GBTA Convention 2019 - Frequently Asked Questions

Frequently Asked Questions


Date

August 3-7, 2019

McCormick Place Address

2301 S King Drive
Chicago, IL 60616

+1 312 791 7000

Education Sessions

Education Sessions – North and South Buildings Level 4 and Level 5

Attendees can search education 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! Overflow viewing area is located on Grand Concourse Lobby.

 

Session Schedule


DATE

SESSION TYPE

TIME

Saturday, August 3

Kick-Start Programs

8:00am – 4:00pm

Sunday, August 4

Kick-Start Programs

8:00am – 4:00pm / 5:00pm

 

Industry Tool Sessions

1:30pm – 3:00pm

 

Roundtable Discussions

3:30pm – 5:00pm

 

Vertical Peer-to-Peer (Buyers Only)

3:30pm – 5:00pm

 

Education Sessions

1:30pm – 4:00pm

Monday, August 5

Education Sessions

8:00am – 10:00am

Tuesday, August 6

Education Sessions

9:00am – 11:00am

Wednesday, August 7

Education Sessions

12:00pm – 1:15pm

 

Industry Tool and Trend Sessions: The purpose of these sessions is to keep travel professionals up-to-date on trends and topics that shape the industry and leverage that knowledge to help them be more effective in their roles.

Committee Roundtable Sessions: Designed by the GBTA committees to create an opportunity for members of our industry to engage in learning and teaching amongst their own industry peers on hot and relevant topics.

Vertical Peer-to-Peer: Buyer-only sessions designed to create an opportunity for members of our industry to engage in learning and teaching amongst their own niche industry peers.

Strategic Meetings Management: Serving the business travel and meeting planning professionals with quality, skill based training in the area of strategic meetings management. This program is intended for mid-level meetings management and procurement professionals looking to either start an SMM program or advance their existing program. Over 50% of the GBTA membership has some level of engagement and/or oversight for meetings. At the end of this course, attendees will be able to:

  1. Identify the benefits of a strategic meetings management program (SMMP).
  2. Define the key attributes and components of a meetings management program.
  3. Explain the importance of aligning strategic business goals and objectives to the meetings management program.
  4. Effective identify all stakeholder and customers within an enterprise.
Expo Hours

Hall A

            Monday, August 5                    2:30pm - 6:00pm

            Tuesday, August 6                    2:30pm - 6:00pm

            Wednesday, August 7               9:00am - 11:30am

Exhibitor Hours

Exhibitors may enter into the hall during the following days and times:

            Monday, August 5                    8:00am - 12:00pm and 1:30pm - 7:00pm

            Tuesday, August 6                    1:30pm - 7:00pm

            Wednesday, August 7               8:00am - 4:30pm

Freeman Decorator Service Desk

Located on the Expo Floor.

Business Lounges

 Hall A

Some exhibiting and sponsor companies will have the opportunity to book a business lounge. Exhibitors with a business lounge will have access at 7:30am to get ready for their appointments. Business Lounges are open the following hours:

Saturday, August 3                8:00am - 6:00pm

Sunday, August 4                  8:00am - 6:30pm

Monday, August 5                 8:00am - 8:00pm

Tuesday, August 6                 8:00am - 8:00pm

Wednesday, August 7            8:00am - 11:30am

 

During Expo hours, access to the Business Lounges will only be available through the Expo floor (Hall H). During hours the Expo is not open, the only available entrance to the Business Lounges will be through the doors at Hall H4. Proper credentials are required for access.

 

Hours:

Sunday, August 4                  1:00pm - 6:30pm

Monday, August 5                 8:00am - 8:00pm

Tuesday, August 6                 8:00am - 8:00pm

Wednesday, August 7            8:00am - 11:30am

Expo Floor
  • 400+ exhibiting companies
  • Discover GBTA Kiosk
    • GBTA Staff will man this desk to assist with any questions regarding the Expo or Convention.
    • Two (2) additional information kiosks on show floor.
  • Innovation Row
  • ICARUS Row
  • GBTA Lounges
  • Show Services Desks
    • Freeman Deco
    • Official AV Provider/Electric – Freeman AV
    • Lead retrieval
    • McCormick Place Internet
    • Floral
    • Others
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 10:30am on Wednesday, August 7 at the Expo entrance.
2020 Expo Selection Center

Located in the Grand Concourse Lobby

Saturday, August 3                9:30am - 5:45pm

Sunday, August 4                  8:30am - 5:45pm

Monday, August 5                 8:00am - 12:45pm

Tuesday, August 6                 8:00am - 12:45pm

Wednesday, August 7            8:00am - 12:30pm

 

  • 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 2020 Expo Selection Center to confirm or view their appointment time. Walk-in appointments are welcome starting at 10:00am on Wednesday, August 7.
  • The Exhibitor Advantage Program are pre-selected marketing offerings that will allow a supplier’s organization to communicate with GBTA’s network of corporate travel professionals before, during or after Convention. These 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 2020 Expo Selection Center (located in Grand Concourse Lobby) for assistance or call the Exhibits Team at +1 888 224 3675 or email sponsor@gbta.org..
  • If you are a first-time exhibitor and would like to sign up to exhibit in 2020, stop by the 2020 Expo Selection Center on Wednesday, August 7 at 10:00am.
Badges

You must wear your GBTA Convention badge at all times to receive admittance to GBTA Convention and during the Welcome Reception, Education Sessions, Kick-Start Sessions, Expo, Convention Arena, Center Stage and shuttle buses.

