FAQs IAAPA Expo
- What are the show Health and Safety policies?
The current health and safety guidelines are available here.
- Is it safe to attend IAAPA Expo?
IAAPA is focused on providing a safe and healthy environment for attendees, exhibitors, and our team at IAAPA Expos. IAAPA is working closely with our partners at the Orange County Convention Center and the local health department to develop and implement a comprehensive plan focused on a safe and successful IAAPA Expo 2021. IAAPA is also following the latest guidance and recommendations for large groups and meetings from the US Centers for Disease Control and Prevention. The current health and safety guidelines are available here.
- Will IAAPA require attendes and exhibitors to wear masks during IAAPA Expo?
At this time, all individuals age 2 and up will be required to wear a face covering while in the facility, riding Expo transportation, and taking part in off-site Expo-related events. Face coverings can be removed when actively eating food and beverage in a stationary position and maintaining appropriate physical distancing. Complimentary masks will be available for those that need one. All face coverings must:
- Be made with at least 2 layers of breathable material
- Fully cover the nose and mouth and secure under the chin
- Fit snugly but comfortably against the side of the face
- Be secured with ties or ear loops and allow the attendee to remain hands-free
- Neck gaiters, open-chin triangle bandanas, and face coverings containing valves, mesh material or holes of any kind are not acceptable
- Will you be providing masks?
- IAAPA will have masks available at registration.
- Is a COVID-19 vaccine required to attend?
IAAPA encourages participants to be vaccinated but it is not a requirement to attend.
- Is a negative COVID-19 test required to attend?
No, you do not need to be tested for COVID-19 to attend. If you have symptoms such as a fever or feelings of being sick, or you have been in contact with someone known to have COVID-19, you should not attend.
- Will you be providing hand sanitizer or hand washing stations?
The Orange County Convention Center (OCCC) will provide environmentally-friendly hand sanitizer dispensers, including touchless units when possible, in key contact areas such as entrances, stairs, elevators, escalator landings, etc. In addition, there are 728 restroom sinks in the North/South building and each is equipped with germicidal antibacterial soap. Hand sanitizer stations will be available throughout the trade show floor.
- Will you be taking temperatures or using other pre-screening methods to determine the health of attendees before they enter the Orange County Convention Center?
At this time, there are no pre-screening requirements.
- If I’m not able to attend due to being sick or exposed to someone with COVID-19, will my registration fee be refunded?
It is our goal to provide a safe and healthy environment for all participants at IAAPA Expo. Any attendee who is not able to attend due to illness will have their registration fees refunded, less a $25 processing fee.
- When will the Health and Safety Guidelines by determined?
The current policies can be found here. By Sept. 1, all final requirements will be determined.
- I registered prior to the Health and Safety Guidelines being finalized and I no longer want to attend due to these policies, can I get a refund?
Yes, please contact [email protected] to receive a refund, less a $25 processing fee.
- Will there be medical assistance available if I become sick on-site?
IAAPA has partnered with Orlando Health, one of Central Florida’s most recognized health care systems. IAAPA attendees will have access to 24/7 medical care through Orlando Health’s Virtual Visit program, which connects guests directly to a physician through their phone, tablet, or computer. In addition, we will have an on-site first aid team to assist anyone who is unwell, including anyone displaying COVID-19 symptoms.
- What are the closest medical facilities to the Orange County Convention Center?
Dr. P. Phillips Hospital is less than 4 miles from the OCCC. Contact information:
9400 Turkey Lake Road
Orlando, FL 32819
Expofirst aid providers are able to assist with transport to the hospital, if needed.
- Will you offer the same number of sessions as previous years?
Yes, IAAPA has arranged larger rooms to accommodate the same number of attendees, but more spread out.
- Will you be limiting seating at sessions or adding spacing?
IAAPA and the OCCC will follow event seating guidance and recommendations for large groups and meetings from current CDC, county, state and federal guidelines.
- Will you be monitoring entrance into the exhibit hall to limit capacity?
