December Educationals Procedures Policy

Transcription

1 December 2014 Educationals Procedures Policy

2 Tourism Tropical North Queensland Educationals Procedures Policy Tourism Tropical North Queensland s (TTNQ) Media and Travel industry educationals program is one of the most efficient and cost effective tools available to promote our region. The program, which includes leisure media and business events departments, covers both national and international markets. All educationals must meet TTNQ goals and objectives and be aligned with TTNQ s overall marketing strategies. Products for inclusion are considered against a number of criteria that are listed below. TTNQ s goal is to develop and implement guidelines to achieve maximum benefit for our region through efficient coordination of appropriate media and trade educationals and measurement of the value of the TTNQ educationals program. Leisure Marketing Educationals The purpose is to enhance trade knowledge and selling abilities by providing Wholesalers, Retail Travel Agents and Inbound Tour Operators with the opportunity to experience Cairns & Great Barrier Reef product firsthand. TTNQ is the central point of contact for all Tourism and Events Queensland (TEQ)/ Tourism Australia (TA) Educationals for our region. Our objective is to assist in marketing the destination by allowing trade to understand more about the region and experience for themselves as much as possible so that they go away as ambassadors for our region and assist with further promotion. The leisure sales and marketing team works in conjunction with the International Media and Trade Relations (IMTR) department from TEQ in Brisbane and also each of the TEQ international offices. In addition, TTNQ continually liaises with TA offices around the world in an effort to secure as many relevant educationals as possible. TTNQ will offer itinerary and product selections and will undertake to facilitate bookings and reservations as required. On occasion TEQ IMTR unit will be make booking direct with local operators however please note that TTNQ will have ordinarily discussed with TEQ and/or TA on relevant product selection. On occasion TTNQ will initiate its own stand-alone educationals and will undertake a similar process to that described as above. TTNQ educationals' itineraries are designed to present the destination in the best possible way. The overriding concept is to select product and provide experiences that meets the expectations of the consumers from a particular source market. TTNQ utilises its Destination and Experience Gap Analysis process (DEPGA) to document the menu of experiences and product that are best aligned to each source market. The ultimate objective of TTNQ educationals is to ensure that trade and media participants gain a comprehensive, compelling and distinctive understanding of how the TTNQ destination best meets the holiday motivations of consumers in their source market. Business Events Educationals The purpose is to enhance the knowledge and selling ability of those in the position of making or influencing the decision on where a conference or event will be held. Educationals, which are referred to as educational programs, cover trade e.g. PCO, DMC, Incentive House, corporate and association clients. Media are included where possible in education programs to capture all components of business events and to maximise media exposure and showcase the conference and incentive offering of the destination. The Business Events unit works closely with TA and its Business Events Australia Division to coordinate international educational (educational) programs from priority source markets. 2

3 Traditional and Social Media Educationals The aim is generate favourable Cairns & Great Barrier Reef editorial coverage in media including broadcast, print, radio, online with the aim of encouraging consumers to visit Cairns & Great Barrier Reef as a holiday destination. Social Media educational are conducted with a range of influencers who ordinarily will have a large follower base who are able to directly influence consumers as they move through the buying cycle. The objective is to assist with the creation of content that will shared as much as possible and help influence consumers to visit our region. In addition to assist with explaining the diversity of our region to consumers and trade partners and turn dreamers into visitors and further enhance the ability of visitors to our region to become active advocates. Ordinarily, media educationals must have a commission with publisher or broadcaster. TTNQ does not support educationals on the bases of future pitching to media outlets. We work with TEQ and TA but also proactively and reactively facilitate TNQ specific educationals. TTNQ members are chosen for their ability to expand on a destination story and add value to an article. On occasion educationals are pitched to broadcasters and publication in line with our DEPGA understanding of consumer interests in terms of the most compelling TNQ destination and product experiences. Journalists and producers are given suggestions of suitable product and have the ability to shape the story and use operators that best fit their objectives whilst concurrently supporting our destination marketing objectives. Journalists are generally interested in new and exiting products and ideas, and this isn t always about new product but new different ideas for their audience. We are continually presenting opportunities to members to have their products represented across various media outlets. How to be involved and available for selection All Educationals - Essential Requirements Be a TTNQ member Advise TTNQ that you are willing to host educationals and from which markets Product updates, newsletters, media releases to TTNQ TNQ educationals incur a significant administrative and financial burden and preference must be given to FOC hosting TNQ industry members to facilitate the maximum leverage of our destination marketing budget. Leisure Marketing Be internationally / domestically ready and committed to trade distribution Engage with international/ domestic wholesalers is your product included in the portfolio of selected wholesalers and able to be booked through their reservations systems Engage with Inbound Tour Operators (ITOs) sales calls, workshops Participate in TTNQ, TA, TEQ, in-market and local workshops, tradeshows, missions and events Have your own independent international / domestic sales call pattern Australian Tourism Exchange (ATE) participation Are you listed on the Australian Tourism Data Warehouse (ATDW) Participate in trade campaign activity brand, tactical Your product should be an active social media advocate and user Do you have new stories to tell or product enhancements? Refer to TA s Planning for Inbound Success 3

