Appointment-taker attendees must be registered and paid no later than August 1, 2025, in order to participate in the business appointment scheduling process. If payment is not received by August 1, 2025, your registration will be cancelled.
Non-appointment taker attendees must be registered and paid no later than August 15, 2025, in order to attend the Conference. If payment is not received by August 15, 2025, your registration will be cancelled.
Supplier/Seller appointment-taker and Supplier/Seller shared appointment-taker individual registration fees include business appointment sessions and conference activities as indicated on the website. Attendance at tour operator-only events is not included. Registration fees do not include housing and may include transportation as indicated on the website. No single event tickets are available.
Most tour operators/buyers receive full business appointment books, aside from their scheduled breaks. Business appointment takers are expected to take all appointments to remain eligible for the complimentary registration rate.
Business appointments are scheduled based on mutual requests first, followed by Tour Operator/Buyer requests, then Supplier/Seller requests based on availability. The number of business appointments received varies from year to year and SYTA cannot guarantee a set number of business appointments. To optimize the number of business appointments received, completely fill out your organization profile, submit the maximum number of business appointment requests, and take advantage of the manual business appointment scheduling by researching attendees that you wish to meet. Register early to take advantage of the tools available which may help the business appointment scheduling process be more successful.
All attendees must be representatives of SYTA member organizations whose memberships have been paid in full by August 1, 2025. Membership dues must be active and/or paid to participate in the 2025 SYTA Annual Conference at the member rate. If your membership rate is not paid in full prior to the SYTA Annual Conference, you agree to be invoiced and pay the difference between the member and non-member registration rate.
To qualify for early-bird registration, all organizations must be registered and paid by March 31, 2025 to receive the early bird registration rate. Registrations received after the early bird registration deadline will default to the regular registration rate. No exceptions will be made.
All attendees must complete the company profile in the business appointment portal prior to business appointment scheduling opening on June 9, 2025.
All attendees must be at least eighteen (18) years of age to participate in the Networking and Business Appointment Sessions. No one under 21 years of age is permitted at any function where alcohol is served.
A SYTA name badge is required for participation in all events. Admittance to any function requires the appropriate badge and color neck lanyard. Badges are non-transferable, exchangeable or shared. Badges may not be altered or defaced in any way. Violators are subject to badge confiscation and there is a $50 replacement fee for a lost badge.
All attendee name changes and/or substitutions must be made in writing to registration@syta.org no later than August 15, 2025.
SYTA uses an outside housing booking system for accommodations and cancellations must be coordinated directly with them. SYTA is not responsible for any hotel expense incurred as a result of housing changes or cancellations. All attendees who stay outside the SYTA housing room block may be subject to an additional housing fee of $500. Local attendees who attend and commute to the SYTA conference are exempt from this policy as well as those Suppliers whose organization’s travel policy mandates staying at one of their hotels and/or at the Federal government rate.
Absolutely no displays, banners, pictures, booth decorations or giveaways of any kind will be allowed at the SYTA conference without a paid conference sponsorship or written consent from SYTA. Any violation of this will be addressed immediately and may result in termination of attendance privileges and membership for up to one (1) year.
Acceptable items for Suppliers during business appointment sessions include a presentation notebook about your organization, one (1) three-hole punched, double-sided profile sheet, a limited number of brochures, or a self-contained device with headset to be used with the Buyer/Tour Operator during the business appointment session. Any violation of this will be addressed immediately and may result in termination of attendance privileges and membership for up to one (1) year.
SYTA hosted functions are available only to organizations registered for Conference and must be operated within the guidelines set by SYTA. Any third-party hospitality functions and or any other function, gift, or service involving attendees is not permitted during the SYTA Annual Conference without a paid conference sponsorship or written approval from SYTA.
Absolutely no food, beverage or gift of any kind shall be sold or distributed other than by SYTA designated conference sponsors. Any violation of this will be addressed immediately and may result in termination of attendance privileges and membership for up to two (2) years.
Attendees agree to indemnify and hold harmless SYTA against all claims of damages, losses and charges of any kind, including but not limited to personal injury or illness, resulting from participation in SYTA’s Annual Conference.
SYTA is not liable for any financial losses or loss of property resulting from participation in SYTA’s Annual Conference.
All attendees must comply with all SYTA policies at all functions. SYTA has a zero-tolerance policy for harassment or discrimination of any kind to ensure SYTA maintains a pleasant and inclusive working environment for its employees and members, free of any intimidation or hostility. Any violation of this policy will be addressed immediately and may result in termination of attendance privileges and membership for up to two (2) years.
The dress code for business appointment sessions and most conference activities, is business casual. Appropriate attire is required.
By attending the SYTA conference, you agree that any photographs or film coverage may be used at the discretion of the Student & Youth Travel Association in future publications or videos.
By registering for the SYTA conference, you agree to opt in to receive all communications regarding the conference.
No alcohol is permitted during business appointment sessions. Any violation of this will be addressed immediately and may result in termination of attendance privileges and membership for up to two (2) years.
SYTA is not able to print business appointment schedules and other materials on-site.
In accordance with SYTA’s member data policies, attendees will not receive a registration list with full contact details. Buyer or seller contact information is available in the business appointment portal but there is not an option to download a master list.
CANCELLATION POLICY
All cancellation requests for registration or ticketed items must be received in writing at registration@syta.org. Once received, SYTA will cancel the registration, and a cancellation confirmation will be sent to the attendee. A cancelled attendee will no longer have access to the business appointment scheduling system, Attendee Hub or conference services. No refunds or credit will be provided.
Absolutely no refunds or credits will be given for onsite cancellations, no-shows, late arrivals, unused services, unattended events, or early departures for any reason. It is the attendee’s responsibility to submit any cancellation request by the published cancellation date.
REFUND POLICY
All cancellations between December 2, 2024 and March 31, 2025: A full refund less a 5% processing fee will be provided.
All cancellations between April 1 and July 24, 2025: A 50% refund less a 5% processing fee will be provided. If the registration fee or ticketed event fee has not been paid, the organization will be responsible and invoiced for 50% of payment. If payment is not received for the 2025 conference registration, 2026 conference registration will not be accepted until the 2025 invoice has been paid.
