FAQs IAAPA Expo
- Registration Support
Membership Support (for membership information needed to complete registration):
IAAPA Asia Pacific | [email protected]
Hong Kong: +852 2538 8799
Shanghai: +86 21 8033 7435
IAAPA Europe, Middle East, Africa | [email protected]
+32 492 72 02 68
IAAPA Latin America and Caribbean | [email protected]
+52 55 3300 5915
IAAPA North America | [email protected]
+1 321/ 319-7688
- What are the On-site Registration Hours and Locations?
North Concourse, Orange County Convention Center Saturday, Nov. 12 11 a.m.- 5 p.m. (Exhibitors Only) Sunday, Nov. 13 8 a.m. – 12 p.m. (Exhibitors Only)
2 p.m.- 5 p.m. (Attendees and Exhibitors)
Monday, Nov. 14 8 a.m. – 5 p.m. Tuesday, Nov. 15 7:30 a.m. – 6 p.m. Wednesday, Nov. 16 8 a.m. – 6 p.m. Thursday, Nov. 17 9 a.m. – 5 p.m. Friday, Nov. 18 9 a.m. – 3 p.m. South Concourse, Orange County Convention Center
Saturday, Nov. 12
11 a.m.- 5 p.m. (Exhibitors Only) Sunday, Nov. 13 8 a.m. – 12 p.m. (Exhibitors Only)
2 p.m.- 6 p.m. (Attendees and Exhibitors)
Monday, Nov. 14 7:30 a.m. – 6 p.m. Tuesday, Nov. 15 7:30 a.m. – 6 p.m. Wednesday, Nov. 16 8 a.m. – 6 p.m. Thursday, Nov. 17 8:30 a.m. – 6 p.m. Friday, Nov. 18 8:30 a.m. – 3 p.m.
- IAAPA Expo 2022 Registration Giveaway
- Liability, Hold Harmless
By registering for or attending an IAAPA-sponsored Expo or other event, I am aware that the novel coronavirus, which causes the disease known as COVID-19, has been declared a worldwide pandemic by the World Health Organization. COVID-19 is extremely contagious. The state of medical knowledge is evolving, but the virus is believed to spread from person-to-person contact and/or by contact with contaminated surfaces and objects, and through the air. People can be infected, show no symptoms and therefore spread the disease unknowingly. Evidence has shown that COVID-19 can cause serious and potentially life-threatening illness and even death. As of the date, there is no known widely available government-approved cure for COVID-19, and none is anticipated to be fully available by the time of the event. I am aware that the event is occurring in a public location during the COVID-19 pandemic, and that the my attendance at the event therefore could be hazardous. I am aware that even diligent efforts to follow public health guidance and orders cannot guarantee that attendees will not contract the virus that causes COVID-19, and that I could be infected, seriously injured or even die due to COVID-19 or due to activities by me or others on or at the event.
By registering for or attending an IAAPA-sponsored Expo or other event, I acknowledge and agree that IAAPA shall not be liable for any claims, losses, damages, death, injuries, communicable disease, illness, or other liability which may be sustained by any person who may be on the premises for the event, including but not limited to any registrant, attendee, or agent, employee, representative or guest thereof, or any other person or entity. I agree to hold harmless IAAPA from any and all claims, losses, damages, death, injuries, communicable disease, illness, or other liability whatsoever, whether to property, person or otherwise, that may arise in connection with attendance at the event.
By attending an IAAPA-sponsored Expo or other events, I recognize and accept that some exhibits, amusement park rides, attractions or other installations of facilities (collectively, "attractions") may pose risk of discomfort or injury to myself or other attendees or damage clothing or property. I recognize that for safety and comfort and in order to participate, I should be in good health and free from heart, back, or neck problems, motion sickness, or other conditions that could be aggravated by such attractions, and that expectant mothers should not ride.
IN CONSIDERATION FOR PARTICIPATION AT AN IAAPA-SPONSORED EVENT, I HEREBY ASSUME ANY AND ALL RISKS, WHETHER KNOWN OR UNKNOWN, AND KNOWINGLY AND WILLINGLY WAIVE ANY AND ALL RIGHTS, CLAIMS, SUITS, DAMAGES, COSTS, OR OTHER COMPENSATION OR ADJUSTMENT FROM IAAPA OR ITS OFFICERS OR AGENTS, IN ANY FORM FOR ANY REASON.