4 Business Events Preference given to silver and above members Support TTNQ cooperative activities such as Sell TNQ and Regional Showcase Advertise in the BEC & GBR Meeting Planner Guide Participation in trade shows such as AIME Undertake your own sales activity Have your own media and PR programs that enhance the activity of the Business Events unit Have product that are business events ready including pricing structures that allow for trade distribution Media and Influencer Educationals a) Have a story to tell b) Make your product known to the TTNQ Media Manager c) Keep TTNQ appraised of any press releases you issue d) Do you have a unique attribute that media will want to know about e) Does the product add to the overall destination messaging f) Are your staff media savvy How does TTNQ select educationals products? TTNQ educationals itineraries are designed to present the destination in the best possible way. The overriding concept is to select product and provide experiences that meet the expectations of the consumers from a particular source market. TTNQ utilises its Destination and Experience Gap Analysis process (DEPGA) to document the menu of experiences and product that are best aligned to each source market. Product selection will be guided by the DEPGA product menu and will be influenced by the criteria listed below. Leisure marketing and Business Events educationals criteria include: What is the basic purpose of the educationals? What level of destination understanding does the group have? Are the participants from one organisation and do they have preferred products that they wish to experience? Are the participants from one source market? Do they require escorts and if so what are the language requirements? Are there any special dietary requirements? Are there cultural factors that need to be considered? How long are the educationals? How many participants are in the group? If the educational is supported by a single wholesaler, is this product part if their portfolio? Has this product been used recently? Has there been any complaints or adverse information from previous educationals? Does the company owe funds to TTNQ? Has the company attended ATE recently? Has the product been working with ITO s? Has the product supported TTNQ sales missions or tactical campaigns? Does the company have an in-market independent sales call pattern? Does the product offer the most experience possible in its category? Are they able to participate in social media activities during and after the educationals? Is product available to be sold within national / international wholesale trade distribution network? 4

5 Media and Influencer specific criteria include: Does the product fit the program, publication or audience? Does the product suit a media story? Additional criteria notes: All the above criteria are taken into consideration however each educationals itinerary is developed on its own merits and the particular purpose of each educationals needs to be taken into consideration when selecting product. Product selected will need to fall under as many of these criteria as possible. Not all criteria will be applied in all cases. Equitable share of educationals opportunities across the TTNQ membership TTNQ closely monitors the allocation of educationals across its membership base. Quarterly educationals management reports are produced and reviewed by the Executive team and CEO. At the end of any given financial year it is TTNQ s objective to ensure that an equitable allocation of educationals is achieved, taking membership categories/investment of individual members into consideration. Key Performance Indicators Each educational will be evaluated by TTNQ and the results will be made available to relevant participating TTNQ members. Evaluation will be of qualitative nature and include the following: o o o An online survey will be sent to every educational participant with survey feedback being made available to all member participants. TTNQ will liaise with TEQ and TA escorts to gain feedback regarding each educational and this feedback will be provided to all member participants. TTNQ will conduct an annual brochure audit in line with its DEPGA approach (Destination and Product Gap Analysis) to assess whether educational activity has supported an enhanced representation of TNQ. This analysis will be made available to all member participants. 5

