Audience Participation Safety Form & Ride Registration

ALL Exhibitors, regardless of display items, must complete the Audience Participation Safety Form & Ride Registration by Oct. 3.

Audience Participation Definition: A product or device that moves a participant through a fixed course. Coin-op products are exempt.

Dynamic Device Requirements

The exhibitor is solely responsible for compliance with federal, state and local laws governing the attraction or ride. An independent Safety Consultant will conduct a pre-show review of all materials submitted and on-site Safety Inspection. The on-site inspection will review, inspect and approve all product demonstrations. This inspection will continue throughout Expo and this Safety Consultant is authorized to stop any demonstration, any time during the show, that is not inspected, has safety concerns, inconsistencies with industry standards and applicable safety ordinances, codes and regulations relating to the construction or presentation of the exhibits, or is not in compliance with IAAPA guidelines.  

• Submit the booth layout and design including all dimensions. All exhibitors displaying amusement rides and devices shall comply with all applicable ASTM F-24 Group of Standards.
• Fencing is required for all moving rides that are not coin-operated. Fencing must be 42 inches high with an opening no more than 4 inches wide and should include entry and exit gates.
• Exhibitors with dynamic devices must have a first aid kit and fire extinguisher within their booth.
• Provide multi-perspective photographs or overhead and side view renderings (photos or drawings) including dimensions.
• Submit a copy of a liability insurance form including a total combined general liability policy to include the equivalent of US$3 million general aggregate and US$2 million per occurrence. This policy must be additional to the compulsory insurance that IAAPA is carrying on behalf of the exhibitor and must list IAAPA as additionally insured. 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 2025, November 13-23, 2025. IAAPA should be the certificate holder. Address is 4155 West Taft Vineland Road, Orlando, FL 32837.
• Provide operational standard procedures or guidelines including emergency and/or evacuation plan.
• Provide participant or rider requirements or limitations.
• Supply copies, photos, rendering or descriptions of safety signs or audio spiels.
• Provide operator and attendant training records or verification of completed training.
• Provide a copy of the device or attraction opening inspection checklist.
• Supply copies of prior government or private design, manufacturing, or construction approvals. This would be from any private certification firm or engineering firm and governmental approvals.
• If the device or attraction is a prototype the required documentation extends to the major componentry. If the ride is a prototype a written history of the ride or its major componentry and the reasons why IAAPA should grant approval for its demonstration to the public must be included.
• Supply any documents which would answer any questions by the Safety Consultant about safety concerns, inconsistencies with industry standards and applicable safety ordinances, codes and regulations relating to the construction of your exhibit and the demonstration of the device, attraction, game, product, service, or promotion.
• Attend one of the 30-minute Dynamic Exhibitor Operation Review Sessions that take place on-site, Monday, Nov. 17 at 10 a.m. and 3 p.m. Session location is TBD.
• During the show days, complete your Daily Pre-Opening Inspection Form after your inspection and return to the Safety Office in the CLM Risk Management booth #3431 prior to show opening each day.

Form Instructions

1. Login to your Exhibitor Resource Center and click “Ride Reg/Aud. Participation” under the Exhibitor Required Forms section.
2. Select the Product Types for the items that will be in your booth.
   1. If you select G or H, no additional information is required. Submit the form by clicking the orange Update Audience Participation Safety/Ride Registration button at the bottom.
   2. If you select anything in A-F, continue completing the form.
3. Select the Participation Type based on if your product is for participation or display only.
   1. If you select Display Only, no additional information is required. Submit the form by clicking the orange “Update Audience Participation Safety/Ride Registration” button at the bottom.
   2. If you select Dynamic/Audience Participation, continue completing the form.
4. Upload the required files.
   1. Click the Choose File button.
   2. Browse to the file on your computer and select/click Open.
5. Once all information and files have been added, click the orange “Update Audience Participation Safety/Ride Registration” button at the bottom. Please do not submit the form until all required files are available.
6. Upload files of your booth layout. Files should include diagrams with top, front, and side views of your exhibit, and indicate all dimensions.
7. Enter your pre-show and on-site contact information in the boxes at the bottom
8. Click the orange “Update Audience Participation Safety/Ride Registration” at the bottom.