In no event will IAAPA be liable to any registrant or attendee, whether in contract or tort, for any amount in excess of the fees paid by such. In no event shall IAAPA be liable, whether in contract or tort, for any indirect, consequential, exemplary, punitive or special damages or awards, including but not limited to lost profits.
- Antitrust Policy
Pursuant to section 2.02 (a) of the association’s bylaws, it is the policy of the association that IAAPA complies strictly with the letter and spirit of all federal and state antitrust laws, rules, and regulations applicable in any jurisdiction in which the association or its members do business. Any activities of the association or association-related actions of its staff, officers, directors, or members that violate these regulations and laws are detrimental to the interests of the association and are unequivocally contrary to association policy. As such, all directors, officers, committee members, employees, and staff will be advised of the areas of antitrust concern to IAAPA and are responsible for understanding and monitoring adherence to the antitrust policy.
This policy applies both to activities within IAAPA and to any joint activities that involve IAAPA with other entities, associations, and organizations. However, the policy is necessarily general and cannot anticipate every issue that may emerge. Therefore, it is very important that IAAPA employees, officers, directors, and members consult with legal counsel whenever questions or issues arise concerning application of this policy and the antitrust laws in general.
Implementation of the antitrust compliance policy of IAAPA shall include, but not be limited to, the following:
- The association membership, Board of Directors, and all other committee meetings shall be conducted consistent with this policy and pursuant to agendas distributed to attendees; discussions shall be limited to agenda items and minutes of all meetings shall be kept and distributed to attendees promptly.
- All association activities or discussions shall be avoided which might be construed as tending to: (a) address fees, including raising, lowering, or stabilizing prices; (b) regulate production; (c) allocate markets; (d) encourage boycotts; (e) foster unfair trade practices; (f) assist in monopolization or in any way violate applicable regulations and antitrust laws in any jurisdiction.
- No officer, director, or member of the association shall make any representation in public or in private, orally or in writing, which states or appears to state an official policy or position of the association without specific authorization to do so.
- Photography, Videography and Livestreaming
IAAPA reserves the right to take, record, and use photographs, motion pictures, recordings, or any other records of the Expo for any legitimate purposes, including commercial advertising.
Only escorted members of the Press are allowed to photograph booths. Attendees must obtain permission from the exhibitor before photographing a booth. Selfie sticks and Periscoping or Livestreaming of any kind is not permitted.
- Additional Expo Show Guidelines
- Personal safety and the security of personal effects is the responsibility of each registrant.
- No hoverboards or Segways are permitted on the trade show floor.
- NOTICE: Weapons of any kind prohibited.
- Random bag checking may take place during an Expo. Failure to consent or submit to inspection may result in denial of entry.
Failure to adhere to Expo Show Guidelines can result in the confiscation of name badge and removal from event.
Expo Registration Policies
All attendees will be required to provide a picture ID to collect their badge, purchased tickets on-site. Students and Faculty will be required to provide a current student or faculty ID from a degree-granting university or college.
- Lost Badges or Purchased Tickets
Lost, stolen or misplaced badges must be repurchased for 50% of the paid cost. Purchased Special Event tickets must be repurchased at full cost. If the originals are located and returned within 24 hours, you must submit to IAAPA a written request for a refund after the show. No refunds will be processed on site. IAAPA will evaluate each refund request on a case-by-case basis.
- Expo and Event Guidelines for Appropriate Conduct
IAAPA expos and events provide an ideal opportunity to exchange information, participate in education sessions, network, and buy and sell new products and services. IAAPA is committed to providing a friendly, safe, and welcoming environment for all, regardless of gender, sexual orientation, disability, race, ethnicity, religion, or national origin. We expect all attendees, journalists, speakers, staff, volunteers, organizers, venue staff, vendors, and exhibitors to help us ensure a safe and positive experience for everyone. The guidelines for appropriate behavior and conduct at all IAAPA Expos and events are listed below. Also included are the expectations for participant behavior, as well as the consequences for unacceptable behavior.
- Be considerate, respectful, and collaborative.
- Refrain from demeaning, discriminatory, or harassing behavior or speech.
- Be mindful of your surroundings at all times.
- Alert event venue security or a member of the IAAPA team if you notice a dangerous or harassing situation or someone in distress.
- IAAPA Intellectual Property Policy and Procedures
IAAPA Board of Directors adopted a policy and procedures document regarding intellectual property for companies who purchase 1) exhibit space for any IAAPA expo, 2) sponsorship for any IAAPA event, 3) or advertising for any IAAPA publications. In general, this policy requires the purchasing company to attest that it owns or has rights to sell the product and in the event of a dispute will abide by a binding arbitration process. We strongly encourage our manufacturers, and consultant members to become familiar with this policy to make sure you comply with its provisions. Please review the IAAPA Intellectual Property Policy and Procedures.