Badge sharing, splitting or reprints made outside of the official GBTA registration system are strictly prohibited. Any attendee found in violation of this policy will be removed from the Convention and all badges will be revoked.

GBTA Registration will be open in the following locations:

            McCormick Place - Main Registration Area (Hall B1 Concourse)

Saturday, August 3                7:30am - 6:00pm

Sunday, August 4                  7:30am - 6:45pm

Monday, August 5                 7:30am - 6:00pm

Tuesday, August 6                 7:30am - 6:00pm

Wednesday, August 7            8:00am - 1:00pm

 

            McCormick Place - Mobile Registration 

Saturday, August 3                7:30am - 6:00pm

Sunday, August 4                  7:30am - 6:45pm

Monday, August 5                 7:30am - 6:00pm

 

            Satellite Registration - Hyatt Regency McCormick Place (HQ Hotel)

Saturday, August 3                8:30am - 6:00pm

Sunday, August 4                  8:30am - 6:45pm

Monday, August 5                 7:30am - 3:00pm

 

            Satellite Registration (Welcome Reception)

Sunday, August 4                  6:30pm - 8:00pm

Press

Press registrations are allowed at the GBTA Convention 2019 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 http://convention.gbta.org/Register/PressRegistrationForm.

2019 Convention Hotels

All Convention attendees must first register for the Convention prior to booking their housing. Accommodations will be available on a first come first serve basis at convention hotels.

Food & Beverage
  • GBTA hosted water cooler stations will be positioned throughout the convention center.
  • GBTA will provide coffee on Monday and Tuesday morning for Education Session attendees on Levels 4 & 5 
  • Concessions (for purchase) will be available during the Convention.
  • Attendees who indicated the need for a specific meal due to dietary restrictions 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. If an attendee did not get tickets for their specific meal at check-in, please go to the Main Registration in Hall B1 Concourse for assistance.
Limited Shuttle Locations

Shuttle/Bus Pick-up/Drop-off at McCormick Place – South Building Level 1 Gates 1 - 3

 

See shuttle schedule provided onsite. 

 

Shuttles will be provided for the hotels as listed below with “yes” in the shuttle column. Hotels with “walk” in the shuttle column are within walking distance of the Center and no shuttle service will be provided.

 

Hotel Name

Shuttle

Chicago Marriott Downtown Magnificent Mile

yes

Embassy Suites Chicago Downtown Magnificent Mile

yes

Fairmont Chicago, Millennium Park

yes

Hampton Inn at McCormick Place

walk

Hilton Chicago

yes

Hilton Garden Inn at McCormick Place

walk

Home2 Suites at McCormick Place

walk

Hyatt Regency Chicago

yes

Hyatt Regency McCormick Place - HQ Hotel

walk

InterContinental Chicago Magnificent Mile

yes

Loews Chicago Hotel

yes

Marriott Marquis Chicago

walk

Omni Chicago Hotel

yes

Radisson Blu

yes

Sheraton Grand Chicago

yes

Swissotel Chicago

yes

The Blackstone, Autograph Collection

yes

The Conrad

yes

 
Taxis

McCormick Place has two (2) designated drop-off points during the convention for taxis and cars, both locations provide ramped curbs and automatic entry doors:

 

North Building -

Drop off or pick up at Gate 22

South Building -

Drop off or pick up at Gate 4

Business Center and Shipping

The FedEx Office Print and Ship Center is located inside McCormick Place in South Building, Level 2-5 Grand Concourse, in Hyatt Regency McCormick Place - 2nd Floor and Marriott Marquis Chicago - 2nd Floor.

 

McCormick Place FedEx

2301 S Dr Martin Luther King Jr
Chicago, IL 60616

+1 312 949 2100

usa5020@fedex.com

Hyatt Regency

2233 S Dr Martin Luther King Jr
Chicago, IL 60616

+1 312 808 1826

Marriott Marquis Chicago

2121 S Prairie Avenue
Chicago, IL 60616

+1 312 225 0379

 

The McCormick Place business center will be open during the convention with the following hours:

            Saturday, August 3                    8:30am - 5:00pm

            Sunday, August 4                      8:30am - 5:00pm

            Monday, August 5                     8:30am - 5:00pm

            Tuesday, August 6                     8:30am - 5:00pm

            Wednesday, August 7                8:30am - 5:00pm

Coat/Bag Check

Located at Gate 4 in the South Building. Furs, laptops and other electronic items will not be accepted due to liability. The coat and bag check is $3 per item checked. Cash Only. The schedule is as follows:

Monday, August 5        7:30am - 6:30pm

Tuesday, August 6        7:30am - 6:30pm

Wednesday, August 7   8:00am - 5:00pm

First Aid

Located in the South and North Building – Level 2.5 of the Grand Concourse

            Wednesday, July 31                  8:30am - 6:30pm     

            Thursday, August 1                   8:30am - 6:30pm       

            Friday, August 2                        8:30am- 6:30pm       

            Saturday, August 3                    7:00am- 6:30pm

            Sunday, August 4                      7:00am - 6:30pm

            Monday, August 5                     7:00am - 6:30pm

            Tuesday, August 6                     7:00am - 5:30pm

            Wednesday, August 7                7:00am - 3:30pm

 

Nearest Hospital - .8 Mi

Mercy Hospital and Medical Center

2525 S Michigan Avenue
Chicago, Illinois 60616

+1 312 567 2000

 

Nearest Hospital with Trauma Center – 6.2 Mi

Northwestern Memorial Hospital

251 East Huron Street
Chicago, Illinois 60616

+1 312 567 2000

Nearest Pharmacy - .9 Mi

Walgreens

316 W Cermak Road    
Chicago, Illinois 60616

+1 312 791 0392

 

Emergency Response Procedures

If an emergency occurs, immediately call McCormick Place Security at: 312-791-6060 or “6060” from a house phone 

 

They will contact the City of Chicago 9-1-1 Center via their direct line. McCormick Place Fire Safety and Security Officers are trained to handle emergencies and will also respond to the incident.

 

If you choose to call “9-1-1” yourself, be sure to call McCormick Place Security at the above number, immediately thereafter.

 

General information you will need when reporting the incident:

  1. What is the nature of the emergency?
  2. Where is it located? If inside an exhibit hall, report the number near the top of the closest column

 

If the emergency involves someone who is ill or injured:

  1. State the overall condition of the ill or injured person.
  2. State the gender and approximate age of this person.

 

SPECIFIC EMERGENCY SITUATIONS

For McCormick Place Emergencies: 312-791-6060 or “6060” from a house phone             

 

MEDICAL EMERGENCY

  1. Don’t Panic!  It can cause an ill or injured person to become more excited.
  2. Notify Security immediately by calling the appropriate number above.
  3. If you cannot leave this person, yell loudly, “Help… Medical Emergency!” and give your location. 
  4. If the person is conscious, ask if he (she) would like you to help him (her).
  5. Do not move the person unless his/her life is in further danger.
  6. Only perform first aid techniques in which you are trained.
  7. Try to avoid any blood exposure.  If exposed, advise the EMS personnel.
  8. Attempt to keep the ill/injured person calm, warm and re-assured.
  9. Protect the person’s privacy, and try to avoid letting him/her see any injury.
  10. Avoid giving the ill/injured person anything to eat or drink.
  11. Once help arrives, lend assistance only if needed or asked.
  12. If an AED is needed, there are 92 at McCormick Place, most located in public spaces throughout these facilities. Once the door of an AED cabinet is opened, a signal will be transmitted to our Security Control Center, and in-house emergency personnel will be dispatched at once.

 

FIRE ALARM, FIRE AND / OR SMOKE SITUATION  

  1. If you hear a fire alarm, see a fire or smell smoke, immediately call Security at the appropriate number above, or by two-way radio. They will notify the Chicago Fire Department, if needed.  If you call “9-1-1”, be sure to call McCormick Place Security immediately thereafter. McCormick Place has certified fire personnel on-duty who can quickly handle this situation.
  2. If an evacuation is needed, the Chicago Fire Department and/or Security will make an announcement over the building’s P.A. system. They have specific plans, depending on the situation, to inform and direct all building occupants in a calm and clear manner. If it is deemed necessary to evacuate the building, specific instructions will be given by McCormick Place Management. However, if a “clear and present danger” exists, begin evacuating those in danger to a safer location…as you report the emergency to McCormick Place Security. 
  3. Once outside the building, DO NOT RE-ENTER under any circumstances until you are told it is safe to do so. If you believe someone is still in the building, immediately notify the Fire Department or your Supervisor.

 

HAZARDOUS MATERIAL INCIDENT 

  1. Follow the same instructions as given above in Steps 1- 4 for the “FIRE ALARM, FIRE or SMOKE SITUATION”.
  2. Otherwise, keep away from the area of any hazardous spill or leak so that you are not injured or harmed in any way. Many situations involving hazardous materials may not be easily seen or have any odor associated with them.  Just because they could not be seen or smelled does not mean the situation is not dangerous.

