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2019 Plan Your Own Event Terms and Conditions

For all events approved by INTA, as well as the Exclusive Corporate Meeting Rooms and Reserved Hospitality Tables at the BCEC,
it is required that all of your event attendees and participants, regardless of where the event is located, be registered for the INTA Annual Meeting.


  1. All of your event guests and staff must be registered for the INTA Annual Meeting and must have a meeting badge to enter the space.
  2. Three or more members from your organization must be registered for the 2018 Annual Meeting in order to reserve exclusive corporate meeting rooms in the BCEC.
  3. You cannot change the meeting room set up as rooms are arranged to accommodate other groups for the rest of the week.
  4. You can order food and beverages through the BCEC catering vendor. 
  5. On the day of your meeting, you can bring your own sign and place it immediately outside your meeting room for the duration of your meeting.
  6. You will receive complimentary Wi-Fi in the meeting room. If you require a hardwired Internet connection, please contact the Freeman AV, audiovisual (AV) vendor, at your own cost. 
  7. All meeting rooms will be preset with complimentary AV equipment (one (1) screen and one (1) LCD projector; please bring your own laptop). Please contact the AV vendor at your own cost if you require additional equipment.
  8. Cancellation notification by event host(s) to INTA must be received in writing four (4) weeks prior to the first start date of the event.

Exclusive corporate meeting rooms will be available on Saturday, May 18, 11:00 am‒7:00 pm; Sunday, May 19, 8:00 am‒7:00 pm; Monday, May 20, 8:00 am‒5:00 pm; Tuesday, May 21, 8:00 am‒5:00 pm; and Wednesday, May 22, 8:00 am‒2:00 pm.


Below are important rules for those interested in reserving space in the Hospitality Area, as well as guidelines for promoting your events. 

Access to Reserved Hospitality Suites:
  • All of your event attendees and staff must be registered for the INTA Annual Meeting and must have a meeting badge to enter the Hospitality Area.
  • Event host(s) must be registered for the Annual Meeting. 
  • Event host(s) can order AV equipment at your own cost through INTA’s provider, Freeman AV Company.
  • Functions are permitted only during agreed-upon hours defined by INTA. 


  • You must submit a written cancellation notice by Friday April 5, 2019, to receive a full refund. 
  • Starting April 6, 2019, a US $150 service fee will be added to all cancellation requests.
  • No cancellation requests will be accepted and no refunds will be given starting April 19, 2019. 

Note that your table cannot be changed or switched once you have completed checking out; you will need to request a cancellation and fees may apply. There is no guarantee on availability once you cancel and try to rebook.

To request a cancellation please contact


Please note that in the review and any subsequent approval of a request, INTA is not taking any responsibility or liability for the event. Your organization will be fully liable and responsible for all matters concerning your event, including but not limited to making all payments, having adequate insurance coverage, ensuring appropriate behavior from guests, and meeting contractual obligations. 

Approval of a request does not guarantee that you will secure your first choice venue or hotel. Once approved, you may contact your chosen venues promptly to confirm your event requirements.

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