IAAPA Expo will be following physical distancing requirements based on a 3-foot radius (approximately 1m) space separating individuals and physical distancing space per person of approximately 7.1 sq. ft. circle (2.16sqm). The size of the exhibit hall is large enough to accommodate all attendees.
- Is handshaking or hugging allowed?
Meeting and greeting are a core part of IAAPA Expo. To help reduce the potential spread of germs and to maintain 3 feet (1m) physical distance, please no handshaking, hugging, or touching others. Suggested alternative greetings include say hello, wave to the person, give a nod, mime a fist bump, or show your jazz hands.
- Will people be required to have their badges scanned to enter?
Attendees must always wear their badge while on the tradeshow floor and while attending a seminar or Expo event. Badges will be scanned at entrances to the education sessions and special events. Attendees are encouraged to hold their badge up for touchless scanning.
- Are attendees/exhibitors expected to stand 6 ft apart?
Whenever possible, we encourage attendees to maintain a safe, physical distance of 3 feet (1m) between each other.
- What are the cleaning procedures at the OCCC?
The OCCC has received the GBAC STAR™ Accreditation from the Global Biorisk Advisory Council® for its coronavirus cleaning and prevention efforts. The OCCC’s enhanced cleaning and disinfectant procedures adheres to US Centers for Disease Control and Prevention (CDC) and World Health Organization (WHO) guidance. OCCC staff have increased the frequency of cleaning and disinfecting bathrooms and commonly touched objects such as hand railings and door handles. The OCCC’s current guidelines are here: www.occc.net/guidelines. You can find OCCC Operational Procedures here.
- Are there any restrictions to travel to Orlando?
- How are the hotels monitoring their staff for COVID-19?
IAAPA is working with OnPeak, the official housing company and hotel partners to understand their COVID-19 response plans, operating procedures and new policies on hotel safety and cleanliness. Policies can be found at https://www.onpeak.com/covid-19#hotelResources.
- Is transportation running in the city of Orlando (Ubers, shuttle buses, etc.)?
IAAPA shuttle buses will be available between all non-walking hotels and the OCCC. Taxis/Ubers are available as well as the Orlando I-Ride Trolley service.
- Will the convention center be offering general food service?
Yes, Centerplate, the official food and beverage provider at the OCCC, will provide food service. Centerplate has also implemented new protocols for cleaning and sanitizing to ensure the safe service. Watch this video about Centerplate’s health and safety procedures.
- Does the Orange County Convention Center have any other recommendations for clients and attendees for the prevention of Coronavirus?
We are all in this together. Attendees and exhibitors are encouraged to take an active role in their health and safety during Expo. Attendees should consider their own personal health and limitations and be prepared to follow IAAPA recommended procedures. This shared partnership can help ensure everyone has a safe and successful IAAPA Expo.
The CDC guidelines also help provide information to consider and help protect yourself and others around you to help prevent the spread of COVID-19.
- Need help with Registration?
Inside U.S.: +1 866/233-7970
Outside U.S.: +1 240/439-2992
Telephone assistance is available in English, Spanish and French.
- Questions about Press & Media?
Please review IAAPA's Press Policy and check the Press Office for additional event details.
- What are the On-site Registration Hours and Locations?
North Concourse, Orange County Convention Center Saturday, Nov. 13 11 a.m.- 5 p.m. (Exhibitors Only) Sunday, Nov. 14 8 a.m. – 12 p.m. (Exhibitors Only)
2 p.m.- 5 p.m. (Attendees and Exhibitors)
Monday, Nov. 15 8 a.m. – 5 p.m. Tuesday, Nov. 16 7:30 a.m. – 6:30 p.m. Wednesday, Nov. 17 8 a.m. – 6 p.m. Thursday, Nov. 18 9 a.m. – 5 p.m. Friday, Nov. 19 9 a.m. – 3 p.m. South Concourse, Orange County Convention Center
Saturday, Nov. 13
11 a.m.- 5 p.m. (Exhibitors Only) Sunday, Nov. 14 8 a.m. – 12 p.m. (Exhibitors Only)
2 p.m.- 6 p.m. (Attendees and Exhibitors)
Monday, Nov. 15 7:30 a.m. – 6 p.m. Tuesday, Nov. 16 7:30 a.m. – 6 p.m. Wednesday, Nov. 17 8 a.m. – 6 p.m. Thursday, Nov. 18 8:30 a.m. – 6 p.m. Friday, Nov. 19 8:30 a.m. – 3 p.m. Outdoor Registration at Orange County Convention Center South Parking Lot Adjacent to North/South Building Monday, Nov. 16 8 a.m. – 6 p.m. Tuesday, Nov. 16 8 a.m. – 5 p.m. Wednesday, Nov. 17 8 a.m. – 5 p.m. Thursday, Nov. 18 9 a.m. – 4 p.m. Friday, Nov. 19 9 a.m. – 3 p.m.
