Rules and Policies

I- Introduction

The aim of the Bienvenue Québec rules and policies is to promote an optimal number of appointments and business meetings in a fair and efficient manner.

  • Enforcing these rules and accompanying penalties ensures the following:
    • In an extremely competitive market involving millions of dollars in business, each organization is treated fairly and is not harmed by others who do not abide by the rules.
    • Only the people registered in Bienvenue Québec are authorized to be on the Marketplace floor and attend the various social functions and other activities.
  • These rules apply to all activities that occur during Bienvenue Québec. It is important that all participants read, understand and comply with the policies governing this event.
  • Failure to observe the rules is a violation of the contract under which Bienvenue Québec has agreed to register and accredit an individual. At this point, Bienvenue Québec is entitled to terminate the contract without further notification. In serious cases, penalties may even be applied in subsequent years.
  • The Bienvenue Québec welcome staff is mandated to enforce all rules appearing in this document. They have the training and power to do so.
  • At any time, duly authorized individuals have the capacity to respond to complaints in a professional manner and properly interpret the rules.

II - Bienvenue Québec's mode of operation

The Bus Carriers Federation is responsible for managing Bienvenue Québec and determining the policies that govern it.

III - “Bienvenue Québec” trademark

Bienvenue Québec is an official trademark and is protected by copyright. Use of the registered trademark, held by the Bus Carriers Federation, is reserved to its organizers for the purposes of promoting the event and shall not be printed, used, or displayed without the expressed written permission of the Bus Carriers Federation.

IV - Criteria for selecting participants and restrictions

BUYERS

Package A: Buyer with pre-established appointment schedule

a) The buyer with pre-established appointment schedule must receive prior approval by the Bus Carriers Federation, and this, based on recommendations made by the Alliance de l'industrie touristique du Québec, the Canadian Tourism Commission, professional tourism organisations, representatives of the tourism industry and sellers participating in Bienvenue Québec.

b) The buyer with pre-established appointment schedule must develop and sell packages in the province of Québec, including accommodation, transportation and activities.

c) The buyer with pre-established appointment schedule shall have operated at least one organized group tour departure or at least 50 days of organized tours within Québec during the 12-month period preceding the date of the company’s request for registration, unless the buyer is participating in Bienvenue Québec for the first time.

d) In the case of a buyer with pre-established appointment schedule operating in Québec as a destination for the first time, they will have to show significant development in the two years following their initial participation in Bienvenue Québec.

e) The buyer with pre-established appointment schedule must hold a comprehensive public liability insurance policy, a professional liability insurance policy and an errors and omissions liability insurance policy from a reputable insurance company.

f) The buyer with pre-established appointment schedule must be in compliance with all applicable laws, rules and regulations and must be duly qualified and licensed to do business in each jurisdiction which requires such qualification or licensing.

g) The buyer must delegate a English-speaking representative having decision-making power.

h) The buyer must be able to demonstrate that it is ready to conclude contracts with sellers during the Marketplace.

i) The buyer must possess all appropriate operating licenses.

Package B: Online Travel Agency Buyer

a) The online travel agency buyer must receive prior approval by the Bus Carriers Federation, and this, based on recommendations made by the Alliance de l'industrie touristique du Québec, the Canadian Tourism Commission, professional tourism organisations, representatives of the tourism industry and sellers participating in Bienvenue Québec.

b) The online travel agency buyer must have a history of active engagement in the business of developing, packaging, promoting, selling and operating travel products/services for at least the past two years.

c) The online travel agency buyer must hold a comprehensive public liability insurance policy, a professional liability insurance policy and an errors and omissions liability insurance policy from a reputable insurance company.

d) The online travel agency buyer must be in compliance with all applicable laws, rules and regulations and must be duly qualified and licensed to do business in each jurisdiction which requires such qualification or licensing.

e) The online travel agency buyer must delegate a English-speaking representative having decision-making power.

f) The online travel agency buyer must be able to demonstrate that it is ready to conclude contracts with sellers during the Marketplace.

g) The online travel agency buyer must possess all appropriate operating licenses.

Package C: Buyer registered for the evenings only

a) The buyer registered for the evenings only must receive prior approval by the Bus Carriers Federation, and this, based on recommendations made by the Alliance de l'industrie touristique du Québec, the Canadian Tourism Commission, professional tourism organisations, representatives of the tourism industry and sellers participating at Bienvenue Québec.

b) The buyer registered for the evenings only must have a history of active engagement in the business of developing, packaging, promoting, selling and operating travel products/services for at least two years.

