Frequently Asked Questions

Date

July 15 - 19, 2017

Boston Convention and Exhibition Center (BCEC) Address

415 Summer St.
Boston, MA 02210
(617) 954-2000

Press

Press registration are allowed at the GBTA Convention 2017 but must be approved by GBTA. For press inquiries please contact Colleen Gallagher at cgallagher@gbta.org or +1 703 236 1133. Press should submit their registration request online at the Convention registration page.

Education Sessions (Located on Level 2)

Attendees can search sessions by track, type, speakers or keywords and plan their Convention experience online with the assistance of the My Convention Planner tool. Sessions can easily be exported into your Outlook calendar for simple planning!

EXPO Hours - Hall BC (Exhibit Level)
  • Monday, July 17, 2017 - 2:30pm - 6:00pm
  • Tuesday, July 18, 2017 - 2:30pm - 6:00pm
  • Wednesday, July 19, 2017 - 8:30am - 11:00am
Business Lounges - Outside of Expo Hall B (East Registration Area ? Exhibit Level)

Some exhibiting and sponsor companies will have the opportunity to book a business lounge. Business Lounges are open the following hours:

Sunday, July 16: Move in - 8:00am - 1:00pm
Sunday, July 16: 2:00pm - 6:30pm
Monday, July 17: 8:00am - 8:00pm
Tuesday, July 18: 8:00am - 8:00pm
Wednesday, July 19: 8:00am - 11:00am
Wireless Access

GBTA will provide wireless internet access in all areas including the expo. The public SSID is GBTA2017.

BCEC Guest Services

The MCCA provides Guest Service Associates at each event when possible to help welcome attendees to the BCEC and assist with questions about the facility, as well as, the city of Boston. This is a complimentary service provided by the MCCA. Our staff of Guest Services Associates can be easily distinguished by their red blazers or vests and are stationed throughout the facility

Areas of Interest in the Boston Convention and Exhibition Center (BCEC)
  • ATMs – Guests will find ATMs in the North Lobby (Level 1), the Wicked Good Market and on Level Zero East.
  • Freeman Decorator Service Desk – Expo Floor.
  • Restroom locations – see BCEC floor plan.
  • Smoking areas are designated outside the BCEC.
  • Concession Sales – several food courts and outlets are available in the BCEC.
Mobile App

Access the agenda, speaker details, expo floor plan, news, photos, attendee messaging and more! Download the app from iTunes, the Google Play store, or at gbta.org/mobile. Available June 2017

My Convention Planner

Using advanced planning tools, attendees can plan their Convention experience by creating a schedule of exhibitors they’ll visit on the Expo floor to education and events they will attend. In addition, attendees can make confirmed appointments with exhibitors. This customized online schedule can be synched to Outlook calendars and the Convention 2017 Mobile App.

Learn More

Kick-Start Sessions

I did not sign up for a particular education session (Saturday and Sunday), can I still go?

  • All of these sessions require advance registration and/or payment. Attendees may register online during the registration process, or log in (on registration confirmation notice) and add any events to their existing registration.
Education Sessions

How do I sign up for education sessions and/or create a schedule?

  • Go to gbta.org/myconventionplanner. Please note that adding a session to your Convention Planner does not guarantee you a seat in that session.

 

I did not sign up for a particular education session, can I still go?

  • Yes, all sessions are seated on a first-come, first-served basis.
Education Takeaways

How do I get presentations?

  • Presentations will be available on the GBTA Convention Mobile App. Available June 2017.
First Aid

Room 162A

The Massachusetts Convention Center Authority’s (MCCA) Public Safety Department provides 24/7 emergency medical response. MCCA Public Safety Managers are licensed Boston Special Police Officers that are certified First Responders. In addition to the management team the MCCA’s Public Safety Supervisors are certified First Responders.

