Hosting The Travel Convention

The Travel Convention is organised by ABTA – The Travel Association and is the UK travel industry’s flagship event.



Background information

The Travel Convention is organised by ABTA – The Travel Association and is the UK travel industry’s flagship event.

The event provides inspiration to delegates through an outstanding programme of content, with thought-provoking ideas to challenge the way they think and approach their business, as well as unrivalled opportunities to network with peers and travel industry experts.


Over its 60+ year history, ABTA’s annual Convention has evolved with the industry and the Association continues to develop the event each year to ensure its value and relevance to its Members, and to the wider industry.

The Travel Convention is attended by decision makers, influencers and opinion formers spanning the full breadth of the mainstream and specialist travel sector; from tour operators and cruise lines, to hotels, airlines and all types of travel retailer. It is also attended by travel industry specialists, from accountants and lawyers to technology providers and marketing experts. Approximately 75% of the attendees are ABTA Members or Partners.

The event attracts more leading journalists from the UK national, consumer and travel trade press than any other UK travel industry event held overseas, creating significant coverage of the event.

Delegate numbers for The Travel Convention are capped at 600, to provide delegates with a high quality event and networking experience. This figure is also set to help the host destination to budget for the event. Destinations should expect around 500 delegates to attend in the current climate.

The Travel Convention traditionally takes place in early October, avoiding the British half term holiday period, and generally runs in the early part of the week (Monday to Wednesday) – albeit these days can be adjusted to suit local flight schedules.

The Travel Convention has to be self-financing for the Association, without causing excessive expense to delegates. It also has to be produced at a very professional level, to reflect the ABTA’s leading role within the industry and the professional seniority of the Convention delegates.

A competitive registration fee is charged to delegates and sponsorship is sought (from the UK travel industry) to cover the difference between the registration income and ABTA’s full costs. To minimise registration fees for delegates, the host destination is asked to cover the cost of a number of the facilities, services and events associated with the Convention. In addition, the host destination will be required to negotiate discounted accommodation and flights* for delegates attending the event. 

*If frequent low cost flights operate to/from the destination, it will not be necessary to negotiate/offer special fares.

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The event format

The format of The Travel Convention changes from year to year to suit the arrival and departure flight patterns, as well as on-going developments to the overall event programme.

As a guide, the format for The Travel Convention is set out here:

Day one

MORNING
Golf Tournament
Cycle for LifeLine
Half and full day excursions


AFTERNOON
Industry Leaders Lunch
Football Match


EVENING
ABTA Members' Reception
Opening Ceremony
Welcome Party
Convention Bar

Day two

MORNING
Press conference
Business sessions


AFTERNOON
Delegate Lunch
Business sessions


EVENING
Meet the media
Host party
Convention Bar

Day three

MORNING
Business sessions


AFTERNOON
Delegate Lunch


EVENING
Delegates depart*
Convention supper club
Convention Bar


* Delegates will also depart the following day.

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Benefits of hosting the event

There are many benefits to hosting The Travel Convention.

It is an excellent opportunity to raise trade awareness of your destination, as the Convention benefits from extensive trade press coverage in addition to the exposure generated by the marketing materials and regular e-flyers distributed by ABTA.

Promotion for the event takes place over a 12 month period, commencing with an announcement during the closing session at the previous year’s Convention, providing a cost-effective alternative to trade advertising.

In addition, hosting The Travel Convention provides:

A unique opportunity to invite the UK travel industry to experience your destination.

An opportunity to demonstrate your interest in, and support for, the UK travel industry.

An opportunity for your local delegates and senior officials to connect directly with the UK travel industry’s decision makers and influencers during the event.

An opportunity to communicate key messages to delegates through the event marketing materials and when addressing delegates at the welcome and host parties.

A unique opportunity to host 30 travel editors and journalists from the UK’s national, consumer and travel trade media (NB: additional press will attend and pay for their own travel and accommodation arrangements).

An opportunity to engage with the media to generate coverage for your destination before, during and after the event.

Up to 30 complimentary registrations for representatives of your destination will be invited to attend the event as delegates.

The full benefit of hosting The Travel Convention will be impacted by the efforts made by the host destination during the event to maximize the opportunity, and for host destinations to measure in terms of business increase/ROI after the event.