- What are Children Policies at IAAPA Expo?
All children attending the expo must be registered. Registration for children 12 years of age and younger is complimentary, but children must wear an identification wristband (available at Registration) at all times. Anyone age 13 years or older is required to pay the registration fee to access the trade show floor. Children will have to pay the full non-member fee.
Children under 18:
- Must be accompanied by an adult at all times at the OCCC.
- Are not allowed to participate in tours and special events
- Are not allowed on the trade show floor during exhibitor move in or move out, or early/late access hours.
- IAAPA recommends that only single strollers or wheeled luggage be used on the trade show floor to avoid trip hazards and injury.
- What is your policy on Registration Substitutions and Transferring Special Event Tickets?
Substitutions for attendee registration name badges are permitted in advance until November 4, 2022. The individual whose name is on the badge must send a consent to substitution email 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 email and a printed copy of the consent to substitution email can be provided along with photo identification.
Substitutions for exhibitor name badges should refer to the Exhibitor Services Guide.
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 4, 2022. 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 services are offered on-site?
- 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]
- 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.
- 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.
Wellness Room for Nursing Mothers
- The facility 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.
- Centerplate, the official food and beverage provider at the OCCC, offers more than 50 different retail food concepts provided in food courts, concourses and show floor locations. From domestic classics like BBQ, Deli, Burgers and Pizzas to International favorites like Greek, Chinese, French, Italian and Japanese...there is something for everyone! Centerplate also offers a variety of freshly prepared menu items including healthy options with locally sourced products grown in the Central Florida sunshine. Vegetarian and vegan options are also 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.
Bag and Coat Check
- 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.
Health and Safety
- COVID Risk Statement
Before you register, please note:
1. Public health agencies warn some individuals may be at increased risk in public places. Some government health organizations recommend people 65 years and older, those who live in nursing homes or long-term care facilities, and people with underlying medical conditions (particularly if not well controlled) should either remain home or keep their distance from others. Underlying medical conditions include conditions such as chronic lung disease or moderate to severe asthma, serious heart conditions, immunocompromise, severe obesity (body mass index [BMI] of 30 or higher), diabetes, chronic kidney disease undergoing dialysis, and liver disease.
2. Guests, employees, and visitors need to abide by all guidelines and recommendations to ensure their own health and safety and to ensure the health and safety of others. We rely on you to protect yourself:
- If you’re sick, please don’t participate and encourage your family/traveling party not to participate until everyone is well.
- Wash your hands with soap and water or sanitize your hands often, and particularly after you touch surfaces touched by others.
- Avoid touching your face.
- Maintain appropriate physical distance from others.
- Cover your mouth and nose with a mask/face covering
Even with precautions in place, there is still some risk of exposure to COVID-19. We are committed to keeping you healthy and safe and have taken a number of precautions, including those recommended by applicable health authorities, but we cannot guarantee you won’t be exposed to COVID-19.
- Facility Cleaning
The Orange County Convention Center (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.
- Onsite Medical
IAAPA has partnered with Orlando Health, one of Central Florida’s most recognized health care systems. IAAPA Expo 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 or injured. Refer to the Show Program for locations and hours.
- COVID-19 Vaccinations
IAAPA encourages participants to be vaccinated, but it is not a requirement to attend.
- COVID-19 Testing
AdventHealth Centra Care offers rapid-result COVID-19 testing at the Orlando International Airport. Information is available here. Both CVS and Walgreens also offer COVID-19 services including at-store and at-home testing. On-site First Aid locations will have at home tests available if you wish to test on your own.
- IAAPA's Sustainable Initiatives
IAAPA is committed to sustainable operations at our Expos to minimize impacts on the environment and work with contractors and venues that promote sustainability.
- Session handouts are only available electronically.
- Sessions surveys are administered digitally.
- Stories from the trade show floor are now produced real-time in a video format and shared on social media, reducing the need for paper and resulting in 0% carbon emissions by eliminating the need for trucks to deliver printed materials.
- Exhibitor material is distributed electronically.
- Badges designed so no additional badge holder is required.
- Lanyards collected at the end of the Expo are reused at future events.
- Using digital signage to replace some paper-based signage.
- IAAPA partners with Give Kids the World to collect leftover exhibitor products such as plush, games, t-shirts, supplies, and more.