Hours:

  • Wednesday, July 12 – 8:00am-7:00pm
  • Thursday, July 13 – 8:00am-7:00pm
  • Friday, July 14 – 8:00am-7:00pm
  • Saturday, July 15 – 6:30am-7:00pm
  • Sunday, July 16 – 6:30am-7:00pm
  • Monday, July 17 – 6:30am-7:00pm
  • Tuesday, July 18 – 6:30am-7:00pm
  • Wednesday, July 19 – 7:00am-6:00pm

Should your stay require medical attention, the nearest hospital or urgent care to the BCEC are:

Tufts Medical Center
800 Washington St.
Boston, MA 02111 (1.8 miles from the convention center)
617-636-5000

The Doc Is In Urgent Primary Care Doctor's Office Walk-in DOW
581 Boylston St #800
Boston, MA 02116 (5.1 miles from the convention center)
(617) 247-1400
Open Mon – Fri from 8:00AM – Midnight
Open Sat, Sun – 10:00AM – 10:00PM

Alarm Response

All BCEC Public Safety personnel, along with the Building Maintenance System (BMS) Department, are trained to respond and take action regarding any facility alarm activation.

Fire

In case of fire, leave the building immediately by walking to the nearest safe exit. Leave all belongings. Do not use the elevators. Do not return to the building until authorities indicate that it is safe to do so.

Emergencies at the Convention Center
  • In the event of a major emergency, the BCEC Public Safety Command Center (PSCC)
  • becomes the Incident Command Center and communicates directly with the Boston Police Department, the Boston Fire Department, the Boston Emergency Medical Service and the Massachusetts State Police, who will dispatch the appropriate assistance.

  • City of Boston Fire Code requires individuals leading room seminars, general sessions and ballroom events make an audible announcement prior to the start of each program or performance, notifying occupants of the locations of the exits to be used in case of a fire or other emergency. The MCCA Public Safety Department provides an information sheet to assist clients and presenters in complying with this regulation.
  • To report an emergency, please call extension 2222 via a house phone or 617-954-2222 from outside the BCEC.
Security

Every precaution is taken to ensure that GBTA Convention is a safe and secure learning environment for attendees. Security guards and/or police are present at all times inside the convention center.

BCEC Public Safety Command Center (PSCC)
  • Staffed twenty-four hours a day, seven days per week and is the emergency communications hub for the BCEC
  • The Command Center is in direct contact with all local emergency services and will call 911 on your behalf. Failure to contact the Command Center may result in a significant delay in the response time of emergency personnel.
  • If you choose to contact 911 on your own, please notify the Command Center immediately afterward so that they can assist with the first responders in locating where you are in the building.
When reporting an emergency, please give the following information:
  • The location within the Convention Center (ex. Room 201)
  • The nature of the emergency
  • Number of persons involved
  • Nature and extent of injuries, if any
  • Any other pertinent information that may be helpful for responding emergency crews
Emergencies at Hotels

For any emergency, please dial 0 from your hotel room.  The hotel will contact security and/or 911 based on the emergency.

Food & Beverage
  • GBTA hosted water cooler stations will be positioned throughout the convention center.
  • GBTA will provide coffee on Monday morning, and coffee on Tuesday morning only for attendance
  • Concessions (for purchase) will be available during the convention.
  • Attendees who opted for a specific meal option during the registration process will receive a specialized meal ticket at check in with their registration materials. These tickets can be handed to any banquet person during the Convention Arena luncheons to ensure dietary needs are met.
Foundation
  • Where do I purchase Foundation raffle tickets?
    • Foundation Booth located in Main Entrance Lobby.
  • I won, where do I claim my prize?
    • To claim your prize you may contact a GBTA staff person, visit the Foundation Booth, or contact Kerry Gaylor with the GBTA Foundation at kgaylor@gbtafoundation.org
  • The Foundation Golf Tournament will be held on Sunday, July 16 from 7:30am – 2:00pm.  Advance registration is required through the registration system. 
Membership
  • Can I join or renew onsite?
    • Yes, visit the main GBTA Support Central area in the North Lobby (Level 1) or join online at gbta.org/join
  • How much is membership?
Manual and motorized chairs are available for a per day fee through the following companies:
Belmont Medical Supply
617) 484-3888
http://www.belmontmedical.com/

