SCHEDULING YOUR EVENT
The process starts by emailing our Events Team at [email protected]. Then they'll work with you to help design and plan your event.
In-Person Meet-Ups are best done in the evening. Virtual Meet-Ups are best done around lunch time in the Mountain Time Zone.
Payments
Once your event is scheduled, if there is a fee associated with your event we will send you an email invoice for that. These fees can be paid via credit card or bank transfer, using our payment processor (Stripe). If you need to pay by paper check, our Events Team will provide you the address to which you can mail it. If you need to pay by wire transfer, there will be additional $15 payment processing fee to cover our bank costs for incoming wires. (We absorb any fees for other payment methods.)
Once your fees are paid we can begin promoting your event.
For any venue or food costs, you will need to make payment arrangements directly with the venue(s). In the event you are an international partner and these arrangements are prohibitive, the costs can be passed through Rocky Mountain ASTA. However, estimated costs will need to be paid to us up front and differences will be reconciled after the event. Additionally, we will need to pass through any payment processing fees for these costs to you, such as credit card or wire transfer fees.
In-Person Meet-Ups are best done in the evening. Virtual Meet-Ups are best done around lunch time in the Mountain Time Zone.
Payments
Once your event is scheduled, if there is a fee associated with your event we will send you an email invoice for that. These fees can be paid via credit card or bank transfer, using our payment processor (Stripe). If you need to pay by paper check, our Events Team will provide you the address to which you can mail it. If you need to pay by wire transfer, there will be additional $15 payment processing fee to cover our bank costs for incoming wires. (We absorb any fees for other payment methods.)
Once your fees are paid we can begin promoting your event.
For any venue or food costs, you will need to make payment arrangements directly with the venue(s). In the event you are an international partner and these arrangements are prohibitive, the costs can be passed through Rocky Mountain ASTA. However, estimated costs will need to be paid to us up front and differences will be reconciled after the event. Additionally, we will need to pass through any payment processing fees for these costs to you, such as credit card or wire transfer fees.
WHAT WE NEED FROM YOU
As soon as possible, please provide us with:
- A one-paragraph description of your offering or event content. You can also provide a name or title for your event.
- Your logo, and optionally a headshot of the presenter
- Any promotional images of your product
- (Optional) A promotional video of your offering. A link to YouTube or Vimeo is great, but we may reach out to get the actual video file as well if we need to stitch it into our other video-based marketing.
- (Optional) A flyer or other printable material.
PROMOTING YOUR EVENT
As soon as we receive the promotional material from you listed above, we will begin incorporating the event into our regular communications and promotional channels. This includes:
Joint Marketing for Supplier Meet-Ups
For Supplier Meet-Ups, we strongly encourage you to promote your event to travel advisors you know in our region. Please limit the scope of your outreach to travel advisors in Colorado, Wyoming, New Mexico, Nebraska, Kansas, and Utah. We'll provide you with the links to our website and EventBrite registration page.
Regarding Business Builder events, please note that as a trade association for Travel Advisors, we limit our events to people in our industry. Please do not invite customers or prospects that are not part of the travel industry to Business Builder events.
- Listing the event on our website and on the national ASTA calendar
- Creating a Facebook Event (for promotion) and an EventBrite event (for ticketing & registration)
- Including a blurb about the event in our monthly newsletter.
- More than 2 months out, the event will be listed as an upcoming event with a link to our website
- Within 2 months, we will start featuring your event with higher placement and more attention.
- At the beginning of the month in which your event is scheduled, we will mention and promote your event in our monthly "ASTA Moment" video by our chapter president.
Joint Marketing for Supplier Meet-Ups
For Supplier Meet-Ups, we strongly encourage you to promote your event to travel advisors you know in our region. Please limit the scope of your outreach to travel advisors in Colorado, Wyoming, New Mexico, Nebraska, Kansas, and Utah. We'll provide you with the links to our website and EventBrite registration page.
Regarding Business Builder events, please note that as a trade association for Travel Advisors, we limit our events to people in our industry. Please do not invite customers or prospects that are not part of the travel industry to Business Builder events.
ATTENDEE REGISTRATION
Registration for all Supplier Meet-Ups and Business Builder events is managed via Rocky Mountain ASTA's registration system. You are most welcome to direct people to these registration pages to sign up. Please do not host alternative or secondary sign-ups, including by email. If you have a special request for adding specific people to the event, please email our Events Team and we will manually register them.