Satellite Exhibitor and Attendee Registration Locations
Hyatt Regency Sunday, Nov. 14 8 a.m. – 5 p.m. Monday, Nov. 15 8 a.m. – 6:30 p.m. Tuesday, Nov. 16 8 a.m. – 5 p.m. Hilton Orlando Sunday, Nov. 14 8 a.m. – 5 p.m. Monday, Nov. 15 8 a.m. - 5 p.m. Tuesday, Nov. 16 8 a.m. – 5 p.m.
Badges & Tickets
- What is your policy on Registration Substitutions and Transferring Special Event Tickets?
Substitutions for attendee registration name badges are permitted in advance until November 5, 2021. The individual whose name is on the badge must send a consent to substitution e-mail to [email protected] agreeing to the substitution and naming the new person who should now receive the name badge. Substitutions for attendee registration name badges are permitted on-site if both the printed copy of the original confirmation e-mail and a printed copy of the consent to substitution e-mail can be provided along with photo identification.
Substitutions for exhibitor name badges should refer to the Exhibitor Services Guide (available July 2021).
Special event tickets are non-refundable but can be transferred to a different colleague in advance of the show. The deadline to request a ticket transfer is November 5, 2021. The individual who purchased the tickets must send an email to [email protected] with the ticket name and quantity along with the name and registration ID of the person who the tickets should be transferred to.
- What is your Policy on Tickets for EDUTours and Events?
EDUTours are available to current IAAPA members only. All other ticketed events are available to IAAPA members and non-members. Ticketed events can be purchased in advance or on-site as available. To participate, each individual must have an event ticket and an Expo name badge. Space is limited and events may sell out on-site. Participation in ticketed events is limited to individuals age 18 and up.
- What is your Children Policy?
All children attending the Expo must be registered and wear a wristband at all times.
Children 12 years of age and younger: Free. May register in advance but collect wristband on-site.
Children 13 years or age and older: Required to pay registration fee to access the trade show floor. May register in advance but collect badge on-site.
No children under 18 are allowed to participate in ticketed events, social or networking events or education conference program.
- Children under 18 must be accompanied by an adult at all times within the OCCC.
- Children under 18 are not allowed on the trade show floor during exhibitor move in or move out.
- Where is IAAPA Expo being held?
Orange County Convention Center (OCCC)
9400 Universal Boulevard
Orlando, FL 32819
IAAPA Expo is held at the Orange County Convention Center (OCCC), North and South Building.
- Do you provide Accessibility/Mobility Equipment?
Mobility equipment is available to rent from Scootaround. Click here for more information about renting a your scooter ($55/day), wheelchair ($15/day) or stroller ($15/day). Scooters and wheelchairs can be reserved in advance, strollers can only be rented on-site.
For questions on accessibility, please contact [email protected]
- What is the Dress Code?
The official dress code is business casual. Attendees are encouraged to dress appropriately for the weather as some special events and tours are held outdoors.
- Do you offer Translation Services?
IAAPA will not have any individual translation services available during IAAPA Expo. Exhibitors or attendees may arrange translation in advance through the official contractor, Image Talent Agency. Some education sessions will have translation in Spanish or Portuguese. Look for the Translation Icon next to available sessions.
- How does IAAPA support Give Kids The World?
