The information below contains important details, terms, and restrictions rerelated to your attendance of the 27th Annual Education Invitational. You are encouraged to read this information in full prior to completing your event registration. Please click on one of the following topics for more information:

For a full schedule of events, please click here

Check this page often for updates related to the event.

 

ACCOMMODATIONS


The 2020 host property is the Hyatt Zilara and Hyatt Ziva Cap Cana. Please review the following details carefully. Given the nature of an all-inclusive property, additional fees and restrictions will apply for the 2020 event.

IRF Complimentary Room Block 
The IRF complimentary room block will host attendees classified as IRF hosted buyers, IRF speakers and media, and select IRF Invitational partners, as outlined in your partnership contract, if applicable. Individuals assigned to the complimentary room block are eligible for complimentary accommodations over the program dates, May 27-31, 2020, at the all-inclusive, adults only (18+) Hyatt Zilara. Reservations in the complimentary block should be booked directly through your registration profile. All booking and changes related to your reservation will be managed through IRF directly. Please send any changes to your accommodations to registration@theirf.org.

Complimentary accommodation over the program dates also includes unlimited food and drink, free wi-fi and other all-inclusive amenities provided by the property, along with all applicable taxes and fees associated with the booking. Additional incidentals including premium room service options, voluntary accommodation upgrades, hotel services, etc. are the responsibility of the attendee and are not included in your complimentary accommodation offering. Upon check-in, you will be required to give a credit card for your on-site incidentals. A temporary hold charge of $300.00 USD per room will be placed on your card until check-out.

Complimentary accommodations cannot be extended outside of the program dates, May 27-31, 2020. Hyatt Zilara is an adults only property. Hotel room occupancy is limited to up to two (2) adults, ages 18+, per room.In the event you are interested in bringing additional, non-Invitational guests or minors to the destination, please contact registration@theirf.org for information on re-locating from the adults only property, Hyatt Zilara, to the family property, Hyatt Ziva. Hotel room occupancy at the Hyatt Ziva is limited to up to four (4) occupants – two “adults”, ages 13+, and two minors, ages 12 and below. Please note that anything over double occupancy, including children over the age of 2 will incur additional fees: children ages 3-12 will be subject to a daily fee of $89.00 USD; children ages 13-17 will be subject to a daily fee of $109.00 USD.

Pre/post extensions for reservations in the complimentary room block are available for up to (3) days pre (May 24-27, 2020) and (3) days post event (May 31-June 2, 2020), based on availability. Standard Jr. Suite rates for pre/post extensions are $325.00 USD per person/per night for single occupancy and $205.00 USD per person/per night for double occupancy, based on availability. Payment for extensions will be due to the hotel directly at check out.

IRF Paid Room Block 
The IRF paid room block includes accommodations at both the Hyatt Zilara and Hyatt Ziva. Contracted partners with rooming reservations allocated to the paid room block will book their reservations with the property directly using the information provided in your IRF Invitational registration confirmation email, once available. Your registration must be completed prior to booking your accommodations. IRF is not responsible for the booking or management of paid partner accommodations for the 2020 event.

Paid partner accommodations are available on a first come, first served basis only. Reservations will first be available for booking into the Hyatt Zilara, adults only, property then into the Hyatt Ziva property, with the exception of those planning to bring children under 18 years of age. Regardless of whether your accommodations are located at Hyatt Ziva or Hyatt Zilara, you will have access to all amenities on both sides of the resort, applicable program-related room drops and program discounts/extensions as outlined above. Occupants not registered to attend the Invitational will not be granted access to the facilities at the Hyatt Zilara.

All contracted partners are required to stay on property for the 2020 Invitational as outlined in your IRF partnership agreement. Accommodations are available at the discounted rate of $325.00 USD per person/per night for single occupancy or $205.00 USD per person/per night for double occupancy.

Hyatt Zilara is an adults only property. Hotel room occupancy is limited to up to two (2) adults, ages 18+, per room. Payment for your stay is due at the time of booking.

Hyatt Ziva is a family property. Hotel room occupancy is limited to up to four (4) occupants – two “adults”, ages 13+, and two minors, ages 12 and below. Please note that anything over double occupancy, including children over the age of 2 will incur additional fees: children ages 3-12 will be subject to a daily fee of $89.00 USD; children ages 13-17 will be subject to a daily fee of $109.00 USD. 

In the event you need to cancel your reservation, individual reservations must be cancelled with the property directly at least (14) days prior to arrival, in order to avoid a cancellation/no show fee equal to two night’s rooming rate and applicable taxes. This fee will be billed to the individual’s credit card on file for all no-show reservations and cancellations made (14) days or less prior to arrival. IRF is not liable for the payment of cancellation or no-show reservations. IRF is not responsible for providing cancellation notice to the property on behalf of the partner representative.

