only Fully Hosted Buyers arriving in Manila on 06 September 2025 and departing Manila no later than 16 September 2025.
      2. The Fully Hosted Buyers must make their own flight arrangements through the airlines or travel agents.
         a. Air ticket reimbursement shall not include personal travel insurance, excess baggage charges, and other fees imposed by airport authorities.
         b. Fully Hosted Buyers are to arrange their own insurance coverage for the entire travel period.
         c. 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
         a. The CAPPED amount has been pre-determined by the PHITEX 2025 Organizing Committee based on the average economy class airfare from the country of origin going to Manila.
         b. 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 05 September 2025.
         a. US Dollar; and
         b. Philippine Peso, if the balance is not available in US dollar denomination.
      5. The PHITEX 2025 Airfare Reimbursement Form (PHITEX2025 ARF) will be sent to concerned buyers through the email provided in the online registration.
      6. From 08-09 September 2025, fully Hosted Buyers are encouraged to submit the PHITEX 2025 ARF together with the following documents to the Airfare Reimbursement Counter at the Buyers Lounge from 9:00 AM – 5:00 PM to facilitate the computation of the reimbursement.
         a. Copy of passport identification page with signature
         b. Copy of the passport page with Philippine Immigration Stamp or Boarding Pass (Country of Origin should be the same as declared in the Agreement)
         c. Copy of air ticket/electronic air ticket
         d. Official Receipt or Points/Miles Redemption Letter as proof of purchase of the air ticket
      7. Submission of the Appointment Sheet (with at least 24 concluded appointments) and Accomplished Evaluation Form is on 09 September 2025 at the Airfare Reimbursement Counter, 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, 09 September 2025, at the Airfare Reimbursement Counter, Buyers Lounge, from 1:00 PM – 6:00 PM.
         Note: Further details regarding the airfare reimbursement like capped rate per country and Airfare Reimbursement Form will be sent via email by the Airfare Reimbursement Committee through the email provided in the online registration.

         
         

1. 1. TRANSPORTATION AND AIRPORT ASSISTANCE

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

      1. Airport transfers (airport terminal to official hotel) and welcome courtesies upon arrival in Metro Manila from 06 to 08 September 2025.
      2. Transportation to and from official function venues on 07 to 10 September 2025.
      3. Departure transfers (official hotel to airport) in Metro Manila from 10 to 11 September 2025.

1. 1. MEALS

      Provision of meals from 08 to 09 September 2025, or until 14 September 2025 if joining the post-event tours:

       

      1. Full board meals will only be provided during the following:
         a. Event proper on 08 to 09 September 2025 (TRAVEX, Welcome Cocktails, and Philippine Reception for PHITEX+MICECONnect 2025);
         b. Post-Event Tours from 10 to 14 September 2025.
      2. Only breakfast will be provided along with the hosted accommodation before the event proper and after the Post-Event Tours. 

1. 1. 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.

1. 1. INTERPRETERS

      Provision of interpreters for the B2B meetings during TRAVEX on 08-09 September 2025:

      1. Mandarin
      2. Korean
      3. Japanese

1. 1. OFFICIAL FUNCTIONS

      Invitation to official event functions:

      1. Welcome Cocktails on 08 September 2025
         • Venue: Conrad Manila
         • Attire: Business Attire
      2. TRAVEX (B2B Networking) on 08 to 09 September 2025
         • Venue: Conrad Manila
         • Attire: Business Attire
      3. PHITEX + MICECONnect Collaboration Lunch on 09 September 2025
         • Venue: Conrad Manila
         • Attire: Business Attire
      4. Philippine Reception for PHITEX + MICECONnect 2025 on 09 September 2025
         • Venue: Conrad Manila
         • Attire: TBA

      TOURS

      Invitation to join the Post-Event Tours on 10-14 September 2025:

      Post-Event Tours: 

      10-14 September 2025

      1. Eco-Exploration: Puerto Princesa and Environs
      2. Beach, Sunsets, and Hidden Wonders: Boracay and Malay
      3. Highlands, Headwaters and Adventures: Cagayan de Oro and Bukidnon

      Notes:

      • All Post-Event tours will conclude in Metro Manila on 14 September 2025.
      • 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 (14 September 2025).
      • Buyers are highly encouraged to book their international departure flights accordingly on the 14th or 15th of September 2025.
      • Further details regarding the tours like itinerary, what to bring, and other reminders will be disseminated by the Tours Committee per tour module.

      For concerns and other clarifications, you may contact the following PHITEX 2025 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]

      (Other Concerns)
      Central Information Committee – [email protected]