2023 TMAC Conference FAQs

With so many moving parts - and us on the move after everything coming to a halt - we started this Conference Frequently Asked Questions based on questions we have been receiving from Delegates and Members in general. We'll keep building on this, but also remind you that all of these details, and more, are also included and expanded upon in the Conference TABS here on our website.

So let's begin ... June 14 is fast approaching! 

Q: Is the TMAC Conference & Media Marketplace limited to TMAC Members only?
A: YES! Our annual Conference and the Media Marketplace are exclusive to TMAC members only. Your membership must be paid in full prior to registering for the conference. 

Q: Why is the Conference in Sudbury?
A: The honour - and responsibility - of hosting our annual conference is determined by those who respond to our Call for Proposals. Sudbury had been selected as our 2020 Conference Host, however, due to COVID-19, this was cancelled. They have been waiting to welcome us - we're thrilled to be able to stage our conference here in 2023! 

Q: I’ve heard the Conference SOLD OUT quickly last year, is that the case?
A: Yes, with capacity limited to 200 delegates last year, our Yarmouth Conference SOLD OUT well ahead of the deadline. 
We are anticipating the same will happen this year for Sudbury! Registration is OPEN Feb. 6th, with the DEADLINE being April 30th. 
Should we SELL OUT we will immediately start a waitlist and revisit this list should cancellation comes in.

Q: What is the delegate capacity of the 2023 TMAC Conference & Media Marketplace?
A: 200 delegates in total. 90 spots for Media, and 110 spots for Industry, noting the Media Marketplace has capacity for 80 Industry Appointment Tables. 

Q: Will registration be available onsite at the Conference ?
A: No, due to capacity limitations, pre-registration is required to attend the conference. Access to the conference will be limited to registered delegates only.

Q: Is there a Cancellation Policy?
A: Yes, you can find the policy for the conference here
PLEASE NOTE the deadline to cancel without penalty is Saturday April 30th, or the date upon which we Sell Out.

Q: What time does the first official Conference begin on Wed. June 14? When does the conference end?
A: Opening Welcome Reception is being hosted at Dynamic Earth at 7pm. The conference events conclude with the Awards Gala Dinner on June 17th. The full schedule can be viewed here.

Getting to Sudbury:
Q: I’m arriving by air in Sudbury, will SHUTTLES between Greater Sudbury Airport and our Host Hotel in Sudbury be available? 

A:  YES! Our Local Hosts are providing complimentary SCHEDULED Shuttle Service on June 11, June 14 and June 18.
If you require this service, COMPLETE THIS FORM BEFORE MAY 19.
NOTE: If you do not complete this form by May 19, we will assume you DO NOT need the shuttle and have made your ow transportation arrangements.

Q: I'm arriving by train in Sudbury, will SHUTTLES between the Sudbury VIA Rail Station and our Host Hotel in Sudbury be available?
A: YES! Our Local Hosts will be offering shuttle service on June 11, June 14 and June 18. Once registration closes, we will be requesting your travel plan details and a schedule will be provided. 

Q. I am arriving via Pearson International Airport, is there a SHUTTLE between Toronto and Sudbury?
In April we asked for interest in this option to determine if the 35-40 minimum number of participants could be achieved. With only three expressing interest, this option is not available. 

Q: Is there an airline partner with flight discounts/code?
A: As confirmed in February, we have a discount code for a preferred rate with Air Canada. Details are available on our website, under ‘Getting to Sudbury’ here. Please note, Porter Air is another option with flights into Sudbury.

Q: If we drive to conference, for the pre-tours, what do we do about our cars?
A: Those attending the Pre-Tours will be overnighting at Holiday Inn Sudbury on Sunday June 11, this is also our Host Hotel. We invite you to confirm with the Hotel where you can leave your vehicle within their parking lot while you are on your tour and during the conference. Parking is complimentary at our Host Hotel. 

Q: Media Pre-Conference Tours – are they available?
A: YES! Sudbury Tourism is offering a unique collection of Pre-Conference Media Tour experiences for our Travel Media delegates to select from. Confirmation of your tour, if you are participating, will be provided after registration closes. This will be followed by a detailed itinerary to assist you in your preplanning. 
May 5 UPDATE: All Media Delegates have been sent their CONFIRMED pre-conference media tour.

Q: Are there Media Post-Conference Tours offered by Sudbury Tourism?
A: No. Sudbury is offering a selection of PRE- TOUR as part of the conference. As our conference concludes with the Awards Gala on June 17th in the evening, if you want to create itineraries for your own purposes - or simply begin your journey home - the choice is yours.