At check-in, you will have the opportunity to confirm your departure date with the hotel. In the case you choose to check-out prior to your confirmed departure date, you will be charged for the cost of your fill reservation. IRF is not liable for the payment of early departure fees. Upon check-in, you will be required to give a credit card for your on-site incidentals. A temporary hold charge of $300.00 USD per room will be placed on your card until check-out.

Pre/post extensions for reservations are available for up to (3) days pre (May 24-27, 2020) and (3) days post event (May 31-June 2, 2020), based on availability. Standard Jr. Suite rates for pre/post extensions are the same as paid partner accommodation rates: $325.00 USD per person/per night for single occupancy and $205.00 USD per person/per night for double occupancy, based on availability. Payment for extensions will be due to the hotel directly at check out.

 

REGISTRATION

Hosted Buyer Attendee Qualification & Registration 
Prospective hosted buyer attendees must have a current and approved qualification form on file with the IRF prior to receiving an invitation to register for the event. Approved qualifications are valid for (2) years from the date of approval. Past attendance without a current and approved qualification form does not guarantee invitation to the event. To complete a qualification form, please click here. If you have questions regarding the qualification form or your current status, please contact registration@theirf.org.

Registration for qualified and invited hosted buyer attendees is complimentary and includes:

  • Four (4) nights complimentary accommodations at the host property, Hyatt Zilara Cap Cana, over the program dates
  • Complimentary arrival and departure transfer service to and from the Punta Cana International Airport and Hyatt Zilara Cap Cana
  • A full day of accredited education sessions featuring the latest IRF research, case studies, and industry trends
  • Destination activity experiences that showcase the offerings of Cap Cana and the Dominican Republic
  • Networking and discussion with 500 of the industry’s thought-leaders

You may receive a registration invitation in one of two ways: sponsor/partner invitation or invitation by the IRF.

  1. Sponsor/Partner Invitation: Sponsors and partners interested in participating in the hosted buyer process will be able to submit their prospective hosted buyer names to the IRF directly. If your name is submitted to the IRF and you do not have a current and approved qualification form on file, you will be required to complete this form prior to being eligible to register for the event. The sponsor/partner invitation process will begin as early as October 15, 2019.

  2. IRF Invitation: Hosted buyers who have a current and approved qualification form on file, but do not receive an invitation on behalf of one of our Invitational sponsors/partners, will be eligible to register when general registration opens on February 10, 2020, pending availability.

An invitation to complete the IRF qualification form does not guarantee attendance. All qualification forms must be reviewed and approved by IRF prior to an attendee being eligible to receive an invitation to the event. All official communication including your registration invitation or qualification form link (if applicable) will be sent from registration@theirf.org. An informal invitation from a sponsor/partner or colleague outside of written communication from registration@theirf.org is not considered valid and does not guarantee a space at the event.

Hosted buyer registration spaces are limited. Prospective hosted buyers are encouraged to complete their qualification form and/or registration profile as soon as possible to secure their space at the event. Receiving an invitation to register or an invitation to complete the IRF qualification form does not reserve or hold a registration space. All registration spaces are available on a first come, first served basis only. In the event hosted buyer spaces sell out, a wait list will be available. More information about the wait list process can be found here.

The registration deadline for the 2020 Invitational is April 20, 2020, pending availability. After this date, registrations for the event will not be accepted.

A credit card will be collected at the time of your registration and stored in the event that you cancel your registration after the deadline. Please click here to review the cancellation and substitution policies for the 2020 Invitational. For additional information and FAQs for hosted buyer participation, please click here.

Contracted Partner Attendee Registration
Partner attendees are required to sign and return their 2020 contract to IRF prior to being eligible to register for the event. Once the signed contract is returned, your registration invitation will be distributed directly from registration@theirf.org. On-site partner representatives are required to complete their IRF registration profile prior to April 20, 2020. All on-site partner representatives must have a completed registration profile in order to participate in Invitational programming of any kind. Incomplete registrations are not accepted and do not guarantee attendance. Please refer to your IRF Invitational contract for more information regarding your total allotted on-site partner representative count. Please click here or refer to your IRF Invitational contract for full details regarding substitution and cancellation.

Invitational Guest Registration
IRF Invitational attendees are eligible to bring up to one (1) registered guest to participate in the event. Guests are permitted at the IRF Invitational for a fee of $950.00 USD. Sales representatives of supplier companies, including, but not limited to DMCs, CVBs, Hoteliers, Airlines, etc., are not eligible for participation at the guest fee and must attend the IRF Invitational as a contracted partner representative. For more information on partnership opportunities, please contact sponsorship@theirf.org. Guests must be 21 years of age or older. Registered guests of the Invitational are permitted to attend all standard Invitational programming.