- Orange County Convention Center (OCCC)
- One of the largest LEED Gold certified convention centers in North America.
- First convention center in the United States to have its Environmental Management System ISO 14001 certified and the third to receive the APEX/ASTM certification.
- Recycling collection bins in all meeting and event areas. It’s collection are mixed paper, and co-mingled recycling aluminum, plastic, and glass. Bins are made from recycled milk jugs formed using solar energy at a facility a few miles from the Center.
- Vegetables are grown in their Center-to-Table Gardens to provide attendees the freshest, chemical-free food available.
- The largest municipal rooftop solar array in the Southeast United States generating more than 1.5 million GWh every year (approximately 100 Florida homes worth of electricity for a year).
- Operate five different solar array programs on the OCCC campus which are used for research and client events.
- Developed a comprehensive plan that integrates national lighting, storm water management, green spaces, and walkability into every client event.
- Unused food not considered waste is donated to local organizations in the community such as Second Harvest of Central Florida. Collected food waste is sent to Harvest Power of Orlando, to be converted into electricity and fertilizer for local farms.
- Freeman (General Services Contractor)
- Encourage exhibitors to rent booth furnishings to reduce shipping costs and carbon emissions. Booth furnishings from Freeman are reused multiple times.
- Cardboard, paper, and aluminum are recycled both at the warehouse and show site.
- Aisle carpet is cleaned between uses and reused an average of four times before being recycled. Exhibitors and show management are encouraged to use darker-colored carpet, which is easier to use and recycle.
- Freeman Classic dark-colored carpets are made of 20-50% recycled content.
- Carpet padding is maintained and reused for as long as possible, then recycled.
- Fabric drape is reused many times and at the end of its useful life cycle, recycled by a partner company.
- Paperless ordering.
- Provides a suite of fully recyclable, paper-based substrates including: Freeman Honeycomb, Freeman Paper Board, Freeman Paper Aisle Signs, SmartBuild Eco, Chrome Sign Frame paper slipcover.
- Single-use graphics are printed on recyclable substrate by default. Consider not using dates, event names or locations for multiple use.
- Aisle signs are printed on recyclable paper and IAAPA has reduced the size.
- Vinyl banners are repurposed whenever possible.
- Inks with volatile organize compounds (VOCs) are not used.
- Source Energy Star electronic equipment when available.
- Power down electronics each night, as practical.
- Batteries are repurposed.
- Post and enforce “No Engine Idling” policy in the warehouse and on show site.
- 97% of their over-the-road shipping is on EPA SmartWay Certified trucks.
- Heavy equipment fueled by electric or propane, unless otherwise required by the facility.
- Source material and labor locally when possible.
- Centerplate (Catering)
- 2,000 sqf Center-to-Table Gardens in the West Concourse Westwood Lobby producing year round edible produce in a climate-controlled, all natural, and chemical-free environment. Aeroponic growling utilizes 95% less water compared to conventional organic farming and uses 90% less land space while growing plants three times faster than it takes in the ground. Produce grown is used in dining experiences at the OCCC.
- Additional products are sourced from vendors that employ local residents, purchase local ingredients, and incorporate sustainable initiatives into their daily operation.
- Organic recycling of food scraps generated during preparation, execution, and breakdown of food service events. Organic waster is taken to Heart of Florida Environmental, a composting facility converting it into a nutrient-rich soil amendment.
- Centerplate offers full china service or appropriate compostable and recyclable serviceware for all food and beverage events in the OCCC.
- Centerplate works directly with a variety of local Central Florida-based organizations to help fulfill the needs of those seeking assistance by donating viable food and beverage products.
- PRG (Audio-Visual)
- Extensive inventory of efficient LED automated and conventional lights.
- Reducing cycle test times on equipment to lower electrical consumption.
- Proprietary luminaires like Best Boy(R) and Bad Boy(R) offer high-output and lower power consumption.
- PRG's Orlando location mean less air and truck transportation.
- Repurposing its proprietary luminaries with energy-efficient LED light engines.
- Extensive recycling policy including general waste, used equipment, scrap metal from lighting, audio, video and scenic operations, bulbs and expendable items containing potentially hazardous chemicals.
- Components include proprietary green products including BAT Truss (compact, lightweight), Series 400 (singular cable/networking for data and power), and Best Boy (high output, low power consumption).
- Exhibitor Sustainability Pledge
In an effort to make IAAPA Expo more sustainable, IAAPA is inviting exhibitors to participate in the IAAPA Expo Exhibitor Sustainability Pledge.