All Rocky Mountain ASTA events are free for ASTA members, except in special circumstances. All of our events charge a nominal fee (usually about $12) to non-members.
All Rocky Mountain ASTA events are free for ASTA members, except in special circumstances. All of our events charge a nominal fee (usually about $12) to non-members.
ON THE DAY OF THE EVENT
In-Person Events
A member of our Board or Events Team will meet you at the venue at least 30 minutes before the event. If you have a lot of materials or need more set-up time, let us know and we can probably be there earlier. If we are providing the projector, we'll help you get set up and make sure its working. We'll also be at the venue entrance to welcome attendees and check them into the event. The presentation portion of an in-person event might be recorded, depending on the circumstances.
Virtual Events
All virtual events are hosted via our web conferencing platform. We will provide you the link beforehand. Please plan to join the meeting 15 minutes before the start time to ensure everything is working as it should be. All virtual events are recorded.
All Events
All events will be started by a member of the Rocky Mountain ASTA Board or Events Team. We will welcome attendees, introduce ASTA and our role in the industry, and then introduce and hand over the meeting to you. A member of our team will also close every event with by thanking attendees for attending, reiterating any important information about ASTA, and mentioning any upcoming events on our calendar.
A member of our Board or Events Team will meet you at the venue at least 30 minutes before the event. If you have a lot of materials or need more set-up time, let us know and we can probably be there earlier. If we are providing the projector, we'll help you get set up and make sure its working. We'll also be at the venue entrance to welcome attendees and check them into the event. The presentation portion of an in-person event might be recorded, depending on the circumstances.
Virtual Events
All virtual events are hosted via our web conferencing platform. We will provide you the link beforehand. Please plan to join the meeting 15 minutes before the start time to ensure everything is working as it should be. All virtual events are recorded.
All Events
All events will be started by a member of the Rocky Mountain ASTA Board or Events Team. We will welcome attendees, introduce ASTA and our role in the industry, and then introduce and hand over the meeting to you. A member of our team will also close every event with by thanking attendees for attending, reiterating any important information about ASTA, and mentioning any upcoming events on our calendar.
AFTER THE EVENT
We will provide you with the list of people who registered and opted-in to receive additional communication from you. You are welcome to reach out to these people at your discretion, however you must adhere to email marketing best practices and laws by honoring later opt-outs.
If the event was recorded, we will post the recording on our YouTube channel and website.
If the event was recorded, we will post the recording on our YouTube channel and website.
FREQUENTLY ASKED QUESTIONS
How many members do you have?
We have roughly 250 members spread out across Colorado & Wyoming, with upwards of 1,000 people on our mailing list which includes travel professionals who are not yet members of ASTA.
(These numbers do change each month so are not guaranteed reach.)
(These numbers do change each month so are not guaranteed reach.)
HOW MANY PEOPLE COME TO A TYPICAL EVENT?
This can be difficult to predict, as participation varies based on event style, time of year, and whether members specialize in your category of products. We typically have gotten 10 people on average in webinars, and through more advanced planning and heavier promotion, we anticipate this number increasing. You'll also always have at least one board member in attendance (and usually several).
Generally speaking, we've found that our Supplier Partners value quality of engagement over quantity of attendance.
Generally speaking, we've found that our Supplier Partners value quality of engagement over quantity of attendance.
CAN YOU SHARE YOUR MAILING LIST?
No, we cannot share our mailing list. However if you work with our Events team to schedule an official Rocky Mountain ASTA event, we will actively promote the event via our newsletter, website, and social media channels.
CAN I GET A LIST OF PEOPLE WHO REGISTER FOR AN EVENT?
If you are sponsoring an official Rocky Mountain ASTA event, attendees may opt-in to receive additional contacts from you when they register. We will share the list of opt-ins after the event.
Will Rocky Mountain ASTA endorse or recommend our service, product, or offering?
In general, ASTA is focused on building connections between Travel Advisors and the partners who will help them excel. We are not in a position to endorse or recommend any particular supplier or partner.
Are you accepting new supplier representatives to the rocky mountain asta executive board?
We are not accepting new Supplier Representatives to the board at this time.
do participants pay to attend meetings?