Guest fees are due in full at the time of registration and through the registration website via credit card.

Guest spaces are limited. IRF cannot guarantee availability in the event guest spaces sell out. If you intend to bring a guest with you to the program, we encourage you to register your guest as soon as possible through the IRF registration website. Incomplete registrations do not guarantee a space at the event.

Full refunds to the original form of payment are available for guest cancellations received prior to April 20, 2020. Following this date, no refunds will be provided. Guests are assumed to be sharing accommodations with the primary registrant and are not eligible for an additional room at a discounted or complimentary rate. For property restrictions and fees as related to additional hotel room occupants (both adults and minors), please click here.

 

WAIT LIST

Prospective Partners: Partnership opportunities for the Invitational are limited. In the event partnership spaces sell out for the 2020 Invitational, please contact sponsorship@theirf.org to add your organization to the 2020 wait list or to learn more about additional partnership opportunities related to IRF events and research.

Prospective Hosted Buyers: Hosted buyer opportunities for the Invitational are limited. In the event hosted buyer spaces sell out for the 2020 Invitational, you may add your information to the IRF hosted buyer wait list. Wait listed individuals are not guaranteed a space at the event. If a space at the Invitational becomes available, wait listed attendees will be contacted in order based on the date and time they added their name to the wait list. In this case, the IRF will extend an invitation via email from registration@theirf.org and the individual will have 5 business days to respond to the invitation and complete their required materials (qualification form and/or registration profile) before their registration opportunity expires. If the required registration items are not completed by the deadline specified in the communication, the IRF has the right to remove prospective hosted buyer attendees from the wait list and extend the space to the next individual in queue. Adding your name to the IRF wait list does not guarantee a space at the event.

 

CANCELLATION, NO SHOW, AND SUBSTITUTION

Hosted Buyer attendees may cancel without penalty until April 20, 2020. After the cancellation deadline, hosted attendees who cancel their participation will be subject to a cancellation fee. This fee will be $300.00 USD, if cancellation is made prior to May 27, 2020, and will be charged to the card on file in their registration profile. Registered, hosted attendees who do not join us on-site for the Invitational and do not provide confirmation of cancellation prior to the program start on Wednesday, May 27, 2020, will be considered "no-shows". No-show attendees will be subject to a cancellation fee of $600.00 USD charged to the card on file in the attendee's registration profile. Guest fees for "no-shows" will not be refunded.

In the event of a cancellation, any guest registration associated with the main attendee’s profile will also be cancelled (please refer to guest attendance policy here for information on refunds and cancellation fees for guests). Cancellations must be received in writing to registration@theirf.org. In the event of cancellation due to unforeseen medical emergencies, hosted attendees must provide formal documentation from and signed by your physician within (10) days of initial outreach to the IRF. Substitution requests for hosted attendees are available at the discretion of IRF and based on the substitute’s qualifications and industry role. All substitution requests must be made in writing to registration@theirf.org no later than April 30, 2020

Contracted partner attendees unable to attend the Invitational are eligible to submit a representative for substitution. Substitution requests must be made in writing to registration@theirf.org no later than April 30, 2020. Substitute attendees must complete their own registration profile to be eligible for attendance to the event. IRF is not responsible for adjustments to partner rooming reservations. In the event of an approved substitution, the partner representative(s) are responsible for contacting the hotel to update the hotel rooming reservation. Substitution requests for registered partner representatives received after April 30, 2020, will not be accommodated for any reason including, but not limited to: leave of absence, change of career and/or company, onboarding of new employee(s) at the partner’s company, etc. All partnership agreements are “no cancellation after commitment”. In the event you have questions related to your 2020 Invitational agreement, please contact sponsorship@theirf.org. 

 

TRAVEL AND TRANSFERS

IRF Invitational attendees are responsible for booking their own air arrangements to and from the event as outlined below. While IRF does not provide direct reimbursement or credit towards your travel, we are pleased to offer flight discounts through trusted airlines partners. Airlines discounts will be posted here as available.

IRF is pleased to provide complimentary arrival and departure service for registered Invitational attendees. Complimentary transfer service is offered between the host property, Hyatt Zilara and Hyatt Ziva Cap Cana, and Punta Cana International Airport (PUJ) only. Transfers outside of these destinations cannot be accommodated.

After you book your flights, your travel itineraries should be entered directly into your IRF registration profile. All travel details should be provided to the IRF no later than April 30, 2020. IRF cannot guarantee accommodation for transfer requests received after April 30.