Scootaround Personal Transportation Solutions
1-888-441-7575
https://locations.scootaround.com/boston#events


Registration Questions

Registration Hours/Locations

GBTA Registration will be open in the following locations:

BCEC:

Main Registration Area (BCEC Southeast Lobby B-Level 1)

  • Saturday, July 15 – 7:30am-6:00pm
  • Sunday, July 16 – 7:30am-6:45pm
  • Monday, July 17 – 7:30am-6:30pm
  • Tuesday, July 18 – 7:30am-6:30pm
  • Wednesday, July 19 – 8:00am-1:00pm

 

Mobile Check-in (North Lobby – Level 1)

 

  • Saturday, July 15 – 7:30am-6:00pm
  • Sunday, July 16 – 7:30am-6:45pm
  • Monday, July 17 – 7:30am-6:30pm
  • Tuesday, July 18 – 7:30am-6:30pm

 

HQ Hotel:

Satellite Registration (Westin Boston Waterfront - Hotel Lobby)

  • Saturday, July 15 – 8:30am-6:00pm
  • Sunday, July 16 – 8:30am-6:00pm
  • Monday, July 17 – 7:30am-3:00pm

Some exhibiting and sponsor companies will have the opportunity to book a business lounge. Business Lounges are open the following hours:

7:00pm - 8:30pm GBTA Opening Welcome Reception
World Trade Center
Sponsored by Greater Boston Convention and Visitors Bureau
  • Shuttles will drop off attendees on Summer Street, attendees will need to proceed a short distance over the bridge to the Wolrd Trade Center
  • Shuttles returning to GBTA Hotels will pick up attendees at the same location on Summer Street.
Are guest/spouse registrations available?

Tickets may be purchased for the Opening Reception. We do not allow guest registrations at other GBTA Convention events.

How do I get an attendee list?

An attendee list is available for purchase to exhibitors only. Order forms are available in the Exhibitor Service Manual.

In addition, a list of companies in attendance will be available online here.

Can my friend or guest come to Convention?

Registration is not available for friends or guests.

Can my child/children come to convention?

Registration is not available for children.

 

A child is considered anyone under the age of 21 due to the availability of alcohol at Convention associated events.  There are no exceptions to this rule as badging will be enforced.

 

Children under the age of 16 are not allowed on the exhibit hall floor or loading dock during move-in and move out.  There are no exceptions to this rule.

Can a guest attend any events?

Attendees will have the opportunity to purchase tickets to the opening reception. Maximum purchase of 2 tickets per attendee. Opening reception only ticket cost is $150.

Can I just go to the exposition?

We do not have an exposition only pass.

I did not register for the First Time Attendee Lunch, can I still attend?

Yes, but this is limited to first time attendees and mentor participants only.

Do you have to register for Convention to participate in the service project?

No, you do not have to register for Convention to participate in the service project.

For more information, please contact Kerry Gaylor.

I did not register for the Service Project, can I still attend?

If space is available, you may still register. Check for availability at the registration desk. Donations are always welcome.

I lost my credentials. Can I get a replacement badge/materials?

Yes. A fee of $195 will be charged for one-time replacement reprint only. See registration staff for details.

What is the substitution policy?

A GBTA attendee may transfer his/her registration to another eligible party if he/she is unable to attend GBTA Convention 2017 until July 7, 2017.  The substitute is responsible for any and all financial arrangements between the original registrant and the substitute. A request for substitution (including the name of the substitute) must be submitted in writing by 5:00 p.m. Pacific Time on July 7, 2017. Original registrant's registration will be refunded and the substitute must register as a new attendee to complete a new registration and secure housing. The substitute must be named in the written notification and register before the original registrant is refunded. If a Direct Member is replaced by a New Direct category member, there will be a price difference for the New Direct category member as membership is included in the price.  A processing fee of $99 will be applied for all attendee substitutions made from May 24, 2017 – July 7, 2017.  The substitution fee will not apply to complimentary registrations. To make a substitution, please contact Conventionreg@gbta.org.