6 Far North Queensland Promotion Bureau Limited Trading as Liability and Talent Release Form By accepting the offer of Far North Queensland Promotion Bureau Limited to visit Cairns and its surrounding regions, I agree to the terms set out in this document. 1. I understand that reference in this agreement: i. To Far North Queensland Promotion Bureau Limited includes the officers, directors, managers, employees, agents or contractors of Far North Queensland Promotion Bureau Limited; and ii. To me include my heirs, distributees, guardians, legal representatives or assigns. 2. I agree and acknowledge that: iii. Far North Queensland Promotion Bureau Limited has assisted to coordinate certain travel arrangements and related services (the Travel Services) on my behalf; iv. Far North Queensland Promotion Bureau Limited will not arrange any insurances for me or on my behalf in connection with the Travel Services; v. In connection with the Travel Services I must obtain insurance to insure against: 1. death or injury howsoever caused; 2. loss of or damage to property; and 3. liability, however arising, to third parties for death or injury or loss of or damage to property. 3. Far North Queensland Promotion Bureau Limited is not itself a tour operator, travel agent, carrier or hotelier, nor do we own aircraft, hotels or coaches. We exercise reasonable care in the selection of reputable tour operators, travel agents, airlines, coach operators, hotels, cruise line operators, and other suppliers of health services, etc or the various travel services which are used in these tours. It is important to note, therefore, that all bookings are subject to the terms and conditions and limitations of liability imposed by tour operators, travel agents, airlines, coach operators, hoteliers and other service providers including but not limited to shipping, rail, car hire and restaurant operators, whose services are utilised, some of which limit or exclude liability in respect of death, personal injury, delay and loss or damage to baggage. I understand that I must take out an appropriate level of travel insurance (based on my own circumstances and requirements) against these risks. 4. Far North Queensland Promotion Bureau Limited always makes reasonable endeavours to make sure that your tour arrangements are satisfactory. However, we cannot accept any liability of whatever nature for the acts, omissions or default, whether negligent or otherwise, of those tour operators, travel agents, airlines, coach operators, shipping companies, hoteliers or other persons providing services in connection with your tour pursuant to a contract between themselves and yourself (which may be evidenced in writing by the issue of a ticket, voucher, coupon confirmation of the like) and over whom we have no direct or exclusive control. We do not accept any liability in contract or in tort for any injury, damage, loss, delay, additional expenses or inconvenience caused directly or indirectly by force majeure or other events which are beyond our control, or which are not preventable by reasonable diligence on our part including but not limited to war, civil disturbance, fire, floods, unusually severe weather, acts of God, acts of Government or of any authorities, accidents to or failure of machinery or equipment or industrial action (whether or not involving our employees and even though such action may be settled by acceding to the demands of a labour group). 6

7 5. I agree to release Far North Queensland Promotion Bureau Limited from any claim by me in respect of death or injury however caused or loss of or damage to property arising out of or in connection with the Travel Services including claims arising from the negligent acts or omission of Far North Queensland Promotion Bureau Limited. 6. I agree to indemnify Far North Queensland Promotion Bureau Limited against all losses, expenses, damages and costs incurred by or awarded against Far North Queensland Promotion Bureau Limited as a result of death or injury or loss of or damage to property caused by, or contributed to, by me in connection with the Travel Services. 7. If any part of this agreement is invalid, or unenforceable in a particular jurisdiction that part shall apply only to the extend lawfully possible or shall be excluded from the agreement in that jurisdiction but only to the extent of the invalidity or unenforceability, and it does not affect the validity or enforceability of that provision in another jurisdiction or the remaining provisions in any jurisdiction. 8. To enable the event to function in the best interests of all parties, you agree that the information you provide to us (such as name, position, company, and contact details) may be distributed to third parties participating in the hosted buyer program including exhibitors who have a schedule appointment with you. 9. Far North Queensland Promotion Bureau Limited cannot be held liable for any incidental charges incurred during your stay. Exclusions include: Meals, beverages and room service other than those provided by the program; Telephone calls; business services faxes, photocopying, freight; Dry cleaning and laundry service; mini-bar and in-room movie charges; health club, hairdressing and spa; Tours/activities that are additional to the program; Souvenirs Excess luggage fees Travel insurance Visa application fees (if applicable) 7

8 Talent Release I agree that during my visit to Cairns and its surrounding regions, Far North Queensland Promotion Bureau Limited or its authorised agents or contractors may film and record me. Far North Queensland Promotion Bureau Limited is solely and absolutely entitled to copyright in all material taken during photographic shoots on this visit. Far North Queensland Promotion Bureau Limited, or its authorised agents or contractors, may use any of the images and footage to promote and/or advertise Cairns and its surrounding regions as an incentive travel destination in any media, including videos, printed materials, etc, in perpetuity in any country in the world without payment to me and without my consent. Far North Queensland Promotion Bureau Limited retains the right to edit, modify, reuse, sell or distribute any images or footage it may desire, subject to the above conditions. I confirm that I am over the age of 18. I have carefully read this document in full and fully understand its contents, and that it is a release of liability of Far North Queensland Promotion Bureau Limited. NAME OF PARTICIPANT: SIGNATURE: DATE: 8

