IAAPA Expo 2023 Exhibitor Services Guide

The Exhibitor Services Guide (ESG) contains all the order forms and information you will need to have a successful exhibiting experience at IAAPA Expo. Use the Step-by-Step Guide to help you get started.

If you have questions or cannot locate something, please contact [email protected].

General Information

Exhibitor Deadlines / To Do List

Please use this list as a guide in your exhibit planning to ensure you don't miss a thing. Ordering your services in advance will not only save time and money, but help IAAPA's official contractors be better prepared to serve you and meet your needs. Most dates for services below are the discount deadlines so check the links for more information. Bolded items are required.

Item	Due Date
Hotel Reservations	ASAP
Sponsorships	ASAP
Booth Profile/Exhibitor Listing	ASAP
Webinar: Re-evaluate your Exhibiting Program to Improve Your ROI (Recorded)	No deadline
Visa Invitation Letter (through Exhibitor Registration)	No deadline
Interpreters / Hostesses / Talent	No deadline
Food Sampling Form	No deadline
Floral & Plant	No deadline
Dry/Refrigerated/Frozen Storage	No deadline
Exhibitor Staff Badge Registration	No deadline
Webinar: Get Your Fair Share of Traffic and Improve Your ROI (Recorded)	No deadline
Awards Application: Best New Product	August 15
Final Payment of Exhibit Space	August 4
Webinar: How to Successfully Prepare to Exhibit at IAAPA Expo (Recorded)	No deadline
Lead Retrieval (Early Deadline)	August 24
Webinar: Leveraging IAAPA Connect+ to Enhance Your Exhibiting Experience (Recorded)	No deadline
Booth Layout Form	September 15
Advertising in Funworld (issue distributed at IAAPA Expo)	September 20
Press Conference and Inclusion in What's New Press Release	September 29
IAAPA Expo Insider - Clue Booklet	September 30
Lead Retrieval (Advanced Deadline)	October 5
Audience Participation Safety Form	October 6
Insurance Certificate (if displaying Dynamic Device, Serving F&B, Cooking or Using Flammable Materials)	October 6
Exhibitor Appointed Contractor (EAC) Registration	October 6
Advance Shipping to Warehouse BEGINS	October 10
Freeman Services (Booth Packages, Carpet/Floor Covering, Furnishings, Graphics/Signs, Cleaning, Labor, Forklift/Rigging Labor, Material Handling)	October 12
Turnkey Booth Packages	October 12
Exhibitor Sustainability Pledge	October 13
International Freight: LCL Ocean to Orlando Terminal	October 13
Cooking, Gas, Open Flame, Heat Device Form	October 13
Multi-Level and Covered Exhibits Application	October 13
Fire Water Order (if to be paid by IAAPA)	October 13
Wristbands for Move-in (if to be mailed)	October 13
International Freight: FCL Ocean to Miami Port	October 16
OCCC Building Services (Electrical, Air/Water/Drain/Gas, Rigging/Sign Hanging, Aerial Lighting, Cable TV)	October 18
Internet and Telephone	October 18
Ancillary/Satellite Event Request	October 20
International Freight: Air to MCO Airport	October 23
Catering in Booth	October 24
Audio-Visual and Computer	October 27
Targeted Move-in Date Request	October 25
Exhibitor Clips (Video)	October 30
Advance Shipping to Warehouse Deadline	November 2
Awards Application: Best Exhibit	November 3
Deadline to Request Additional Guest Passes	November 3
Parking Pass for Trucks/Trailers	November 6
Direct Shipments to OCCC Begins Based on Targeted Move-in	November 9
Exhibitor Guest Pre-Registration Deadline	November 10
Security in Booth	November 13
Dynamic Exhibitor Operations Review Session	November 13 10 a.m. or 3 p.m.
Booth Set-up Completed	November 13, 5 p.m.
Trade Show Floor Open	November 14-16 10a-5p and 17 10a-4p
Exhibitor Tear-Down BEGINS	November 17, 4 p.m.
Exhibitor Move-out Completed	November 19, 12 p.m.

IAAPA Expo 2023 Exhibitor Services Guide

General Information

Exhibitor Deadlines / To Do List

Required Forms

Booth Items & Guidelines

Official Vendor Order Forms

Shipping / On-Site Handling / Parking

Marketing Your Booth

Rules and Regulations