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Key hosting criteria

To follow is a summary of the key hosting criteria. For full details, please see the ‘detailed requirements’ section of this document.

The host destination is asked to provide – either directly, or through local partners and/or sponsors – the following facilities, services and events to ABTA without charge (unless otherwise noted):

Convention hotel

  • A 4/5 star hotel with an in-house Convention facility, including a conference room for up to 600 delegates – for five days.
  • Additional breakout rooms may be required.
  • Four offices for organisers and media.
  • Two lunches for all delegates (ideally seated).
  • Four refreshment breaks for all delegates.

NB: An all-inclusive hotel would also be considered.

More details

Social events

  • A Welcome Party for all delegates.
  • A Host Party for all delegates.
  • Assistance to find suitable venues for other social events.         

More details

Sporting events

  • Assistance to find suitable venues for the Convention:
    • Football Match.
    • Cycle for LifeLine.
    • Golf Tournament.

More details

Travel/transfers

  • Complimentary return (direct) flights, including taxes for:
    • 30 invited journalists.
    • 35 staff and event organisers, of which 4 seats will be required in a premium class.
  • Complimentary airport/hotel coach transfers for all delegates 2 days either side of the event.
  • Complimentary transfers throughout the event (between Convention hotels and all Convention activities/social events.)
  • Chauffeur-driven cars for ABTA VIPs and speaker transfers.

For long-haul destinations, please refer to the detailed section.

More details

Accommodation

  • 400 rooms at the Convention hotel, with any shortfall to be provided at an hotel within walking distance. Both properties to be of five-star/four-star plus standard.
  • complimentary rooms at the Convention hotel for:
    • 30 ABTA staff/organisers (up to 250 room nights).
    • 30 invited journalists (up to 120 room nights).
    • 20 hosted agents (up to 80 room nights).

NB: the number of nights shown is the maximum requirement – usually the total number of room nights would be fewer than indicated above.

More details

Inspection visits

  • Complimentary return (direct) flights in a premium class, accommodation, airport transfers and ground transportation for ABTA’s Chief Executive and Event Director to inspect the proposed venue(s).
  • 16 complimentary return (direct) flights for subsequent event planning visits.
  • Complimentary accommodation, airport transfers and ground transportation for the above planning visits.

Financial risk

  • The host destination to indemnify ABTA against any claims, losses or expenses arising from any negligence on the part of local suppliers, in the absence of fault or neglect on the part of ABTA.

Year

  • ABTA will be unable to consider your destination if another UK travel industry event is due to take place there in the same or preceding year as the proposed dates for the Convention. In exceptional cases, a different city/location could be considered if it would not pose a threat to the attendance levels.
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Responsible and sustainable tourism

ABTA is committed to building a more sustainable travel industry, working in partnership with our Members, their customers and destinations. As such, The Travel Convention provides an opportunity to showcase sustainable tourism best practice within the host destination. We can support you to bring these practices to life through advertising, editorial and social media surrounding the Convention.

Convention hotel

ABTA will provide the Convention hotel with complimentary membership of Travelife, the internationally recognised accommodation sustainability programme. This includes advice and guidance on how to reduce waste produced and water and energy used, as well as protecting the local environment, culture and heritage of their area, through to protecting human rights and children from exploitation.

If successful in passing the complimentary audit, the Hotel will receive Travelife Gold Certification, which is used by many of our Members and tour operators around the world to promote sustainability in their supply chain.





Events and excursions

Events and excursions can be an opportunity to demonstrate a destination’s conservation of the natural environment or cultural heritage, as well as management of environmental impacts and benefits for local people. ABTA’s sustainable tourism team can offer bespoke advice and guidance.

Through catering you can showcase local, seasonal, organic and fair food as well as innovative waste reduction approaches. ABTA’s sustainable tourism team and the Travelife team can offer advice and guidance.

In the excursion programme, the Destination should consider and review potential reputational risks (such as animal welfare, an important issue to the UK travel industry), waste management (i.e. avoiding food waste and single use plastics) and maximising the benefit to local people.

Please also consider the following in the planning of the catered events: food waste, waste management (e.g. avoiding single use plastics), providing vegetarian/vegan options and avoiding foods that have animal welfare / conservation concerns.