9 Far North Queensland Promotion Bureau Limited Trading as Liability and Talent Release Form By accepting the offer of Far North Queensland Promotion Bureau Limited to visit Cairns and its surrounding regions, I agree to the terms set out in this document. 1. I understand that reference in this agreement: i. To Far North Queensland Promotion Bureau Limited includes the officers, directors, managers, employees, agents or contractors of Far North Queensland Promotion Bureau Limited; and ii. To me include my heirs, distributees, guardians, legal representatives or assigns. 2. I agree and acknowledge that: i. Far North Queensland Promotion Bureau Limited has assisted to coordinate certain travel arrangements and related services (the Travel Services) on my behalf; ii. Far North Queensland Promotion Bureau Limited will not arrange any insurances for me or on my behalf in connection with the Travel Services; iii. In connection with the Travel Services I must obtain insurance to insure against: 1. death or injury howsoever caused; 2. loss of or damage to property; and 3. liability, however arising, to third parties for death or injury or loss of or damage to property. 3. Far North Queensland Promotion Bureau Limited is not itself a tour operator, travel agent, carrier or hotelier, nor do we own aircraft, hotels or coaches. We exercise reasonable care in the selection of reputable tour operators, travel agents, airlines, coach operators, hotels, cruise line operators, and other suppliers of health services, etc or the various travel services which are used in these tours. It is important to note, therefore, that all bookings are subject to the terms and conditions and limitations of liability imposed by tour operators, travel agents, airlines, coach operators, hoteliers and other service providers including but not limited to shipping, rail, car hire and restaurant operators, whose services are utilised, some of which limit or exclude liability in respect of death, personal injury, delay and loss or damage to baggage. I understand that I must take out an appropriate level of travel insurance (based on my own circumstances and requirements) against these risks. 4. Far North Queensland Promotion Bureau Limited always makes reasonable endeavours to make sure that your tour arrangements are satisfactory. However, we cannot accept any liability of whatever nature for the acts, omissions or default, whether negligent or otherwise, of those tour operators, travel agents, airlines, coach operators, shipping companies, hoteliers or other persons providing services in connection with your tour pursuant to a contract between themselves and yourself (which may be evidenced in writing by the issue of a ticket, voucher, coupon confirmation of the like) and over whom we have no direct or exclusive control. We do not accept any liability in contract or in tort for any injury, damage, loss, delay, additional expenses or inconvenience caused directly or indirectly by force majeure or other events which are beyond our control, or which are not preventable by reasonable diligence on our part including but not limited to war, civil disturbance, fire, floods, unusually severe weather, acts of God, acts of Government or of any authorities, accidents to or failure of machinery or equipment or industrial action (whether or not involving our employees and even though such action may be settled by acceding to the demands of a labour group). 9

10 5. I agree to release Far North Queensland Promotion Bureau Limited from any claim by me in respect of death or injury however caused or loss of or damage to property arising out of or in connection with the Travel Services including claims arising from the negligent acts or omission of Far North Queensland Promotion Bureau Limited. 6. I agree to indemnify Far North Queensland Promotion Bureau Limited against all losses, expenses, damages and costs incurred by or awarded against Far North Queensland Promotion Bureau Limited as a result of death or injury or loss of or damage to property caused by, or contributed to, by me in connection with the Travel Services. 7. If any part of this agreement is invalid, or unenforceable in a particular jurisdiction that part shall apply only to the extend lawfully possible or shall be excluded from the agreement in that jurisdiction but only to the extent of the invalidity or unenforceability, and it does not affect the validity or enforceability of that provision in another jurisdiction or the remaining provisions in any jurisdiction. 8. To enable the event to function in the best interests of all parties, you agree that the information you provide to us (such as name, position, company, and contact details) may be distributed to third parties participating in the hosted buyer program including exhibitors who have a schedule appointment with you. 9. Far North Queensland Promotion Bureau Limited cannot be held liable for any incidental charges incurred during your stay. Exclusions include: Meals, beverages and room service other than those provided by the program; Telephone calls; business services faxes, photocopying, freight; Dry cleaning and laundry service; mini-bar and in-room movie charges; health club, hairdressing and spa; Tours/activities that are additional to the program; o Souvenirs o Excess luggage fees o Travel insurance o Visa application fees (if applicable) 10

11 Talent Release I agree that during my visit to Cairns and its surrounding regions, Far North Queensland Promotion Bureau Limited or its authorised agents or contractors may film and record me. Far North Queensland Promotion Bureau Limited is solely and absolutely entitled to copyright in all material taken during photographic shoots on this visit. Far North Queensland Promotion Bureau Limited, or its authorised agents or contractors, may use any of the images and footage to promote and/or advertise Cairns and its surrounding regions as an incentive travel destination in any media, including videos, printed materials, etc, in perpetuity in any country in the world without payment to me and without my consent. Far North Queensland Promotion Bureau Limited retains the right to edit, modify, reuse, sell or distribute any images or footage it may desire, subject to the above conditions. I confirm that I am over the age of 18. I have carefully read this document in full and fully understand its contents, and that it is a release of liability of Far North Queensland Promotion Bureau Limited. NAME OF PARTICIPANT: SIGNATURE: DATE: 11