 

BOMB THREAT CALL

  1. A bomb threat should ALWAYS be taken seriously.
  2. Remain calm and attentive. Keep the caller on the phone as long as possible.
  3. Use a “bomb threat checklist”.   If one is not readily available, ask the caller what the bomb looks like, when it will go off, and where/why it was placed.
  4. Listen for identifying characteristics and distinguishing background noises and write them down, as well as the caller’s responses.
  5. If your phone has “Caller ID”, write down the number or “display” words.
  6. If there is someone else in the room, silently notify them of the call by pointing at the words “bomb threat” in your notes. Do not stop talking to the caller. The second person should call or locate Security immediately by land-line telephone or person-to-person contact. CELLULAR PHONES OR TWO-WAY RADIOS MUST NOT BE USED. They could accidentally detonate the device if within range or frequency.
  7. When the caller has hung up, notify McCormick Place Security and Show Management of the situation, again by a “land-line” telephone or person-to- person contact.
  8. Remain calm and wait for a follow-up threat from the caller.
  9. Do not tell anyone else about the threat.

 

SUSPICIOUS PACKAGE OR OBJECT

  1. If for some reason an envelope, package or object appears suspicious as a possible explosive device, DO NOT MOVE OR TOUCH IT!
  2. Immediately notify McCormick Place Security.  Describe the object and why you feel it is suspicious. DO NOT USE A CELLULAR PHONE OR TWO-WAY RADIO.  Use a land-line telephone or person-to-person contact. This reduces the risk of the device being accidentally activated.
  3. Facility staff and McCormick Place Security will clear the immediate area of people until proper authorities arrive and take control of the situation. If the facility deems it appropriate to evacuate the building, Show Management will be notified and appropriate steps will be taken.

 

SUSPICIOUS INDIVIDUALS

Pay attention to your surroundings. Alert McCormick Place Security immediately if you encounter anyone:

  1. Photographing, videotaping or sketching areas not commonly recorded in this manner - such as air intakes, corridors, exits, security checkpoints, etc. 
  2. Monitoring or asking unusual/specific questions about the event or facility operations, personnel, deliveries, security, etc.
  3. Attempting to obtain or steal an event or facility ID badge/pass.
  4. Entering or attempting to enter a “restricted” area.
  5. Carrying and/or leaving a “suspicious” package or container.
  6. Making threatening remarks about the event or our facility.
  7. Behaving in a disruptive or an offensive manner.

In general, anyone whose conduct appears “out-of-place” with regard to the event or convention industry.  

Emergency Response Procedures for Visitors

At McCormick Place, the safety of our visitors has always been of paramount importance.

McCormick Place has been built using the highest standards of safety and fire-resistive construction.  Both facilities are equipped with sophisticated fire detection and protection systems and computerized alarm systems.  The Hyatt Regency - McCormick Place Hotel and our new Conference Center are also equipped with comparable alarm systems.  When an alarm is activated, the system will automatically transmit a signal to Chicago's "9-1-1 Center", the City’s emergency communications center.  This will initiate an immediate response from the Chicago Fire Department. 

In addition, we remain in constant communication with designated high-ranking officials from both the Chicago Police Department and Chicago Fire Department, making us an integral part of the City’s emergency response team.

In certain circumstances, as with any facility, an emergency requiring evacuation may occur.  McCormick Place has highly trained Security and Fire Safety personnel, which includes many active or former members of the Chicago Police and Fire Departments.  Should an emergency occur, we will consult with the organizer of each event to determine appropriate actions.

If the emergency is minor, such as a small fire, the Security and Fire Safety staff may insist that visitors in the immediate area move to a safer location within the same building.  If the emergency is greater, the Chicago Fire Department or our own Security and Safety personnel will advise the guests in the facilities over the public announcement system or other means, and most likely have the guests move to another hall or building, until the emergency is resolved.

Since McCormick Place is a complex of interconnected buildings, evacuation to the outside is not always necessary. However, if conditions warrant this, guests will be directed over the public announcement system to exit from the closest "Emergency Exit" and distance themselves from the building.  Doors marked with illuminated signage stating "Stairs" also serve as emergency exits.  Even in the event of a power failure, all of the emergency systems, including fire alarm systems, will run on emergency power.  At any time, if guests feel the need to exit the building, they can do so through the closest “Emergency Exits” which will remain illuminated for greater visibility and accessibility. 

Adjacent to McCormick Place are many open parking lots, roadways and grass areas that can serve as temporary safe areas in which to meet and wait until the emergency is over.

McCormick Place is working with each event to tailor-make an emergency plan suitable for each; however, in general, the easiest way to access these safe areas is:  

Hall "A": 

  • West exits - proceed into the West terrace, go down stairs and exit on King Dr.
  • East exits - proceed into the dock area and walk left (North) to the bridge and open grass area, or walk right (South) to the vehicle ramp and proceed down the ramp to exit on King Drive.
  • East "Stair" exits -  go down stairs into our vehicle tunnels, and proceed South exit into the 31st Street Parking Lot.
  • Center exits (Food Pods) – go down the stairs into the vehicle tunnel, and proceed South to exit on King Drive.

Hall "B": 

  • West exits - proceed into the West roadway, and walk left (South) to the vehicle ramp.  Continue down the ramp and turn left to King Drive, or walk down the stairs and re-enter McCormick Place proceeding to the closest exits (West) into McCormick Square (fountain area) and then walk to King Drive.    
  • East exits – proceed into the East roadway and walk right (South) across the bridge to grass area, or walk left (North) to the outside stairs and go down those stairs to exit into the North Parking Lot. 