If you are travelling internationally, please be sure to refer to information from both the Dominican Republic and your country of residence in terms of required travel documentation to and from the destination. Correct and valid travel documentation including visas, passports, and identification is the sole responsibility of the attendee.

The IRF has worked with our Dominican Republic partners to ensure that your time at the Invitational is safe and enjoyable. Our trusted partners will be meeting you at the airport for your transfers (if applicable), organizing all offsite destination activities, and working diligently with our host property, Hyatt Zilara and Hyatt Ziva Cap Cana, to make sure that you are able to experience the Dominican Republic and the best it has to offer in a safe environment.

 

WEATHER AND ATTIRE

The Dominican Republic's early summer temperatures are generally in the mid to high 80s during the day and cool to between the mid 70s to low 80s during the evenings. Summer months are the most humid for the Dominican Republic and also begin the start of the rainy season for the area. 

You are encouraged to bring sunblock for outdoor activities such as Cabana Day and destination activity options. A hat and sunglasses are also strongly recommended. You may also want to bring an umbrella or light rain jacket in the event of rain during your time in the Dominican Republic.

The Invitational attire is "Resort Casual". For men, we recommend light weight shorts/pants and a casual button down shirt or polo for all programming. For women, we recommend light weight, knee length shorts, skirt, or pants and a casual top for all programming. A light layer for use in the meeting spaces is encouraged as temperatures may vary.

Cabana Day attire for all attendees is comfortable beachwear, to include a bathing suit, if you choose.  For destination activity options, specific recommendations on attire for your activity will be provided once available.


 

DESTINATION ACTIVITIES

Destination activities will occur on Friday, May 29, 2020. Destination activities provide attendees with the opportunity to engage in local experiences that showcase the offerings of the Dominican Republic. Activity selections will be posted and available for selection in February 2020. Please check back often for updates. 

If you choose to participate in the golf outing, you will have an opportunity to provide the names of individuals you would like to golf with. IRF will accommodate these requests as able; however, requests are not guaranteed. 

You must pre-register for your preferred activity in your IRF registration profile. When activity registration opens, activities will be announced via email to registered Invitational attendees. You are encouraged to register for your preferred activity selection as soon as possible. Spaces are limited. While wait lists are available, IRF cannot guarantee accommodation once an activity is sold out. Please note: some activities may have physical requirements. Any restrictions related to your activity selection will be outlined in the IRF activities page on the Invitational website. Destination activity selections are available for registered Invitational attendees only. IRF is unable to accommodate partial participation for un-registered individuals who may want to participate in a select activity. 

 

MOBILE APPS AND SOCIAL MEDIA

Don't forget to use our social media hashtag, #IRFCapCana, when posting on social media. You can tag us on Facebook (@theIRForghttps://www.facebook.com/theIRForg/), Twitter (@theIRForghttps://twitter.com/theirforg?lang=en), and LinkedIn (@The Incentive Research Foundation | https://www.linkedin.com/company/the-incentive-research-foundation/). 

The IRF Invitational event app will be available approximately 2 weeks prior to the Invitational. Inside your mobile app, you'll be able to find a detailed event schedule, full partner listing, full attendee list and more. Be sure to familliarize yourself with the event app before arriving onsite to make the most of your app experience. You'll be able to communicate directly with other attendees, check out speaker profiles and even post directly to your social media accounts! You'll receive full download instructions via email once the app is available.

CODE OF CONDUCT

 
In order to maintain an environment that is considered inclusive and respectful of all IRF Invitational attendees, staff, and partners, all registered Invitational attendees are expected and agree to participate in the Invitational in a manner that adheres to IRF's Code of Conduct.

Our event is dedicated to providing a harassment-free experience for everyone, regardless of gender, gender identity and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, religion (or lack thereof), or technology choices. We do not tolerate harassment of conference participants in any form. Harassment includes offensive verbal comments related to gender, gender identity and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, religion, technology choices, sexual images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome sexual attention. Participants asked to stop any harassing behavior are expected to comply immediately. If a participant engages in harassing behavior, IRF may take any action they deem appropriate, including warning the offender or immediate expulsion from the conference with no refund.

Participants are expected to respect the host properties, sponsorship displays, physical marketing materials and related collateral, as well as any additional property/vehicle/venue they may encounter while onsite. Participants who cause intentional damages to any items provided by the IRF or our partners may be subject to immediate expulsion from the conference with no refund and may be required to provide monetary compensation for damages caused, as deemed appropriate by IRF.

If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of the conference staff immediately. Conference staff can be identified as they'll be wearing branded clothing and/or badges.