 

After July 7, 2017 substitutions will not be permitted.   The cancellation policy will be in effect, and the party interested in substituting will be charged the current onsite registration rate.

What is the cancellation policy?

There will be a $395 fee for cancellations received on or before May 23, 2017. There will be a $395 fee plus 50% of the paid registration fee for cancellations received between May 23, 2017 and June 20, 2017. No refunds for cancellation will be issued on or after June 20, 2017. If you have a serious reason for being unable to attend, you are welcome to petition for an exception to this policy. To do so, please email us to explain your situation, and include any documentation to support your case (documentation is optional but recommended). These petitions must be submitted by August 4, 2017 by 5:00 p.m. Pacific Time, 15 days post meeting, to be considered, and the decision regarding your petition may take up to one month after the event.  There are no refunds for Fast Pass, Opening or Closing event cancellations, service project donations, GBTA Foundation Annual Prize Drawing tickets, or membership fees obtained through registration.

 

There is a $50 cancellation fee for Convention Kick-Start, Spa and Golf events.Cancellations must be made online.

 

Cancelling your registration will not automatically cancel your housing reservation; however, GBTA reserves the right to cancel the room(s).  Room(s) will be cancelled within 7 days if the room cancellation has not occurred. To cancel your hotel room(s), please contact conventionhousing@gbta.org.  GBTA will not reimburse cancellation or no show fees charged by the hotel.

 

All cancellations and refunds will be processed in the same manner as original payment: if paid by credit card the refund will be issued to the card on record, generally within 5-7 business days of the request. Payments made by check will be refunded as a check within 45 days of the close of the convention.

Is there an onsite registration fee?

No. There is no additional fee for registrations processed onsite.

Can I get an extra bag?

Please check back with the registration desk on Wednesday afternoon in South East Lobby (Level 1).

What is in the registration bags?
  • Pocket program
  • Expo floor maps (Directs only)
  • Convention Program
  • Sponsor pieces
  • Expo raffle card


FAQs From Attendees

Hotels

Which hotel is HQ?

The Westin Boston Waterfront
425 Summer St.
Boston, MA 02210
(617) 532-4600
 

  • Where can I find a list of the hotels and room rates?
    • On the convention web page at gbta.org/convention
    • Hotel addresses and distance to BCEC can be found in the GBTA mobile app and  during the registration process

 

  • My preferred hotel is sold out? How do I get on the waitlist for any sold out hotel?
    • If your preferred hotel(s) is sold out, you must first book a room at an available hotel and then select the waitlist option at your preferred hotels. You will not be able to waitlist yourself unless you have a confirmed reservation at an available hotel.

 

  • Spargo, Inc. (GBTA’s Official Housing Provider) will contact you should room(s) become available at the waitlisted hotel(s). You may also call for further assistance – +1 800 934 1957 /+1 703 449 6418

 

  • How do I change my hotel room? I don’t like it…
    • Please stop by the Housing Desk in the Lobby B near Registration to speak with Spargo, Inc.
Convention Arena

Can I sit in on a Convention Arena even if I do not eat?

  • Seats are only available at the lunch tables.

Is there reserved seating at the Convention Arena sessions?

  • If you have not been invited, or purchased a table there is no reserved seating and available on a first come first serve basis.

What does the Fast Pass provide?

  • Fast Pass tickets provide early access to the GBTA Convention Arena and Center Stage sessions. Fast pass ticket holders will have early entrance to avoid the lines and find seating faster. Fast Pass tickets do not provide assigned seats. Doors open for Fast Pass holders 15 minutes prior to all published entrance times.
General

Is there a message center?

  • There is no “message center”.

How many attendees do we have?

  • We are expecting approximately 7,000 attendees (total)
Lost & Found

During event operating hours, lost and found is located at the Public Safety desk in the North Lobby (Level 1) at the Summer Street entrance. After event hours, lost and found items are stored in the Public Safety Command Center. To inquire about a lost item or report a found item, contact 617-954-2222, or go to the following Internet link www.signatureboston.com/attend/lost-and-found.