 

Hall "C": 

  • West exits - proceed into the West tunnel and walk right (North) into the North Parking Lot.
  • East exits - proceed into the East tunnel and walk left (North) into the North Parking Lot.

Hall "D": 

  • West exits - proceed into the West roadway and walk left (South) to the bridge and grass area.
  • East exits - proceed into the East roadway and walk right (South) to the fountain area.  Continue down the stairs or vehicle ramp to the lakefront.
  • North exits – proceed to the East or West outdoor stairs, and walk down and then North to the lakefront.

 

Hall "E": 

  • West exits - proceed into the West corridor and walk right (North) to the stairs leading into Soldier Field Parking Lot. 
  • East exits - proceed into the East corridor and walk left (North) to the stairs leading to the lakefront.

Hall “F”:  

  • West exits - proceed down the stairs and exit on Indiana Avenue 
  • East exits – proceed down the stairs and exit on King Drive
  • South exits – proceed down stairs and exit into the 24th Place “open tunnel”. Turn right and walk West to Indiana Avenue, or turn left and walk East to King Drive, whichever is closer.
  • Food pod exits – proceed down the stairs and exit into the Prairie Avenue “tunnel”.  Walk South to 24th Place “open tunnel” and then continue West to Indiana Avenue or East to King Drive, whichever is closer.        

 

Skyline Ballroom:

  • West exits – proceed the into the lobby/hallway and down the stairs to exit on Indiana Avenue
  • North exits – proceed into the lobby, go down the stairs, and exit on 22nd St.
  • South exits – proceed into the Parking Garage, go down the stairs, and exit into the Prairie Avenue “tunnel”. Proceed North in the tunnel to exit at 22nd Street.  
 
Lost and Found

To claim an item that you have lost while at McCormick Place, please send an email message to lost and found at: lostandfound@mccormickplace.com. Please include the following information in your email message:

1. The date of the loss.
2. The name of the show you attended.
3. A brief description of the lost property.
4. A brief description of the location you believe you may have lost the item.
5. Your name, phone number, an alternate phone number and mailing address.

If we recover your property, we will contact you within 48 hours during the standard business work week (Monday through Friday). If not, this report will be kept on file and checked against what was turned in.

Wheelchair and Scooter Rental

For wheelchairs, mobility scooters, power chairs and oxygen equipment rentals, contact our preferred service partner, Scootaround Mobility Solutions at +1 888 441 7575 or visit https://locations.scootaround.com/McCormickPlace

The listed vendors have previously provided services at the Convention Center facility. This list is for informational purposes only and is not intended and should not be construed as an implied endorsement, referral or statement of a vendor’s current ability to provide services. You are encouraged to perform your own due diligence to determine the ability of any vendor to provide requested services. The information is updated periodically and subject to change.

Information Desks

The Information Desks at McCormick Place are the checkpoints for information about events in the facility and available at McCormick Place, located in South Building, Level 1

Amenities
  • Phone Charging Stations – North Building, Level 2 and Level 1 at Gate 4
  • ATM’s – South Level 2.5 in the Convenience Center or North Level 2 near McDonalds
  • Lactation Suites – Level 2 near the Gift Shop and South Level 2.5 across from Starbucks
  • Chicago Visitor Information - South Building, Level 1 at Gate 4 and Level 2.5 and North Building, Level 2
  • Starbucks – In Concourse of West Building, Level 2.5 of South Building and Level 3 show floor of North Building
  • Shoe Shine Service – Level 2.5 in Grand Concourse
  • 24 Hour Convenience Center – South Building Level 2.5
Parking at the Convention Center

Events in the North, South and West Buildings designate Lot A as the primary parking location.

Lot A – 2301 South Prairie Avenue, Chicago, IL 60616 - The parking rate is $23 for up to 16 hours and $36 from 16 to 24 hours. There are no in-and-out privileges. Overnight parking is available in Lot A only. Lost tickets will pay the $36 (overnight) fee per day.

* Credit Cards are accepted at the parking pay stations.

Attendee and Exhibitor Pre Paid Parking

A limited number of prepaid guaranteed parking spaces are available at the rate of $36 per day by advance order of an Attendee & Exhibitor Parking Permit. This permit allows access to the garages with in-and-out privileges. Parking spaces are guaranteed even if lots fill to capacity. Learn more at mccormickplace.clickandpark.com.

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 2019

My Convention Planner

Using advanced planning tools, attendees can plan and customize their Convention experience.

Wireless Access

GBTA will provide wireless internet access in all areas including the Exposition.

Unauthorized Company Solicitations

Marketing Organizations

It has come to our attention that representatives from various scam marketing organizations have contacted our convention attendees and exhibitors offering “Attendee list of GBTA-2019 with their complete contact information including email and phone numbers” with the scam companies representing themselves as an approved vendor working on behalf of GBTA.  No outside entity has been provided, or is authorized to sell any information related to our vendors, attendees, exhibitors, or other information.
 
