IAAPA Expo Non-Official / Exhibitor Appointed Contractors

• Orange County Convention Center (OCCC) – Aerial rigging and utilities

• Smart City – Internet and telephone

• Sodexo Live! – Catering and food/beverage sampling approval

• GES – Freight handling and booth cleaning

• Events TNT – Security

• Steven Miller Photography – Exhibitor videography and photography (non-press related)

• Comply with all show guidelines noted on the exhibit contract and within the Exhibitor Manual.

• Instructions on how to register EAC companies is coming soon.

• When registering the EAC will need to provide the following information:

1. Provide Company Contact Information.

2. Upload a Certificate of Insurance (see tab below).

3. Order Wristbands for Move-in and Move-out.

4. Agree to the EAC Terms (see tab below).

• The deadline for EAC's to register with IAAPA is Tuesday, October 13. EAC’s with registration submissions received after October 13 will be charged a late fee of $50 USD. EAC’s with registration submissions received after October 29 will be charged a late fee of $100 USD.

• EAC's needing access to the show floor during open hours can purchase EAC badges for show days at $100 each.

No EAC will be allowed to work on the show floor without registering through the EAC Registration site and submitting the required items.

EAC Registration can be found here.

To begin the EAC Registration process, each EAC must follow the steps below and provide the required information:

1. Provide Contact Information including on-site contact.

2. Submit a Certificate of Insurance meeting the requirements below under “EAC Insurance Requirements”.

3. Indicate which exhibitor(s) the EAC is working for. EAC’s do not need to register separately for each exhibitor they are working for as the EAC Registration allows for up to 20 exhibitors to be included in a single registration.

4. Indicate the services being performed for all hiring exhibitors.

5. Agree to the IAAPA EAC Terms listed below under “EAC Terms”.

6. Enter the quantity of EAC wristbands expected to be needed for both move-in and move-out.

7. Purchase EAC Show Day badges (if needed)

EAC's are NOT permitted on the show floor on show open days, Nov. 17-20*, unless they purchase an EAC Show Day badge. (complimentary EAC access for move-out using wristbands begins at 5 p.m. on Nov. 20).

EAC Show Day badges are $100 USD per person and provide access during the full show period.

The deadline for EAC's to register with IAAPA is Tuesday, October 13. EAC’s with registration submissions received after October 13 will be charged a late fee of $50 USD. EAC’s with registration submissions received after October 29 will be charged a late fee of $100 USD.

EACs are required to provide a certificate of insurance (COI) including a minimum of the following:

• US$1 million workers compensation
• US$2 million general aggregate
• US$1 million per occurrence
• US$1 million automobile liability insurance

The policy coverage dates must start on or before November 12, 2026 and not expire until after November 23, 2026.

The COI must include the following on the Description of Operations:

IAAPA, Orange County Convention Center, GES, their entities, subsidiaries, agents, representatives, officers, staff, volunteers and employees, as additionally insured for IAAPA Expo 2026, November 12-23, 2026.

The Certificate Holder must be: IAAPA, 4155 West Taft Vineland Road, Orlando, FL 32837

• The term “Event” refers to the IAAPA Expo 2026 held in Orlando, Florida Nov. 12-23, 2026 (including move-in and out dates).

• The term “exhibit hall” refers to the following physical locations where the Event is being held: Orange County Convention Center, West Building, North and South Building, South Parking Lot.

• The term “vehicles” refers to all types of motor-driven carts, automobiles, trucks, tractors, etc.

• EAC must remove all gang boxes, ladders or other equipment from the aisle or other common areas by 5 p.m. on Monday, Nov. 16 as stated in the IAAPA Contract Terms. The EAC is permitted to store equipment in the Exhibitor’s booth only during installation and dismantle. All equipment needs to be removed from the booth by Nov. 16 in preparation for show opening.

• EAC may not operate a service desk within the exhibit hall. The EAC must confine its operations with the Exhibitor’s booth space.

• Each EAC must have a true and valid order for service from an exhibitor in advance of the Expo’s first move-in day. EAC may not, under any circumstances, solicit business on the trade show floor.

• Any property of the EAC not removed at the close of working hours is left at their own risk. Further, any such property may be moved, removed or stored at the EACs expense if it is considered for any reason by IAAPA to interfere with any aspect of the move-in or move-out. IAAPA reserves the right to require payment for returning said property.

• To maintain safety and relieve congestion on the trade show floor, EAC's and Exhibitors are not permitted to have electric carts or scooters in the building at any time.

• The operation or use of motorized or mechanical material handling equipment by exhibitors or their appointed contractors is prohibited.

• EAC must abide by the fire and safety and exhibit hall regulations, along with all other prevailing rules and regulations as set forth or amended by IAAPA and their general service contractor, GES.

• Exhibitors, representatives of an exhibitor, or EAC's who need to work after the move-in hours on any day of move-in (including targeted move-in dates) to meet the set-up deadline will need to fill out the Special Time Work Permit online form by 4:00 p.m. each day you need to work late. Please come to the Floor Manager's Office in the center of the exhibit hall to scan the QR code to complete the form.

• EAC's are only allowed on the trade show floor during show hours if they have purchased an EAC badge during the EAC Registration process.

• Exhibitors are required to return their booth space in the same manner it was received. Exhibitors are to arrange with their EAC the removal of all trash from the exhibitor space after dismantling. IAAPA or GES reserves the right to charge the exhibiting company for any excess trash removed from the booth by the contracted cleaning company.

• EAC will be trespassed from the premises if:

  • the EAC are found to be working in any Exhibitor’s booth not submitted through the EAC Registration site

  • the EAC breach any of the provisions of the EAC Agreement or rules and regulations established by IAAPA.

  • the EAC's participation at the show leads to strikes, picketing or other labor action directed at IAAPA.

  • the EAC cause other disruptions or unreasonable interference with or inconvenience to IAAPA or any of its customers.

• Each exhibitor must approve the EAC via the Exhibitor Registration site. EACs may not approve themselves.

• EACs are required to provide a certificate of insurance showing a minimum liability of US$1 million workers compensation, US$2 million general aggregate, US$1 million per occurrence, and US$1 million automobile liability insurance and name IAAPA, Orange County Convention Center, GES, their entities, subsidiaries, agents, representatives, officers, staff, volunteers and employees, as additionally insured for IAAPA Expo 2026, November 12-23, 2026.

• EAC's will order wristbands through the EAC Registration site. The EAC Wristbands must be worn by all workers and supervisors of EAC working on the trade show floor. For security reasons, EAC's are not allowed to wear exhibitor badges.

• Each EAC company responsible for dismantling exhibits at the close of the Expo must have all exhibits dismantled and ready for shipping according to the move-out schedule.

• EAC's are not permitted on the show floor until 5 p.m. on the last show day/first day of move-out, Friday, Nov. 20.