Q: Local Tours taking place on June 15, when will we find out what tour we will be on?
A: Local Tour preferences are requested at time of registration, and are included in your registration.
After registration closes, request will be reviewed, assigned and confirmed with you. You can review the 17 Local Tour options here.
UPDATE May 7: Local Tour Confirmations will be sent to ALL delegates this week.

Q: Are there Evening Events?
A: Indeed, our local hosts, Sudbury Tourism and their partners have curated a dynamic event schedule for us, which is included in your registration. You can explore these events, including our Awards Gala here.

Q: What is the 'Dress Code' for the conference?
A: It depends on the event! Be sure to review your tour itineraries and dress accordingly. For the conference sessions themselves, business or casual dress. Media Marketplace dress code is up to you, if you have a particular 'persona' you want to reinforce, otherwise it's business casual.
The Awards Gala Dinner is the most formal event of the 2023 Conference. 

Q: Is there a Host Hotel and partnering hotels with preferred rates?
A: Yes, the Holiday Inn Sudbury is our host property, which is where all our TMAC conference sessions will be held, and will be the base of operations for our conference. We will have taken over the majority of the hotel June 14 -18. We have made arrangements for a TMAC rate for delegates, which includes a hot breakfast daily. You can find all accommodation details here, including links for making reservations.

Q: Are additional tickets for the Local Hosted evening events available to purchase?
A: At this time, we are limited to delegate registrations. Should this change, notify delegates of the options and possibilities.

Q: Where do we meet up for all the events?
A: The Holiday Inn Sudbury is our host hotel, it will be where you'll find the Registration/Information Desk, all Conference Sessions, departure/arrival for all off-site events, etc. If you are not staying here, you will need to be at this hotel for shuttles to/from events.

Q: Will I need my Delegate Badge at all times?
A: Yes, you'll need to show your delegate badge to enter all events and sessions.

Q: I’m arriving earlier/lingering longer within Northern Ontario as part of my TMAC Conference attendance (or due to flight schedules!) are there any partnering options?
A: At this time, outside of the pre-tours, our host property has extended our TMAC Rate for those arriving earlier, staying later. Should additional information become available, we will share them here within the Conference section of our website.

Q: When will the MEDIA Travel Grant information be available?
A: Applicable and available only to MEDIA delegates, the 2023 Travel Grant amounts and policy are now available (Published May 7/23). Supported by funds from the Host Committee and an allocation from Industry registrations, the amounts annually fluctuate depending on Industry registration and number of applying media. 
Claims will be invited between June 26- July 24, 2023 for review and processing.

Q: Is there an official hashtag for the conference?
A: Yes, #TMACSUDBURY! Please do start using it now in all your social posts about the Conference.

Q: We're interested in Sponsorship Opportunities, are there any available?
A: Yes indeed there remain a few unique Conference Sponsorship opportunities and TMAC Awards sponsorship.
Review the package here, and reach out to Jerry Grymek, Sponsorship Chair, ASAP!

Q: Are Laundry Facilities available/nearby?
A: YES! The Holiday Inn Sudbury has laundry facilities for overnight guests. 

Q: Will we be able to see/access a delegate list?
A: Yes! You can expect to have a full delegate list when the Media Marketplace opens in May. 


Q: How Many Industry ‘tables’ for appointments will be part of this year’s event?
A: There will be up to 80 Industry ‘tables’, that means there will be up to 80 appointment-taking Industry Members from which up to 24 appointments can be booked.

Q: When will have the opportunity to begin selecting our request for Media Marketplace appointments?
A: We anticipate inviting Media and Industry each to make their selections between May 8th - 17th. 
You’ll be notified directly via email when it is opening (Visiting MY TMAC PROFILE tab on our website, look for MEDIA MARKETPLACE APPOINTMENTS tab), so you can make your selections for consideration.
You will be invited to make 30 requests, with up to 24 appointments expected to be confirmed by early June. 

Q: When is the Media Marketplace during the conference?
A: As outlined in the schedule, the Marketplace takes place June 15 AND June 16, 8:30am – 12noon. 

Q: Can I bring/give away swag and information as an Industry member?
A: Yes, you can however, please be mindful that most media members will not have capacity to pack items and prefer to be sent follow up email/calls. We discourage gifting 'swag' as many media members are unable to travel with additional items, often needing to leave these items behind. As conference planners, we too will be reducing gifted items and non-reusable items.

Q: As an Industry delegate, how big is my appointment space and when will I be able to set up?
A: Your media Marketplace 'space' is an 8 foot draped table - you will have one half of this table with chairs.
You are welcome to decorate your space with table top decor.
You will have access to the Media Marketplace to set up your space, 1 hour prior to opening, on June 15 7:00am-8:15am.

Did we miss one of your questions?
Bring it to our Conference Information Session on February 16th!
Thereafter, pop it over to us at donna@travelmedia.ca and we'll get you the answer!