Frequently Asked Questions about IAAPA Expo

Registration Support:
Customer Service:

• Email: [email protected]
• Phone number: +972-349-5815

IAAPA Team Support:
General questions:  [email protected]
Press/Media/Influencers Registration questions: [email protected]

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 4368 7381
 
IAAPA North America | [email protected]
+1 321/ 319-7688

.

Registration for children 17 years of age and younger is complimentary, but children must wear an identification wristband at all times (available for free at on-site Registration with a registered adult). Anyone age 18 years or older is required to pay the registration fee to access the trade show floor.  See Children Policies for IAAPA Expo

EDUTours and events that are not sold out can be purchased at Registration in the OCCC, North or South Concourse. All breakfasts, lunches, and receptions are ticketed events with a separate registration fee. Space is limited and may sell out. There are no printed tickets. Tickets are tied to the badge which will be scanned for access to the event. No one under the age of 18 may participate in EDUTours or special events including IAAPA Celebrates.

An IAAPA Expo name badge is required for admission to all Expo activities, events, and services, including the trade show, shuttle buses, and Opening Ceremony. It also provides IAAPA members with free admission to the Education Conference. Non-members must pay a separate fee to access the Education Conference program. Name badges must be worn at all times while in the OCCC and while participating in any Expo events. No buyer or attendee can be admitted with an exhibitor badge, nor should an attendee or exhibitor try to gain entry to the trade show with a badge that indicates a name other than their own. Exhibitors must also wear their badges at all times. Badges can be revoked at IAAPA’s discretion. Any lost or misplaced badges must be repurchased for $100. If lost badges are later found, the purchaser may submit the found badge and a letter requesting a refund to IAAPA. IAAPA will evaluate each refund request on a case-by-case basis.

Tickets for special events are available for pre-purchase online as well as on-site based on availability. Each registrant may only purchase one ticket per event. Tickets are tied to the badge and not printed. Tickets are non-refundable. Contact Registration to switch a ticket to another registrant. You must be registered for the Expo and at least 18 to attend any ticketed function.

Regardless of rain, all outdoor special ticketed events and EDUTours will continue as scheduled.

Only written requests to [email protected], received on or before 30 days prior to the start of Expo will receive a refund, less a $25 processing fee. There are no refunds for registration fees after the 30-day cutoff date. There will be no refund for special event tickets purchased and no refund for charity items benefiting the IAAPA Foundation or GKTW events at any time. Cancellations due to illness or emergency will be evaluated by the IAAPA team on a case-by-case basis.

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.

Students attending IAAPA Expo should be familiar with the guidelines, and resources available to them for a quality experience. Review this information HERE.

IAAPA will provide visa letters or letters of invitation for attendees and exhibitors during the registration process. Your visa letter will be sent to you by email upon completion of registration.

Accessibility/Mobility Equipment

• Mobility equipment is available to rent from Scootaround in room S210A. Click here for more information about renting a scooter, wheelchair, or stroller or to make a reservation in advance for a scooter or wheelchair. Strollers can only be rented on-site. For questions on accessibility, please contact [email protected]

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.

Business Center

• 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. 

Charging Stations

• Chargerent is sponsoring charging stations for attendee use at no charge during IAAPA Expo. Charging stations will be located on Level 2 in both the North and South Concourses and inside the Member Lounge (S222). 

Wellness Room 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. There will also be a remote Nursing Mothers Room on the show floor in the Exhibitor Services Area, south side of the center of the pod. 

Wi-Fi 

• 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. Wireless network name is "_IAAPA WiFi by LightUpToys.com".

Bag and Coat Check 

• Bags and coats may be held at the Bag and Coat Check located in Room S210B on Level 2 in the South Concourse for a fee of $4 per item. 

Interfaith Prayer & Meditation Room

• An interfaith prayer and mediation room is available in Room N230B in the North Concourse. Please be respectful to others using the space.

Sensory Room

• A sensory room is available in Room N230B in the North Concourse for those that need a break from the stimulation of the Expo. Please be respectful to others using the space and leave all items provided inside the room.  

If you have any feedback about the services provided during IAAPA Expo, please contact [email protected]. 

Feel free to use the various lounge and seating areas available during IAAPA Expo!

• IAAPA Member Lounge sponsored by Storibox - Destination Lounge (S222) near the South B Hall Entrance, South Concourse. IAAPA members are welcome to use this comfortable seating area to work, relax, or catch-up with colleagues. The Member Lounge is exclusive for IAAPA members. It will be open 8 a.m. - 5:30 p.m. Nov. 18-21 and 9 a.m. - 4 p.m. Nov. 22. Coffee service available.
   
• IAAPA Attendee Lounge, Sonic's Green Chill Zone, sponsored by SEGA, Located in the North Concourse (N220FG) - When your feet are exhausted after navigating 9 miles of aisles at super-sonic speed on the trade show floor or you need a mental break from the day's education, stop by the attendee lounge for a relaxing breather before heading back to the show floor or to your next EDUSession.
   