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Convention hotel

Convention hotel

The Convention venue should be a 4-5 star hotel with an in-house conference facility, and should include:

  • A conference room for up to 600 delegates seated in theatre style – ideally 5m or higher ceiling height. To be available for five days for set up and operation.
  • Additional breakout rooms may also be beneficial.
  • A meeting room for 30-50 people for ABTA's Press Briefing.
  • A refreshment break area for all delegates, with space for six sponsor displays (approx. 9sq m each).
  • A seated lunch area for all delegates.
  • Exclusive use of the conference facility during the occupancy period.
  • Access to in-house conference facility furnishings.
  • Air conditioning/heating as appropriate for the time of year, throughout the occupancy period.
  • Entrance security on the business session days.
  • Overnight security throughout the occupancy period (to protect equipment in the offices and conference rooms).
  • Lighting, power supply and cleaning services.
  • 24-hour access to the conference facility for the event organisers.
  • Good quality, complimentary WiFi throughout the conference facility.

Press office with:

  • 20 desks and chairs.
  • 2 English language PCs with wired internet access.
  • 2 printers, networked to the above PCs and set up for WiFi printing.
  • 2500 sheets of recycled paper.
  • Power supply for the journalists laptops (20 sockets with UK to European adapters).
  • Tea, coffee and soft drinks (for up to 20 people).
  • To be available for four days.

Registration desk (or counter) with:

  • 2 chairs (or stools).
  • 1 printer.
  • Free WiFi.
  • Power supply (for computer/badge equipment).
  • To be available for three days.

Organisers/crew office with:

  • 4 Desks/tables and chairs (layout to be agreed).
  • 1 English language PC with wired internet access.
  • 1 printer linked to the PC and set up for WiFi printing.
  • 500 sheets of recycled paper.
  • Power supply for the PC and additional equipment.
  • Tea, coffee and soft drinks for organisers (approx. 18 people).
  • To be available for five days.

ABTA office with:

  • 2 desks and chairs.
  • 1 meeting table for six people.
  • Wired internet connection.
  • 1 English language PC with wired internet access.
  • 1 printer linked to the PC and set up for WiFi printing.
  • 500 sheets of recycled paper.
  • Tea, coffee and soft drinks for ABTA staff (approx. 6 people).
  • To be available for four days.

Speakers room with:

  • 1 meeting table for six people.
  • 2 desks with chairs.
  • 1 English language PC with wired internet access.
  • 1 printer linked to the PC and set up for WiFi printing.
  • 2500 sheets of recycled paper.
  • Power supply for laptops.
  • Tea, coffee and soft drinks for producers and speakers (approx. 4-6 people).
  • To be available for four days.

Convention Bar

  • A Convention Bar for delegates at the Convention hotel.
  • Suitable facility for sponsor branding.
  • Assistance with negotiating reasonable prices for drinks.
  • Permission to supply entertainment for delegates, such as a DJ.
  • Details of any timing or entertainment restrictions due to local laws or hotel rules, to be advised.

Convention Hub

  • A brandable cafe/lounge area within the Convention hotel or delegates’ private meetings and networking throughout the Convention.

Social activities

Welcome Party

  • Informal style Welcome Party (from approx. 20:15-22:45).
  • At the Convention hotel, or within close proximity.
  • Alcoholic and non-alcoholic drinks.
  • Buffet dinner.
  • Entertainment.
  • Wet weather option (if an open-air venue).
  • ABTA to approve the venue and the programme for the event.

Industry Leaders Lunch

  • Assistance to source a restaurant/hotel venue for this event, for approximately 40 guests on day one (from 13:00 – 15:30)

Host Party

  • Host Party (from approx. 20:30-23:00).
  • Ideally somewhere with a memorable or WOW factor.
  • Buffet or served dinner.
  • Alcoholic and non-alcoholic drinks.
  • Entertainment, including dancing.
  • Wet weather alternative (if an open-air venue).
  • ABTA to approve the venue and the programme for the event.

Meet the Media

  • Assistance with the sourcing of a suitable venue for this event, for up to 100 guests on day two (from approx 18:30-20:00)

Sporting and leisure activities

Football Match

  • Provide details of local pitches that can be used for a private male and female match or tournament.
  • Assistance to negotiate free use of a pitch for half a day.