As you know, GBTA is one of the leading business travel associations in the country and, as such, hosts our annual convention which attracts thousands of participants each year. This event, known as the GBTA Convention 2019, is our showcase of the business travel market’s latest products and services and an important source of cutting-edge information.  GBTA owns various trademarks which represent our Association which are registered with the United States Patent & Trademark Office (“USPTO”).  Be assured, we take this matter very seriously and, in our opinion, the activities of these scam marketing firms violate GBTA’s rights under the U.S. Trademark Statute, the Lanham Act, and, many state laws. 
 
GBTA is pursuing all state and federal consumer protection laws to keep our participants, members and exhibitors safe from consumer fraud and telemarketing (and web) scams, available to ensure that rights in our Marks, and the privacy of our participants are protected.

If you would personally like to take action, you may report the spam addresses to two of the largest domain name hosting services: GoDaddy https://supportcenter.godaddy.com/abusereport or ENOM http://www.enom.com/help/abusepolicy.aspx. If you receive any of these types of solicitations, please forward them to Ed Barrett, ebarrett@gbta.org, so we can respond appropriately and immediately.
 

onPeak

The only Authorized Housing Vendor for GBTA Convention 2019

onPeak is the exclusive official provider of housing for GBTA Convention 2019. No other companies or providers have authorization or permission from GBTA to serve as official providers and work with GBTA on housing arrangements, including room blocks. onPeak researches the properties to make certain that Convention attendees will be adequately accommodated. The room block is established to ensure that rooms meet onPeak standards and are offered at a discounted price. You may receive solicitations via email, phone, fax, or letter from other companies and housing providers. If you are contacted by any company other than onPeak offering housing in Chicago, please note that these companies are not authorized to represent GBTA, nor do they have access to officially contracted GBTA 2019 room blocks or rates in Chicago. These unauthorized companies may falsely use GBTA's logo and claim to be affiliated with or working on behalf of GBTA, and often don't deliver on promises to customers. When customers arrive, reservations are non-existent, or the hotels are not conveniently located. Sometimes the rooms have been cancelled and hefty cancellation fees have been placed on the customer's credit card. If any of these companies contact you directly about reservations for GBTA, do not book with them and contact onPeak or GBTA immediately. Booking with them puts you at risk, and GBTA cannot be held responsible. Note - GBTA nor onPeak will not ask for you to fill out a paper form to collect credit card information to secure hotel rooms, all credit card information is gathered online via the GBTA Convention 2019 housing portal. These companies' practices make it more difficult for GBTA to meet our room block commitments and expose us to penalties and increased room rates for our events. GBTA is financially liable for all contracted rooms, whether the hotel sells them or not. This is why we ask that you always book your rooms under the GBTA block. We work diligently to give all attendees the best overall experience at our Convention and ask for your continued support. If you are contacted by any company other than onPeak offering housing in Chicago, please forward the emails or correspondence to onPeak or GBTA. If you have any questions, please contact the GBTA Housing Center at gbtaconvention@onpeak.com.

Conflicting Events

GBTA Convention participants may not organize or sponsor any activities that conflict with the official GBTA program or sponsored events during official convention hours. The scheduling of product presentations or hospitality activities during any GBTA official Convention events such as the welcome reception, Expo, Education Sessions, annual business meeting, center stage, convention arena, luncheons, the GBTA Awareness 5K Run/Walk or any convention kick start events is strictly prohibited. Under no circumstances should sales or any other type of individual gatherings, take place during official GBTA Convention events that involve multiple buyers (Direct members/travel managers) from multiple companies.  Our partners have made significant investments in specific parts of the GBTA Convention and we want all delegates to be able to enjoy this annual, one-of-a-kind experience without distraction. GBTA will have final approval on the allocation of any requested convention center space, hospitality suites or hotel space within the designated GBTA hotel blocks. Suites must be operated in good taste and may only be operated outside of official Convention and Expo activities. Loss of priority points, ejection from the exposition floor, and a minimum financial penalty of $2,500 can occur if any exhibitor, sponsor, or supplier company is found in violation of any rules.

Supplier Suitcasing/Solicitation

"Suitcasing"/soliciting is prohibited. Suitcasing is the act of soliciting business in the aisles of the Expo, public spaces in, around, and outside the convention center, in another company's booth, in indoor or outdoor public spaces in any convention hotel including the hotel lobbies, foyers, or walkways to the convention center (excluding the use of approved hospitality suites and business lounges). GBTA recognizes that suitcasing may also take the form of commercial activity conducted from a hotel guest room or hospitality suite; a restaurant, club, or any other public place of assembly. For the purposes of this policy, suitcasing violations may occur at venues other than the exhibitor's booth and at other events. Violations of this provision by an exhibitor, sponsor, non-exhibitor, or attendee will constitute a breach of the contract and the violating attendee/exhibitor/sponsor/non-exhibitor or group will immediately cease and desist unauthorized activities. Attendee will remove any equipment or materials contained in the Expo or elsewhere and forfeit all payments to GBTA pursuant to this contract. Additional fees will be charged to the attendee for each violation, and a loss of priority points will occur. Additionally, attendee will be responsible for any damages to GBTA.

