Important Show Information
- Venue Location
Orange County Convention Center (OCCC)
9400 Universal Blvd.
Orlando, Florida 32819-9340 USA
November 19-22, 2024 (Tuesday – Friday) – Trade Show
November 18-21, 2024 (Monday – Thursday) – Conference
View the full Schedule including move-in and move-out
- Floor Surface & Load Capacity
All inside exhibit hall floors are concrete. The floor load capacity is 400 pounds per square foot. The outside exhibit space is asphalt.
- Height Restrictions
The inside exhibit hall height is 40 feet (12.19m) to the building support beams. If your booth display items will be higher than the Display Guidelines for your booth type, you must submit a booth layout/design for review online by September 13. IAAPA will only make a height variance for products that don’t affect the sight lines of neighbor booths.
All aisles in the exhibit hall are 10 feet (3.05m) wide. Cross-aisles are 20 feet (6.10m) wide. Please refer to the Exhibit Hall Floor Plan.
Columns are located through the exhibit hall. Some exhibit booths may be affected by columns in their contracted space. Refer to the Exhibit Hall Floor Plan or contact the sales team if you have concerns. Nothing can be attached to the columns without IAAPA and building permission, and the safety equipment on the columns cannot be blocked.
- Drape and Aisle Carpet Colors
Back booth drape will be BLUE and WHITE, and side booth drape will be BLUE. See images here.
The exhibit hall and booths are not carpeted. All exhibitors with indoor space must have carpet or a floor covering.
Aisle carpet color is based on pavilions, as follows.
Pavilion Name Aisle Carpet Color Family Entertainment Center Gray First Time Exhibitor Latte (brown/black/white) Food & Beverage Red Games & Arcade Green Inflatable Midnight Blue Operational Services Plum Rides & Equipment Tuxedo (black/white/gray) Show Production & Design Black Water Park Blue
- What Is Included With Your Booth
Unless you contracted for a Turnkey Package, linear and perimeter booths (10 feet wide) will receive 8 feet high back drape and 3 feet side drape. If your booth is on a corner, no side drape along the aisle will be provided unless requested.
Peninsula booths will receive a 10-feet section of 8 feet high drape along the center of the back of the booth and two 5-feet sections of 3-feet-high drape along either side of the 8-feet drape.
Split Island booths will receive 8 feet high drape along the entire back of the booth unless both booths backing up to each other have full back walls, then no drape will be provided.
No drape is provided for island booths.
A 11”x17” booth sign with the exhibiting as name will be hung from the center of the back drape for booths up to 300 sqf. Booths larger than 300 sqf can request an ID sign with GES in advance. See all the drape configurations here.
- Floor Covering
Unless you contracted for a Turnkey Package, no floor covering is provided with your booth. All indoor booths must have carpet or some form of floor covering over the entire contracted exhibit space. Loose materials like mulch is not permitted. Any raised flooring must comply by the regulations. Carpeting can be arranged through Freeman.
- Required Forms
There are several required forms that ALL exhibitors must submit. Please note you will receive a show violation for late submission of booth layout and safety forms not received by the specified deadlines. Login to your exhibitor portal and click Required Documents to get started. Please alert IAAPA at [email protected] no later than the deadline if you will be delayed in your submission.
IAAPA has contracted a basic general liability policy on behalf of each exhibitor of $2 million general aggregate and $1 million per occurrence coverage. The cost is $100 per exhibiting company and the fee must be paid with the exhibitor’s contract. This covers each exhibiting company, so they are not required to submit a customized certificate with show information to IAAPA for review. Exhibitors should still carry their own insurance; this is additional coverage that IAAPA is contracting on behalf of the exhibitors. This is a time-savings benefit to both the exhibitor and IAAPA.
Any exhibitor displaying an amusement ride or device (per ASTM 747-06) which allows audience participation, using flammable materials, or serving food items not provided by Sodexo Live!, will need to carry $3 million general aggregate and $2 million per occurrence and provide IAAPA with a copy of that certificate through the exhibitor portal by October 4. Insurance COI should include the following information on the certificate: IAAPA, Orange County Convention Center, GES, their entities, subsidiaries, agents, representatives, officers, staff, volunteers and employees, are additionally insured for IAAPA Expo 2024, November 14-24, 2024. IAAPA should be the certificate holder. Address is 4155 West Taft Vineland Road, Orlando, FL 32837.
Wireless internet service will be available in all IAAPA areas of the North and South buildings including meeting rooms, public concourses, and on the trade show floor. Access is free for those wishing to check email, send texts, or other “light” use. If you plan to stream videos, download files, or use for other more complex needs, we highly recommend you arrange for your own connection, so the speed does not inhibit your sales process. Please see the order form through Smart City.
- Unmanned Aerial Vehicles/Drones
If you plan to utilize an unmanned aerial vehicle/remotely piloted aircraft/drone in your booth please contact IAAPA at [email protected]. Restrictions apply and additional materials are required in advance to receive approval.
If you have contracted for outside exhibit space and will be displaying a tent larger than 900 sqf, you must apply for a Tent Permit, pay the application fee, and collect the permit from Orange County Government prior to move-in. Supporting documentation must accompany the application which IAAPA and the building can assist with. Please contact [email protected] by Sept. 30 for more information.
- Costume Characters
There will be a costume character changing room located in the Exhibitor Services Area, on the south side of the center pod. Exhibitors may use the room for any costume changing required. Please note the room will be unsecured so do not leave valuables in the room at any time. Costume characters should only be outside of the contracted booth space when walking to/from the entrance, the restroom, or changing room. Characters should not engage with attendees while in transit.
- Product Removal
No product should be removed from the trade show floor once the booth is set and the show opens. This includes product that is sold or damaged during the expo. Cash and carry sales are prohibited. Buyers who wish to collect exhibitor product after the show closes after 4 p.m. on Friday, Nov. 22, that will be collected via the loading dock or shipping, should visit the GES desk in the Exhibitor Services area to obtain a material handling form. It is the exhibitor’s and customer’s responsibility to complete the required paperwork, pay freight handling fees, and have the shipment collected during the designated move-out period. IAAPA, GES, and the OCCC will take no responsibility for missing or damaged materials that did not follow the proper move-out procedures.
- Wash Stations and Grease Barrels
Exhibitors who are approved for sampling food or beverage in their booth may utilize the wash stations and grease barrels located on the north side of the center pod, behind the tabletop exhibits and near the Food and Beverage Pavilion.
No one under the age of 18 years is permitted on the show floor during move-in or move-out. However, registered children are permitted on the show floor during open show hours. Children 17 and under may register for free, but only on-site in-person, with a registered adult.
- Member Benefits
Exhibitors are not required to be a member of IAAPA to exhibit at IAAPA Expo. However, not yet member exhibitors will pay higher rates for attending special events as well as an additional fee if they want to attend any of the education conference. If you wish to become a member so you can save 40% off all event pricing, as well as FREE access to the education conference, please see the membership information here.
- Be Aware of Rogue Companies
Be aware that many companies inappropriately represent themselves as official vendors for IAAPA, especially offering services such as hotel rooms, audio-visual, furniture, mailing lists, show guides, etc. in conjunction with an IAAPA trade show. It is always best to check the show’s Official Contractor list before responding to their solicitation to determine if they are IAAPA-approved.