Ancillary and Satellite Events

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An ancillary or satellite event is defined as any activity or gathering, including but not limited to meetings, receptions, presentations, seminars, or social events, that are organized by an individual, company, organization other than IAAPA, and is held in conjunction with or alongside IAAPA Expo.

IAAPA is committed to delivering a cohesive and focused experience for all attendees, exhibitors, and sponsors. To maintain the integrity of our event and ensure alignment with the interests of all stakeholders, the organization, promotion, or hosting of any ancillary or satellite event that directly competes with official organizer-produced events is strictly prohibited.

Competing events are defined as those that:

• Target the same audience or demographic as IAAPA Expo.
• Occur during the same time slots as official event programming, including exhibit hall hours, networking events, educational sessions, or keynotes.
• Offer similar content, themes, or purposes that overlap with IAAPA Expo's offerings.
• Violations of this policy may result in the denial of future participation, sponsorship opportunities, or exhibit space at IAAPA Expo. We encourage all partners and participants to collaborate with the organizer to ensure a unified and mutually beneficial experience for all attendees.

Types of Events

Satellite Events: Events that take place three days before or three days after official IAAPA Expo meeting dates are considered Satellite Events. IAAPA will approve Satellite Events if notified in advance.

Ancillary Meetings: Events taking place at IAAPA-controlled meeting facilities (convention center/host hotels). A company may hold an Ancillary Meeting if the company is a current an exhibitor or a Platinum-Level sponsor at IAAPA Expo. Meetings can be either one 8-hour meeting or two 4-hour meetings during show hours and cannot include catering.

Ancillary and Satellite Events will be allowed if:

• Dates are prior to or after official trade show dates.
• During EDUTours.
• During ticketed IAAPA Special Events, except for those listed above, such as industry specific breakfasts, lunches, and networking receptions.

No Ancillary or Satellite Events should occur:

• During open Show Hours.
• During signature IAAPA events including Opening Ceremony, Opening Reception, IAAPA Celebrates, and Leadership Breakfast.
• During regular education program sessions.

Non-exhibiting MSC companies are not permitted to hold Ancillary or Satellite Events.

Dinners or functions under 20 people in size that comply with the above guidelines are allowed and do not need to submit to IAAPA for approval.

Approval Process

Any company that wished to hold an Ancillary or Satellite Event that complies with the above policies should complete the Ancillary and Satellite Event Application.

Information provided must include:

• Host company name and address
• Contact name, email, and telephone
• Booth number (if exhibiting)
• Date and times of event
• Event location
• Number of people expected
• Targeted audience
• Event description

Any company that wishes to have buses at the facility to pick-up attendees for an ancillary or satellite event must receive approval from IAAPA Expo.

Application Deadline

All Ancillary & Satellite Request Forms must be submitted by October 24.

Application Fee

The application fee is the total cost of your request. The minimum cost is USD$500 and the maximum cost is USD$1,200 (this is calculated on your space application). No requests for ancillary space will be considered without an application fee. If the application is approved, IAAPA will apply the USD$500 to the rental space fees. If the application is not approved, IAAPA will refund your purchase no later than December 21, 2025.

Event Times

Event space can be reserved for (1) 8-hour day or (2) 4-hour days depending on the nature of the event as outlined above. Event times cannot compete with IAAPA scheduled special events.

Non-Exhibiting Companies

One of the benefits for companies that exhibit at IAAPA Expo is the opportunity to host ancillary events during the Expo. Non-exhibiting companies are prohibited from holding ancillary or satellite events, advertising, soliciting, or otherwise contacting IAAPA meeting registrants on official IAAPA meeting space or at IAAPA meeting hotels. IAAPA will not release or assign any meeting space to commercial companies not already contracted as an official IAAPA Expo exhibitor.

Request Approval or Denial

Upon completion and approval of the Ancillary & Satellite Request Application, all organizers will be contacted with additional information. Space will be assigned on a space-available basis if the application is approved.

Ancillary & Satellite Request Forms will be denied, and space will not be assigned if a form violates IAAPA guidelines. Prior approved event space will be denied if exhibit space is canceled.

Room Assignments

Organizers will be notified of their room assignments mid to late September. All requests for meeting space will be approved by IAAPA before space can be confirmed by venues. IAAPA and hotels/convention center have the right to move an event if IAAPA or the hotel determines the space assigned is later needed for an official IAAPA function or if the space assigned is not best suited in the assigned room.

Event Coordination at Hotels/Convention Center

Requesters are responsible for making all arrangements directly with the venue once space has been assigned and the application approved by IAAPA. Requester must use all official contractors at the Orange County Convention Center including catering, audio-visual, and furniture. Please contact IAAPA prior to arranging services with an outside vendor. Requesters are responsible for providing, setting up, and removing signage for the event. Signage is only permitted in and around assigned meeting space and must be ground-based/free standing.

Please note that the hotel/convention center may charge for the use of the meeting room. Room rental can be negotiated between the requester and the hotel/convention center (after space assignment is confirmed). Each function will be handled individually and issued a separate contract. All meeting room rental fees, food and beverage, audio-visual equipment rentals and other services are the responsibility of the requester. Requesters should study function contracts carefully before signing, paying special attention to cancellation clauses. In the event of a canceled function, the requester may be required to pay the hotel for lost revenue.

Rental Fees at the Convention Center

For rentals which exceed $500, upon request, IAAPA will provide invoices for all rental fees and additional charges by December 14, 2025. Hotel meeting space fees vary depending on location.

All food and beverage, audio visual equipment and signage must be coordinated with the venue and paid directly to those vendors, not IAAPA.

Example Charges:

• Wednesday, meeting room from 8 a.m. - 12 p.m. and 3 p.m. - 5 p.m. = $500 + $500 = $1,000
• Thursday, meeting room from 8 a.m. - 5 p.m. = $1,000

Cancellation

Any exhibitor that cancels their booth space or is a no-show at IAAPA Expo, will have their meeting space automatically canceled with no refund to the exhibitor. 

Suitcasing Policy

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 per-show 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 Office immediately. Show Management is available at IAAPA Central, Registration, or Show/Operations Office or contact [email protected].

Outboarding Policy

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.

Breach of Guidelines

If a company violates IAAPA's policy on Ancillary and Satellite Events, that company will receive:

• A $500 fine.
• Loss of 3 years exhibitor seniority (if applicable).
• If the policy is violated a second time, the fines and loss of seniority will double and the company is subject to being banned from future IAAPA expos and events (attending and/or exhibiting).
• If it is determined that a company contracted for space with the facility directly, outside of the IAAPA approval process, the pre-existing contract with each facility empowers that facility to close the event without notice