SELLERS

Package A: 3-day seller with pre-established appointments

a) The types of businesses accepted as sellers are: farm tourism activities, outdoor, nature, adventure activities, learning activities, aquarium, inn, casino, shopping center, health center and spa, resort, chain motel/hotel, cruise, destination (DMO), festival, golf, hotel, garden, microbrewery, museum, park/outfitter, amusement park, country cooking, vacation rentals (condos, cottages, apartments), restaurant, theaters (offering a regular programming), guide service, farm tourism and regional food product sites, cultural site, industrial site, religious site, sports site, ski resort, aboriginal tourism, transportation (only carrier members of the Bus Carriers Federation), orchard, vineyard, zoo.

b) Motorcoach operators, tour operators and receptive agencies must be members of the Bus Carriers Federation as well as previously registered as buyers in the Marketplace.

c) Any business with vehicles that meet the definition of a minibus in section 4 of the Québec “Highway Safety Code” must be a “carrier” member of the Bus Carriers Federation in order to participate in Bienvenue Québec.

d) Any seller who would like to register as a 3-day seller with pre-established appointments must be a member of the Bus Carriers Federation from April 1, 2020 to March 31, 2021.

e) Bienvenue Québec requirement regarding membership in the Bus Carriers Federation: In order for the registration in Bienvenue Québec (requiring Bus Carriers Federation membership) to be valid, the civic address on the membership file must match the civic address on the Bienvenue Québec registration form.

f) The seller must delegate a bilingual decision-making representative (French and English) and the product or service he represents must be ready for international marketing.

g) The company registered at Bienvenue Québec must have a version of its website in English.

h) The seller must be able to demonstrate that it is ready to conclude contracts with buyers during the Marketplace, in particular by having the capacity to provide contracted net rates according to the type of buyer and honour these rates during the duration of the contract. Products must be available immediately or within a timeframe respecting the operational needs of the buyers in attendance.

i) The seller must communicate and accept reservations and requests for information by phone or email.

j) The seller must set up billing arrangements with the operator, travel agency or tour operator.

k) The seller must possess all appropriate operating licenses.

l) Criteria h) and j) do not apply to destination marketing organizations or sector associations.

Package B: 3-day seller with open appointments

All criteria of “Package A: 3-day seller with pre-established appointments” with the exception of item “d)” which should read as follows:

d) Businesses from outside Québec wishing to register in Bienvenue Québec as a 3-day seller with open appointments must be members of the Bus Carriers Federation from April 1, 2020 to March 31, 2021.

Package C: 1-day seller with pre-established appointments

All criteria of “Package A: 3-day seller with pre-established appointments” with the exception of item “d)” which should read as follows and the addition of a criterion «l» :

d) Businesses from outside Québec wishing to register in Bienvenue Québec as a 1-day seller with pre-established appointments must be members of the Bus Carriers Federation from April 1, 2020 to March 31, 2021.

l) All companies joining Bienvenue Québec for the first time must attend 4 webinars from the our Training Program. The fee of these training sessions is not included in the package. If the company is not able to attend all online training session, the delegate will be automatically paired with a mentor.

Package D: Seller at the evenings only

Criteria “a)”, “b)” and “c)” of “Package A: 3-day seller with pre-established appointments” plus the criterion “d)” which should read as follows:

d) Businesses from outside Québec wishing to register in Bienvenue Québec as a seller at the evenings only must be members of the Bus Carriers Federation from April 1, 2020 to March 31, 2021.

V - Pro-am training

There is an increase use of a structured integration program to help employees to adapt their new work environment. In sum, it seems that the quality of the integration directly influences the retention of recruits.

Bienvenue Québec has put in place a pro-am training program to integrate a new employee in training. We know that it's important to give new employees as much information as possible by putting them right in the heart of the action. The integration program allows the new employee to follow the main delegate registered for the event in all functions and to become familiar with the workings of a tourism trade show.

The employee will be able to benefit from this registration status only once. He also has access to new delegate activity and can register fro trainings of our Training program. This delegate will receive a 15% discount on the cost of the accompanying person (plus applicable taxes).

To register, please contact Nathalie Fournier at nfournier@federationautobus.com

VI- Executive program Registration

This registration status allows a business owner or executive to accompany the registered delegate to certain functions of the event for a cost of CAN$200 (plus applicable taxes).

The marketplace floor will not be accessible for this type of registration. The request must be approved by Bienvenue Québec. The executive will be able to benefit from this registration status only once. If the executive signs up for the event for subsequent years, the seller rate will apply depending on the type of registration chosen.

For registration, please send your request to Nathalie Fournier at nfournier@federationautobus.com

VII-Accommodation

1.Bienvenue Québec’s official hotels meet the quality and service standards set by Bienvenue Québec and are served by Bienvenue Québec’s shuttle service.

2.Official hotels offer a preferred rate to Bienvenue Québec buyers and sellers for the entire period of scheduled activities at Bienvenue Québec.

3.Bienvenue Québec will assign rooms to buyer and seller delegates according to room availability at the time of reservation.

4.The hotel will confirm accommodations directly with buyer and seller delegates. At this point, buyer and seller delegates must confirm their hotel reservation by credit card in compliance with the hotel’s reservation and cancellation policies.

5.Buyer and seller delegates are responsible for, and must pay, all additional expenses (upgrades, double room, incidental expenses, early or late departure fees).

VIII - Policy on publication of company information

Sellers with pre-established appointments and buyers shall submit a “business profile,” which lists the products and/or services that they are looking for or selling. Bienvenue Québec assigns a registration number to each organization and publishes the numbers and business profiles on its secured website for the selection of appointment requests.