Virtual events are free for ASTA members to attend, and cost a nominal fee (usually about $10) for non-members to attend.
In-Person events have a nominal fee for both members and non-members. We do this to discourage no-shows and, when necessary, cover the cost of the venue or refreshments.
In-Person events have a nominal fee for both members and non-members. We do this to discourage no-shows and, when necessary, cover the cost of the venue or refreshments.
if I sponsor or host an event, will my company be the only one featured?
Yes. Supplier-hosted monthly events are dedicated to that Supplier. We do reserve a few minutes at the beginning and/or end to discuss and promote ASTA, upcoming events on the calendar, and/or ASTAPAC.
Will the event I host or sponsor compete with other events?
We only host one official Supplier Meet-up each month and one Business Builder event every other month. Some months will have both a Supplier Meet-Up and a Business Builder event.
Sometimes, other Suppliers are in our area and request our help in promoting their own roadshows or events. As a courtesy to ASTA-member Supplier Partners, we do include these events in our monthly newsletter if they don't conflict with a scheduled, official event. However only the official events receive full promotion via our website, social media, and newsletter.
We cannot adjust our schedule around other industry events, except national ASTA events like the Global Convention or Legislative Day, so we cannot guarantee your event doesn't conflict with something else going on in the area.
Sometimes, other Suppliers are in our area and request our help in promoting their own roadshows or events. As a courtesy to ASTA-member Supplier Partners, we do include these events in our monthly newsletter if they don't conflict with a scheduled, official event. However only the official events receive full promotion via our website, social media, and newsletter.
We cannot adjust our schedule around other industry events, except national ASTA events like the Global Convention or Legislative Day, so we cannot guarantee your event doesn't conflict with something else going on in the area.
Can I promote the event to my mailing list?
Absolutely! In fact, we really encourage you to do so! Travel advisors who are not ASTA members are welcome to attend our events for a nominal fee. We do require that we manage the event registration (tickets), which we do through our ticketing system, and the official event information webpage needs to be hosted on our website. But we encourage you to share the link to our site and/or ticketing page to encourage more people to sign up!
what do i need to bring? will you provide the technology to host and present?
For virtual meet-ups, we will provide the meeting platform (e.g., Zoom). All virtual events must use our platform.
For in-person meet-ups, you should bring collateral (brochures, flyers) and are welcome to bring any promotional products ("swag") to give to members. You should also bring a laptop computer with HDMI output to connect to a projector. We have a projector, screen, and audio equipment for all in-person events.
For in-person meet-ups, you should bring collateral (brochures, flyers) and are welcome to bring any promotional products ("swag") to give to members. You should also bring a laptop computer with HDMI output to connect to a projector. We have a projector, screen, and audio equipment for all in-person events.
Can i offer prizes or drawings during an event?
Yes! You are welcome to provide a prize to attendees as a reward for attending the event. If you want to ensure that prize eligibility is connected to actual or full event attendance, you will need to let us know this prior to the event, because we'll need to carefully track who attends until the end. You are also welcome to share a link to a webpage where people sign up for a prize drawing, or limit eligibility to people who complete a training program.
Please note, while we appreciate the support, participation in ASTAPAC or the ASTA Advocacy Fund cannot be eligibility criteria for a prize.
Please note, while we appreciate the support, participation in ASTAPAC or the ASTA Advocacy Fund cannot be eligibility criteria for a prize.
Can I host an event if I'm Not an ASTA Supplier Member?
Effective 2025, a supplier must be an ASTA Supplier Member to participate in any chapter or national event, including monthly Supplier Meet-ups and our annual Supplier Showcase. (Note, we do not apply this policy to Business Builder events when the presenter is not explicitly part of the travel industry.) There are good, solid reasons for this, that reinforce ASTA's code of conduct, dispute resolution, and shows you truly support our role in the travel industry. This is a policy being implemented for all ASTA chapters, and we verify Supplier Membership with HQ.
Supplier Membership dues start at a very reasonable level, and by joining ASTA you not only get access to the best of the best in our field, you are showing
Supplier Membership dues start at a very reasonable level, and by joining ASTA you not only get access to the best of the best in our field, you are showing
- You truly value the role travel advisors play in the travel industry
- You abide by a code of ethics
- We can trust our clients with you