GBTA Awareness 5K Run/Walk

The GBTA Awareness 5K Run/Walk will be held on Sunday, August 4 from 7:00am – 10:00am.

  • Advance registration is recommended through the registration system. Onsite registration is available.
  • All funds collected go directly to a charity.
Hotels
  • Which hotel is HQ?
    • Hyatt Regency at McCormick Place
       
  • Where can I find a list of the hotels and room rates?
  • 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.
    • onPeak (GBTA’s Official Housing Provider) will contact you should room(s) become available at the waitlisted hotel(s).
       
  • How do I change my hotel room? I don’t like it…
    • Please visit the Housing Desk located by registration in the Hall B1 Concourse
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. Seating is 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 admittance to avoid the lines and find seating faster. Fast Pass tickets do not provide assigned or reserved seating. Doors open for Fast Pass holders 15 minutes prior to all published entrance times.  Fast Pass entrances are designated with a red carpet.
Shuttles
  • 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 listing will also be provided in the mobile app.
General
  • Is there a message center?
    • There is no “message center”

 

  • How many attendees do we have?
    • We are expecting approximately 7,000 attendees

 

  • How many exhibitors do we have?
    • 400+ exhibiting companies
GBTA Convention 2020
  • What are the Dates for GBTA Convention 2020?
    • July 25-29, 2020
  • Where is the Convention located?
    • Colorado Convention Center – Denver, CO
  • When will registration/housing open?
    • December 2019
  • When will exhibitor housing requests open?
    • December 2019
Other 2019 or 2020 Events
  • What events are scheduled for 2019 or 2020?


Registration FAQs

Registration Hours & Locations

Main Registration Area (McCormick Place - Hall B Concourse)

Saturday, August 3        7:30am - 6:00pm

Sunday, August 4          7:30am - 7:30pm

Monday, August 5         7:30am - 6:00pm

Tuesday, August 6         7:30am - 6:00pm

Wednesday, August 7    8:00am - 1:00pm

 

Mobile Check-in (McCormick Place – Level 1 South Lobby)

Saturday, August 11      7:30am - 6:00pm

Sunday, August 12        7:30am - 6:00pm

Monday, August 13       7:30am - 6:00pm

 

Satellite Registration (Hyatt Regency at McCormick Place - Lobby)

Saturday, August 3        8:30am - 6:00pm

Sunday, August 4          8:30am - 6:00pm

Monday, August 5         7:30am - 3:00pm

Are guest/spouse registrations available?

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

How do I get an attendee list?
  • GBTA is the only provider of official attendee lists. Lists are not sold to or authorized by other third parties.
  • An attendee list is available for purchase to exhibitors only. Order forms are available in the Exhibitor Service Manual.
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. No one under the age of 18 is allowed on the exhibit hall floor or loading dock during move-in and move-out. There will be no exceptions to this rule.

Can a guest attend any events?

Attendees will have the opportunity to purchase tickets to the Welcome Reception. Maximum purchase of 2 tickets per event per attendee. Welcome Reception only ticket cost is $150.

Can I just go to the expo?

We do not have an expo only pass.

I did not register for the First Time Attendee Orientation & Luncheon, can I still attend?

Yes, but this is limited to first time attendees and mentor participants only.  There may be room capacity limitations onsite for those that did not express interest during the registration process.

Do you have to register for the Convention to participate in the GBTA Awareness 5K Run/Walk?
  • No, you do not have to register for Convention to participate in the GBTA Awareness 5K Run/Walk.
  • Registration for the GBTA Awareness 5K Run/Walk can be found on the GBTA Convention website as well as under Convention Kick-Start Sessions Only option during the registration process.
I did not register for the GBTA Awareness 5K Run/Walk, can I still attend?

If space is available, you may still register. Registration will be available onsite. Check for availability at the registration desk in Hall B1 Concourse. Donations are always welcome.

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

Yes. A fee of $95 will be charged for one-time replacement reprint only. See registration staff for details.

What is the Substitution policy?
  • Substitutions are allowed at no charge until June 10, 2019. A processing fee of $195 will be applied for all attendee substitutions beginning on June 11, 2019 through July 26, 2019. The processing fee is waived for complimentary registrations.
     
  • Beginning, July 27, 2019 all substitutions are subject to a $495 processing fee.  The processing fee is waived for complimentary registrations. 
     