Coat/Bag Check ? Located in North East Lobby A (Level 1)

Laptops/electronic items will not be accepted. The schedule is as follows:

Monday, July 17 – 7:00am-6:30pm
Tuesday, July 18 – 7:00am-6:30pm
Wednesday, July 19 – 8:00am-6:30pm

The coat and bag check is $3 per item checked. Cash Only.

Expo Raffle Cards

Expo raffle drawing cards are available to buyer attendees/direct members and are available for pick up at the Expo entrance and in all buyer attendee/direct member bags.

You must be present to win.

The Expo raffle drawing will take place at 10:45 am on Wednesday at the Expo entrance.

Expo Floor
  • Discover GBTA Kiosk
    • GBTA Staff will man this desk to assist with any questions regarding the Expo or Convention.
  • New Entrants Pavilion
  • ICARUS Row
  • GBTA Lounge
  • Show Services Desks
    • Freeman
    • PSAV
    • Lead retrieval
    • Smart City
    • Floral
    • Others

How many exhibitors do we have?

  • Nearly 400 exhibiting companies
Business Center/Shipping

The FedEx Office is located inside the BCEC, Level One Northwest.

Phone:  617-954-2203
Email:  usa1323@fedex.com

  • The Business Center will be open during the convention with the following hours:
  • Saturday, July 15: 10:00am – 4:00pm
  • Sunday, July 16: 9:00am – 5:00pm
  • Monday, July 17: 8:00am – 6:30pm
  • Tuesday, July 18: 9:00am – 6:30pm
  • Wednesday, July 19: 9:00am – 6:00pm

All other dates and times the schedule is Monday – Friday 9:00am – 5:00pm.

FedEx Office provides on-site printing, signage, office supplies, copy, fax, computer rental and out-bound shipping services.

2017 Expo Selection Center

Located in North Lobby  (Level 2)

Saturday, July 16                    10:30am – 5:45pm
Sunday, July 17                        8:30am – 5:45pm
Monday, July 18                       8:30am – 12:45pm
Tuesday, July 19                      8:30am – 12:45pm 
Wednesday, July 20                 8:30am – 12:30pm
*Hours subject to change

  • The order in which organizations’ select their booths for next year’s Convention is based on priority points. Suppliers should have received their appointment via email prior to Convention. However, they are welcome to stop by the 2018 Expo Selection Center to confirm or view their appointment time. Walk-in appointments are welcome starting at 10am on Wednesday July 20.
  • Visibility Packages are pre-selected marketing offerings that will allow a supplier’s organization to communicate with GBTA’s network of corporate travel professional before, during or after Convention. Visibility Packages are available for purchase at a discount during Booth Selection and in the Expo Selection Center.
  • Missed space selection appointment time – proceed to the Expo Space Selection Center (located in North Lobby – Level 2) for assistance or call Heather Brown at +1 703  236 1172.
  • If you are a first time exhibitor and would like to sign up to exhibit in 2017, stop by the Expo Space Selection Center on Tuesday, July 19 at 12:00pm.
Shuttles

Shuttle/Bus Pick-up/Drop-off – Level 1 Outside Center East Pre-Function Lobby (on East Side Drive)

What is the Shuttle Schedule/what route is my hotel on?

  • See the Convention Onsite Program or consult one of the schedules we’ll provide. These are posted at each hotel and where the shuttle drops off passengers and near registration. A shuttle route will also be provided in the mobile app.
Taxis

The taxi stand is located on Summer Street directly in front of the BCEC.

GBTA Convention 2018

What are the Dates for the Convention 2018? August 11-15, 2018

Where is the Convention located? San Diego, CA

When will registration/housing open? November/December 2017

When will exhibitor housing requests open? November/December 2017

Other 2017 or 2018 Events

What events are scheduled for 2017 or 2018?