The Bienvenue Québec 2020 directory is available for all buyers and for sellers registered under Packages A, B and C. This document gathers the sellers’ and buyers’ contact information.

Bienvenue Québec cannot guarantee inclusion in the Bienvenue Québec 2020 directory if the information is received after the deadline for modification of registration and profile.

IX - Pre-established appointments

1.For each business company (buyer or seller) with pre-established appointments and for online travel agency buyers, the assigned number entitles them to a single set of appointments, regardless of the number of registered representatives.

2.For each business (buyer or seller) with pre-established appointments, the assigned number is used for computerized pairing of the appointment requests.

3.Online travel agency buyers will have an appointment schedule consisting exclusively of requests from sellers.

4.Bienvenue Québec offers five sessions of pre-established appointments.  The number of appointment sessions varies depending on the type of registration package. For all sessions, buyers are the ones sitting at their stand and the sellers move around.

5.Each appointment lasts eight (8) minutes. A buzzer indicates the beginning of each appointment.  The sellers have one-minute to go to the next appointment.

6.All appointment requests must be submitted using the appointment selection form available on Bienvenue Québec’s secured website, accessible with a username and password.

7.Only sellers that have paid their registration fee will have access to the appointment selection requests and will be displayed to buyers.

8.Buyers and sellers are requested to indicate their order of preference on the appointment selection form.

9.Appointment pairing is completed according to the following order of priorities:

a) Buyers and sellers who request the same appointment make a perfect match that is automatically granted.

b) Second priority is granted to the appointments requested by buyers.

c) Third priority is given to the appointments requested by sellers.

*Please take note: It may occur that such requests are not granted in cases where the organizations do not share an open appointment time. This situation is likely to occur when businesses have registered just before or even after the deadline.

10.All persons accompanying a delegate with an appointment schedule must share the appointments with the delegate. Under no circumstance shall the accompanying person be given pre-established appointments.

11.A buyer company obtains nearly 90 appointments over 5 appointment sessions.

12.All appointments that appear on the schedule are mandatory. Any delegate who, for any reason, cannot attend a scheduled appointment is requested to complete an Appointment Cancellation Notice.

13.If a delegate fails to respect their appointment with you, it is recommended that you complete a Missed Appointment Report.

14.Bienvenue Québec suggests that seller representatives attend the entire Marketplace in order to generate business opportunities, conversations and contacts. It is possible to make other appointments onsite during the Marketplace.

X - MATERIAL ALLOWED TO HAND OVER ON SITE

Only the information contained on a letter size page can be hand over to the buyer during appointments sessions. See the example of product sheet in the section «What to bring».

XI - Free time

The pre-established appointment schedule gives each buyer delegate two 8-minute breaks during the appointment sessions #2, #3 et #4 et #5.

XII - Open Market sessions

Two Open Market sessions will allow buyers and sellers participating under the open format to access the Marketplace floor in order to schedule appointments. No appointments will be held during the Open Market sessions.

XIII - Message CentRE

You can leave a note to another participant at this location. Each delegate has a mailbox to receive incoming messages from other delegates. The people in charge of the Message Centre will take care of the mail distribution to the participants who have to stay in their stand between their appointments.

However, we strongly suggest that you use the system for sending messages on our secure web site. The messages via our secure web site are sent directly to the customer's email address.

It is prohibited to distribute brochures and promotional material in message boxes. Delegates are requested to check their boxes often to see if they have received messages as there is no paging system at Bienvenue Québec.

XIV - Identification badges

1.Individuals are pre-registered and accredited to attend the event as delegates of a business approved by Bienvenue Québec to participate in the event.

2.All delegates must wear the Bienvenue Québec identification badges at all times. The badge cannot be transferred under any circumstances whatsoever. It is prohibited to cover the badge with a business card, pin or sticker, to modify the badge on behalf of a delegate who is not registered, or to change it in any way, shape or form. The badge must only contain the name of the person and the corresponding accredited business.

3.Only individuals wearing an identification badge shall be admitted to Bienvenue Québec’s activities and facilities.

4.A registered delegate may be temporarily or permanently replaced during the event by depositing their identification badge and having it replaced by a temporary or permanent badge. A CAN$20 fee will be charged. The temporary badge must be presented to obtain the badge from the delegate who was initially registered. The replacement individual must represent the accredited business.

5.Lost identification badges may be replaced. Should the lost badge be found, it must be returned to the Bus Carriers Federation. Any delegate who forgets its badge must recover it before being admitted to Bienvenue Québec. A CAN$20 fee will be charged for reprinting a badge.

XV - Social activities

1.Buyer and seller accreditations give delegates access to activities that are an integral part of the awareness and marketing goals of the event. All persons invited to attend these activities must wear their identification badges in full view in order to be granted admission.

2.Any guest, spouse, VIP or accompanying individual not registered as a participant cannot attend any of the activities.

3.It is forbidden to receive participants and provide alternative activities, such as displays outside the premises, during the same hours as the official Bienvenue Québec activities.