  • The substitute is responsible for all financial arrangements between the original registrant and the substitute. The original registrant's registration will be refunded, and the substitute must register as a new attendee by completing a new registration and secure housing. The substitute must register before the original registrant is refunded. In some cases, the original registrant’s registration category may differ from the substitute’s registration category and may result in a price difference. To make a substitution, please contact conventionreg@gbta.org.
What is the Cancellation policy?
  • There will be a $495 fee for cancellations received on or before June 11, 2019. There will be a $495 fee plus 50% of the paid registration fee for cancellations received beginning on June 12, 2019 through July 9, 2019. No refunds for cancellation will be issued on or after July 10, 2019. If you have a serious reason for being unable to attend, you are may petition for an exception to this policy. To do so, please email gbtasupport@cvent.com to explain your situation and include any documentation to support your case (documentation is optional but recommended). These petitions must be submitted by August 23, 2019 by 5:00pm Pacific Time, to be considered.  Consideration does not always result into an exception to the cancellation policy.  The decision regarding your petition may take up to one month after the event. There are no refunds for fast passes, welcome event cancellations, charity donations, GBTA Awareness 5K Run/Walk, or membership fees obtained through registration.
     
  • There is a $50 cancellation fee for Convention kick-start events where there is a fee. 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 gbtaconvention@onpeak.com. 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 payment was made 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.
What is in the registration bags?
  • Pocket program
  • Expo floor maps (Directs only)
  • Convention Program Book
  • Sponsor pieces
  • Expo raffle card (Directs only)
Can I get an extra bag?

Please check back with the registration desk on Wednesday afternoon in the B1 Hall Concourse

Will I receive any credits for attending GBTA Convention 2019?

Yes, all attendees who hold the Global Travel Professional ® (GTP) Certification will earn twelve (12) education credits for attending Convention education sessions, Center Stage and Expo.


GBTA Membership FAQs

Can I join or renew onsite?

Yes, visit the main GBTA Support Central area Hall B1 Concourse or join online at gbta.org/join 

How much is membership?

Visit the GBTA Support Central area or gbta.org/join

Where do I locate my Member ID?

Prior to the event, please contact GBTA Member Care team directly at +1 888 574 6447 or membercare@gbta.org for your Member ID. During the event, the Member ID will be located on the front of the attendee registration badge.

I forgot my password.

To retrieve your GBTA password please go to gbta.org/ssologin and select the “Forgot Your Password?” link on the left-hand side of the page (under the “Log In” button). Then type your email address in the space provided and select, “Submit” to have your password sent via email. If the email address you have provided matches the one in our database, we will email your password to you. Please contact the GBTA Member Care team directly at +1 888 574 6447 or membercare@gbta.org if further assistance is needed.


Corporate Travel Team Program FAQs

How do I know if my company is qualified for the CTTP?

Companies qualify for the CTTP after 4 directs from the same company have registered, beginning with the 5th attendee and all others are complimentary, as long as they have a GBTA industry or all access membership.

Do all attendees have to register at the same time?

No, all attendees can register separately, and then email cttp@gbta.org so that the registrations can be attached to the program.

Can attendees be located in different offices?

Yes, attendees can be located in different offices as long as all attendees work for the same company.

What are the steps to obtain the $100 refund?

Email cttp@gbta.org and refunds will be issued to each individual person after all 4 registrations are paid.  Refunds will be received within 10-12 business days.

How does the company reserve a lunch table?

Fill out the jot form and a confirmation email will be sent within 2-3 business days.  Please note:  if the table is not full, your team could be combined with another company that is also participating in the program.

How does the company reserve a complimentary meeting room?

Fill out the jot form and a confirmation email will be sent within 2-3 business days.  Please note:  Meeting rooms are available on a limited basis, and will be dispersed on a first come, first serve basis.

What extras are included with the complimentary meeting room?

All additions are the responsibility of the company and not GBTA. (Ex: food, internet) etc.


Election FAQs

How and when can I vote?

At 11:00am CT Monday morning, Election Services Corporation will send an email to all eligible voters with your personalized election validation number and a link to the voting website. You will need to enter that validation number along with your member number located on your badge to log in and cast your vote. You have until 6:00pm CT on Tuesday to cast your vote.

How can I learn more about the candidates?

The Annual Meeting takes place at Center Stage in Ballroom S100 on Monday at 10:30am CT. All candidates will have the opportunity to speak here.

What Board positions are open this year?

The open GBTA Board of Directors positions in the 2019 election are President for a term of two (2) years, Vice President for a term of two (2) years, two (2) Direct Members at Large for a term of three (3) years and one (1) Allied Member at Large for a term of two (2) years.

How do I know if I am eligible to vote?

All GBTA Direct and Allied members attending Convention 2019 are eligible to vote. To vote onsite, you must have been registered for Convention by July 23, 2019. Community-only members are not eligible to vote, you must be an Industry-member. Your badge will also say “Vote-Yes” if you are eligible or “Vote-No” if you are not. If you have questions about your status, please visit the Election Services firm at GBTA Support Central in the Hall B1 Concourse.

My colleague who did not attend Convention, but is a member would like to vote, how can he/she vote?

Our absentee process opens on June 20, 2019. Members eligible to vote will receive an email from the Election Services Corp with instructions on how to request and submit an absentee ballot. Absentee ballot requests are due by July 5, 2019 and absentee ballot submissions are due by July 29, 2019. 

I did not receive the email, what do I do?

Please visit the Election Services firm at Support Central in the Hall B1 Concourse.