Ancillary and Satellite Events
IAAPA recognizes that IAAPA Expo Asia exhibitors have increasing needs for space and time to host ancillary and satellite meetings. Only Exhibitors and non-exhibiting Platinum sponsors are permitted to hold exhibitor-hosted meetings which do not compete or conflict with the official conference and trade show held during IAAPA Expo Asia 2024, 27-30 May.
IAAPA requires all organizations that wish to hold a function to contact [email protected] for permission. See the following for details.
Types of Events
Ancillary Events and defined as non-IAAPA sponsored events held during official IAAPA Expo Asia dates (27-30 May 2024) that exhibitors and attendees may attend. These include, but are not limited to:
- Meetings of exhibitors, attendees, associations, or other non-IAAPA committees/working groups including board meetings. Scheduling a meeting to host an educational session, product demonstration is prohibited, or social/hospitality events during Expo hours. Meetings may be conducted on a limited basis during Expo hours but may not include catering options.
- Social Events including receptions, dinners, alumni events, reunions, and specialty groups or other hospitality where there is no educational/scientific program presented. These may be restricted to times that are not conflicting with Expo show hours or the Thursday night IAAPA Celebrates.
- Satellite Events are non-IAAPA events scheduled to take place on dates that fall three days before or three days after official IAAPA Expo meeting dates.
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.
Commercial/Exhibiting Companies
One of the benefits for commercial companies that exhibit at IAAPA Expo Asia is the opportunity to host ancillary events during the Expo. Non-exhibiting commercial companies are prohibited from 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 Asia exhibitor.
Event Coordination at Convention Center/Hotels
Requesters are responsible for making all arrangements directly with the venue once space has been approved by IAAPA. Requesters are responsible for providing signage, including setting and removing prior and after 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 approved). 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 a fee for lost revenue.
Cancellation
Any exhibitor that cancels their booth space or is a no-show at IAAPA Expo Asia, 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 Show Management immediately. Show Management is available at IAAPA Member 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
Failure to adhere to the Guidelines may result in any or all the following actions by IAAPA:
- Prohibited from participating as an Exhibitor at a future IAAPA Expo.
- Cancellation of the Ancillary or Satellite Event.
- Loss of exhibitor seniority and/or a monetary fine.
- Refusal to allow company or group the opportunity to exhibit or hold meetings or other events in IAAPA-controlled meeting facilities in current year or a specified number of future years.
- 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.