Golf Tournament

  • Provide details of a local 18 hole golf course, with a lunch facility for approximately 40 players.
  • Assistance to negotiate reduced rate green fees.

Cycle for LifeLine 

  • Provide details of a suitable location for a two hour cycle ride which will operate in aid of ABTA LifeLine – ABTA’s Charity.

Travel arrangements

Flights

  • Provide details of return flights from the UK to the host destination at the time of the event, together with guideline air fares.
  • Provide (up to) 30 complimentary return flights, including taxes for invited journalists.
  • Provide 35 complimentary return flights, including taxes for ABTA staff and event organisers.
    • four of which will be required in a premium class.

NB: The flights must be direct unless there are no direct services to the destination at the required times.
Please note: for long-haul destinations, please also provide 10 x flights in a premium class for guest speakers and other event VIPs.

Transfers

  • Complimentary airport/hotel coach transfers for all delegates (with coach management provided by English speaking staff) for two days either side of the event.
  • An information point (with English speaking staff) at the airport for any arrival transfer queries, for the main arrival dates.
  • Complimentary transfers for delegates staying at additional hotels to/from the conference sessions and all Convention activities and social events (unless walking distance).
  • Chauffeur driven cars for ABTA VIPs and speaker transfers – between the airport and hotel, and between the hotel and Convention activities and social events.

Inspection visits

  • Complimentary return flights in a premium class, accommodation, airport transfers and ground transportation for ABTA’s Chief Executive and Event Director to inspect the proposed venue(s).
  • 16 complimentary return flights for event planning visits.
  • Complimentary accommodation, airport transfers and ground transportation for the above planning visits.

NB: direct flights to be provided unless there are no direct flights at the required time.

Accommodation

  • 400 rooms to be reserved for delegates at the Convention hotel. The hotel should be of five star/four star plus standard. Approximately 80% of the rooms will be single occupancy.

NB: if 400 rooms exceed the room allocation at the Convention hotel, a second property can be used, but it is preferable that 75% or more of the rooms are available at the main hotel.

  • Negotiate rates that represent a substantial saving on those available to consumers, to include breakfast and all taxes.
  • Provide at the Convention hotel 30 rooms for ABTA staff/organisers (up to 250 room nights).
  • Provide at the Convention hotel 30 rooms for invited journalists (up to 120 room nights).
  • Provide 20 rooms for hosted agents (up to 80 room nights). These rooms will be a mixture of twin/ single occupancy. 

The accommodation will be passed onto delegates at the Sterling equivalent of the rate offered by the hotels.

ABTA requests that accommodation release dates, cancellation, amendment and payment terms be in line with those agreed with previous Convention destinations/hotels. Details will be provided for discussion on the Inspection visit.


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Excursions programme

If of interest to the destination, we can offer an excursion programme to interested delegates and journalists. The options include:

Excursions

  • A programme of full and half day excursions on Day One, that ABTA can offer to delegates at a discounted rate.
  • A complimentary walking tour for delegates to take in the local tourist attractions (if appropriate).
  • A tailored excursion for the invited journalists who are in the destination on Day One.

Press trip

A press trip immediately prior to the Convention for any of the invited journalists wishing to extend their stay. The destination would need to cover all essential costs, such as internal flights, ground or rail transportation and accommodation.
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How to submit your bid

If you are able to meet all of the key hosting requirements, please notify ABTA providing brief outline details by writing to:

Mark Tanzer
Chief Executive
ABTA Ltd

Your submission should be emailed to mtanzer@abta.co.uk and copied to elaine@dellardavies.com.

Following receipt of your expression of interest and if your bid is appropriate, the Chief Executive of ABTA and Event Director will visit your destination to inspect the facilities.

Following this visit, and if the facilities are deemed suitable for the event, a proposal will be requested from the destination for submission to ABTA’s Board. This will be accompanied by a recommendation by ABTA’s Chief Executive for your destination to be favourably considered to host a future Travel Convention.

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For further information visit www.thetravelconvention.com

If you have questions that are not answered in this document, please contact: 

Elaine Dellar, CEO, Dellar Davies Ltd – email: elaine@dellardavies.com tel: +44 7850 486 989

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