• VIP Lounge - Exclusive for Hosted Buyers and VIP Experience attendees, located in Room S220FG in the South Concourse. It will be open 9 a.m. - 5 p.m. on Nov. 18, 8:30 a.m. - 6 p.m. on Nov. 19-21, and 9 a.m. -  4 p.m. on Nov. 22.

.

More than 25 different dining options are available at IAAPA Expo, including restaurants and concession stands. There’s something for everyone, with healthy choices and vegan, vegetarian, and gluten-free selections available in many locations. Food trucks located outside by the South Outdoor Exhibit area and available Nov. 19-22 from 11 a.m. - 3 p.m. daily. A restaurant with seating is available at the front of North A Hall in the Show Production & Design Pavilion.

• Concession Menus, Locations & Times
• Trade Show Floor Map and List of Concessions & Restaurants
• Vegan and Vegetarian Options
• Food Trucks Menus

Shuttle Buses

• Shuttle bus signage and schedules for transportation to the OCCC are available in each of the shuttle route hotels below. All buses will drop off and pick up on the North side first, then proceed to the South sides of the convention center.
• Access Shuttle Schedule - View Schedule
• For shuttle information and special assistance call +1 443-618-2805. Please call at least 60 minutes prior to pick-up for wheelchair-accessible transportation.

Shuttle Bus Hotel Locations:

• Castle Hotel: Curbside on Universal Blvd.
• Courtyard by Marriott I-Drive/CC: Curbside on Austrian Court
• Hotel Kinetic Orlando Universal Blvd (Formerly Crowne Plaza): Curbside on Universal Blvd.
• Doubletree by Hilton Orlando at SeaWorld: Lobby bus lane
• Embassy Suites International Drive/Convention Center: I-Ride trolley stop #17
• Embassy Suites International Drive/I Drive 360 on Jamaican Court: Curbside on Jamaican Court
• Fairfield Inn CC: Curbside on Universal Blvd. 
• Fairfield Inn SeaWorld: Front of hotel 
• Hampton Inn International Drive/Convention Center: At fountain by Residence Inn
• Hilton Garden Inn at SeaWorld: Curbside in front of hotel on Westwood Blvd
• Hilton Orlando: Walking distance to hotel; no shuttle needed (service only for IAAPA Celebrates)
• Homewood Suites I-Drive: at fountain by Residence Inn
• Hyatt Regency Orlando: Walking distance to hotel; no shuttle needed (service only for IAAPA Celebrates)
• Las Palmeras-Hilton Grand: Front of hotel 
• Residence Inn CC: At fountain by Residence Inn
• Residence Inn SeaWorld: Westwood Blvd. side of hotel
• Rosen Centre Hotel: Walking hotel, no shuttle needed  (service only for IAAPA Celebrates)
• Rosen Plaza Hotel: I-Ride trolley stop #20 
• Springhill Suites CC/I-Drive: at Fountain by Residence Inn
• Tru by Hilton: Curbside on Westwood Blvd.
• Vista Cay Resort by Millenium: Curbside on Cayview Ave. 
• Wyndham Orlando Resort: Convention entrance

Trolley Service on International Drive

The I-Ride Trolley travels exclusively in the International Drive resort area, taking passengers to local shops, restaurants, attractions, and hotels. The trolley operates daily 8 a.m. – 10:30 p.m. with limited capacity. ($2 per ride; exact change and cash only). For more information, visit internationaldriveorlando.com/iride-trolley

There are several parking options at and around the OCCC. Please refer to the Parking Map with pricing here. Exhibitor parking information, including for move-in/out and for trailers/trucks, is available here. 

.

Lost children will be escorted to either Security or the IAAPA Operations Office. Call: +1 407-685-6000 for Security, Room S213; or +1 407-685-6109 for the IAAPA Operations Office, on the show floor between the Water Park Pavilion and Rides and Equipment Pavilion.

Security Office, Room S213 or call +1 407-685-6109 from Nov. 13-23. In case of emergency call the security office or dial 911.

Because your safety is our priority, here are a few tips to remember while attending IAAPA Expo:

• If you see something, say something. Call the security office if something doesn’t seem right.
• Keep your belongings secure and close at all times.
• When you leave the show, remove your name badge.
• Make sure you provided your cell phone and an emergency contact name and phone number while registering.

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.

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.

All credentialed Press are allowed to photograph booths after obtaining permission from the exhibitor. Selfie sticks and livestreaming of any kind are not permitted.

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.

Outboarding is defined as marketing, sales, and hospitality events conducted by exhibitors and others capitalizing on the presence of buyers and/or sellers attending the original show without previously notifying the original show organizer and finagling an arrangement that benefits both parties. This practice is considered unethical and is condemned by IAAPA. It includes practices such as “coat-tailing”, “piggy-backing”, co-location of events, and large scale hospitality events, particularly during show hours.

Please note that while IAAPA events and expos are open to all industry personnel, any attendee or exhibitor who are observed to be soliciting business including distribution of promotional materials in the aisles or other public spaces or in another company’s booth, will be asked to return their badges and to leave the show floor immediately. Non-exhibiting attendees are prohibited from promoting their business services including on social media. Violators may be removed from the premises, have their badge revoked, and/or prohibited from attending future IAAPA events. IAAPA asks that you report any violations observed to the Show Management immediately. Show Management is available at IAAPA Member Central, Registration or Show/Operations Office or contact [email protected].