IAAPA Expo will feature multiple opportunities to support Give Kids The World Village, a resort that creates magical moments for children with life-threatening illnesses and their families. We encourage you, your co-workers, your family or your company to support this outstanding organization and deserving cause.
- Footprints from the Heart Run/Walk
- IAAPA International Charity Golf Tournament
- What is Social Media Channels?
Stay up to date during IAAPA Expo by connecting with us online. We’ll be posting updates regularly on the following sites:
- Does IAAPA have a Mobile App?
IAAPA Expo will offer attendees a mobile app to enhance their experience. Access exhibiting companies, product categories, education sessions and the floor plan on your web-enabled mobile device. Learn more.
- Is there a business center available at the Expo?
The OCCC FedEx Office is open daily from 8 a.m. to 5 p.m. to assist attendees with a variety of services including printing, shipping and receiving packages, ship to home services and more.
- Does IAAPA offer Childcare Services?
No childcare services are available at OCCC. Please check with your hotel and make alternate arrangements.
- How many Education Sessions will be offered?
The IAAPA Expo Conference Program will feature over 100 education seminars, luncheon events, and round table discussions.
- What Special Events will be offered?
Gather with long-time industry friends and colleagues or develop new relationships and partnerships at IAAPA's extensive special event offerings. Information is avaiable here.
- What is available for Nursing Mothers?
The OCCC has a Wellness Room available for use by exhibitors and attendees who are nursing mothers and seek a private setting for the purposes of breast feeding, pumping, or who require rest for medical reasons. Nursing mothers who are pumping may utilize the refrigerator in the room to store milk. There is a room available on Level 2, North Hall A, adjacent to room N210E and Level 2, South Hall A, adjacent to room S210E.
The room is NOT intended to provide space to rest for those with medical conditions that are highly contagious from contact with contaminated surfaces, e.g. influenza, stomach viruses, common cold, pink eye, etc. Individuals with those types of medical conditions should seek medical care as appropriate. Please respect the privacy of individuals who make use of this space.
- What are the Food/Concessions options?
A variety of dining concepts will be featured throughout the North and South buildings including the show floor, food courts, and concourses. A detailed schedule, types and locations will be available in October.
- Will Wi-Fi be available?
Yes, complimentary Wi-Fi will be available in all public spaces of the North and South Concourse (lobbies) at the OCCC, in education session rooms, and on the trade show floor. Wi-Fi on the trade show floor is broadcast in 5Ghz only and is intended for standard email and web browsing. Please do not upload/download large files, stream videos, or use anything that requires substantial bandwidth, or the Wi-Fi will not work for you or anyone else.
- Is bag and coat check available?
Yes, bags and coats may be held at the Bag and Coat Check located on the South Concourse of the OCCC, across from room S210. Cost is $4 per bag and $3 per coat.
- What are the new registration savings deadlines?
The earlier you register, the more you save. The Super Saver rate is available June 1-Sept. 28 and offers a savings of 40%. The Advance rate is available Sept. 28-Oct. 29 and offers a savings of 25%.
- What is the cancellation policy?
Written cancellation requests for registration must be received on or before Oct. 15, 2021. Refunds will only be processed on registration fees less a $25 registration cancellation fee. Ticketed events are non-refundable. No refunds after Oct. 15, 2021. IAAPA will assess additional requests due to show health and safety policies and unforeseen circumstances on a case-by-case basis. Send cancellation requests to [email protected]
- What is the hotel cancellation policy?
- Cancellation policy varies by hotel. Make sure to review the policy when confirming your reservation.
- What will happen to my registration fee if IAAPA Expo ultimately cancels or changes to a virtual event?
If IAAPA Expo cancels, we will refund all registration fees paid. If IAAPA creates a virtual event in place of IAAPA Expo in Orlando, we will transfer the registration fees to the virtual event and refund any amount over that cost.
- How will I be notified of any updates or changes?
IAAPA will provide updates on the Expo website at IAAPA.org as well as email registered attendees and exhibitors regarding any change with current IAAPA Expo schedule. If you have any questions, please email [email protected] and the IAAPA team will respond directly.
For a complete list of event guidelines frequently asked questions from the OCCC, please click here
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