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.

To view the IAAPA Expo 2024 Giveaway contest rules, please click here.

Admittance for children 17 years of age and younger is complimentary, but children must wear an identification wristband (available at Registration on-site) at all times. Anyone age 18 years or older is required to pay the full registration fee to access the trade show floor. IAAPA Expos are business-to-business events. Adults should monitor their children at all times while attending the Expo, in particular on the trade show floor. Unattended children will have their parent or guardian called and will be asked to leave the show floor. Thank you for your cooperation!

Children under 18:

• Must be accompanied by an adult at all times at the OCCC.
• Are not allowed to attend ticketed events and the education conference.
• 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.

• 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.

n case of emergency, dial 911 or contact security at +1 407-685-6000. IAAPA Expo has employed several security measures to provide a safe and secure environment, including security guards and police. Please be reminded that no weapons of any kind are permitted at IAAPA Expo. Because your safety is our priority, here are a few tips to remember while attending IAAPA Expo:

• If you see something, say something. Call the security office if something doesn’t seem right.
   
• Keep your belongings secure and close at all times.
   
• When you leave the show, remove your name badge.
   
• Make sure you provided your cell phone and an emergency contact name and phone number while registering. To ensure the safety of our participants, IAAPA worked with Continuum Preparedness to develop a risk assessment and emergency response plan for IAAPA Expo 2024. Along with key vendors, Continuum Preparedness led IAAPA through various workshops and training exercises to ensure the association is prepared for any situation. Attendee/member health and safety is IAAPA’s top priority.

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. Locations include South A Loading Dock, Near N212-North A Concourse, and Near S228-South B Concourse.

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 and tickets are tied to the badge instead of printed.
• 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. 
• IAAPA show bags are reusable.
• New for 2024! IAAPA is partnering with O-Town Compost. Through this partnership, IAAPA and O-Town Compost aim at both reducing the amount of food waste going to Central Florida landfills and making compost to support the local food system.

• 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.

• Encourage exhibitors to use exhibit rental packages, ECO Exhibit Systems+, with custom graphics printed on environmentally friendly and sustainable fabric consisting of up to 100% recycled post-consumer products.
• 80%+ of all carpeting and padding used at an event returns to the production facility to be cleaned, re-seamed and reused as many times as possible before being donated.
• Dark colored speckled booth and aisle carpet is recommended for use due to ease of maintenance and cleaning increasing the product life cycle. Carpet and padding are used multiple times, cleaned and stored locally. Carpet with recycled content is also available as an option.
• Fabric drape is cleaned and repaired on a regular basis to maximize number of use.
• Partnered with the industry leader in event furnishings to provide sustainable, reusable furniture.
• Digital platforms optimize ordering process and service delivery as well as reduce paper consumption during the design, planning and execution.
• Reusable, modular systems for show and booth structures, lowering carbon emissions from the production and manufacturing process of new materials.
• Content banners and graphics printed on 100% reusable post-consumer recycled material as well as single-use recyclable paper are available upon request.
• Recommend a more generic content on graphics to increase the opportunity for use year-over-year.
• Reduce transportation-based emissions for graphics to show site by partnering with a network of local sign shops to print within the host destination rather than shipping long distance to regional show sites.
• Registration counters are reused as many times as possible.
• Post and enforce “No Engine Idling” policy in the warehouse and on show site.
• Utilize transportation software to increase the efficiency of our fleet and track GES carbon emissions within a destination or region.
• When goods are shipped long-distance and partners with EPA SmartWay certified partners including Mayflower, RJW, and FedEx Freight to minimize emissions.
• Recycle programs at both warehouse and show site based on facility capabilities for cardboard, paper and aluminum.
• Remote work locations for employees and local team members to reduce travel carbon footprint.
• Printer inks with VOCs (volatile organize compounds) are not used.
• Utilize Energy Star electric equipment and power down at night, whenever possible.
• Source material and labor locally when possible.
• Heavy equipment fueled by electric or propane, unless directed by the facility.
• First official services provider to achieve certification under the EIC Sustainable Event Standards at GES Headquarters.

• 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.

IAAPA Expo has partnered with Intuitive AI to sponsor and provide Oscar Sort, an AI Recycling Assistant retrofittable to any bin and recycling regulation. These Smart Recycling Assistants are centralized zero-touch zero-waste stations that gamify recycling and boost diversion. Interact with Oscar Sort during IAAPA Expo and learn more at www.intuitiveai.ca

• 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).

IAAPA Expo Exhibitors are invited to join IAAPA's sustainability efforts by taking the Exhibitor Sustainability Pledge. By doing so, companies agree to a minimum of 5 sustainable activities during the Expo. Companies who have taken the pledge will have the IAAPA Sustainability Logo on their booth sticker(s). Please click here to see the list of exhibitors who have taken the Exhibitor Sustainability Pledge for IAAPA Expo 2024.