Exhibitor Schedule and Move-in/out Info

Move-in Deadline

Any exhibit booth not occupied by 5:00 p.m. on Monday, Nov. 18 will be reassigned at IAAPA’s discretion, with no refund to the exhibitor. All exhibits must be mostly set up for show management inspection by 5:00 p.m., Monday, Nov. 18 or they could incur fines and penalties. Any inside exhibit without a floor covering will have carpet “forced” by GES and the expense will be billed to the exhibitor as well as a violation will be imposed.

Targeted Move-in

GES and IAAPA have implemented a Targeted Move-in Schedule for this show. Targeted move-in is scheduled for Thursday, Nov. 14 and/or Friday, Nov. 15. Anyone not assigned a targeted move-in date is scheduled for general move-in on Nov. 16-18. An earlier targeted move-in date may be requested by contacting Omar DeJesus with GES at [email protected] by Oct. 30. Your request will be reviewed and you will be contacted with the decision. Only those exhibitors who have been approved a Targeted Move-in will be allowed on the show floor Thursday, Nov. 14 and/or Friday, Nov. 15.

Children

No one under the age of 18 is permitted on the show floor during move-in or move-out.

Special Time Work Permit

If you will 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, please complete a Special Time Work Permit at the IAAPA Security Office (Room S213) or the Operations Office on the show floor on-site by 4:00 p.m. the day you need to work late. Forms will be available on-site.

Move-Out Notes

Move-out will begin immediately after the close of the trade show at 4:01 p.m., Friday, November 22. Dismantling of any part of your exhibit prior to the 4:00 p.m. show closing on Friday, November 22, will result in a monetary penalty, the forfeiture of accumulated priority points, and potential suspension of future exhibiting privileges. This policy is strictly enforced! 

Aisle carpet will be removed promptly at show closing, at 4:01 p.m. This process takes approximately one hour, please keep the aisles clear. As soon as the aisle carpet is up, the return of all shipping containers will begin. All empty boxes, containers and crates will be returned to the booths on Friday evening. This process will be completed within 8 hours of aisle carpet removal. (Example: you may receive your crates as soon as 6:00 p.m. or as late as 1:00 a.m.). Because of the time that return of empty crates or containers may take, please plan your outbound flights accordingly.

GES offers a limited number of Priority+ Empty Return Labels for exhibitors to receive their empty boxes or crates in an expedited manner during move-out. Priority stickers guarantee your box will be returned within 90 minutes of the show closing. There is a maximum of three (3) labels per exhibitor and the cost is $150 per label. Labels cannot be reused or transferred to other exhibitors, booths, or shows. One label must be purchased per crate or container; no stacking is allowed. Due to limited quantities, if you are interested in purchasing, please contact Dominique Davis with GES at +1 (702) 550-3576 or [email protected].

Non-official contractors (EAC’s) will have access to the show floor beginning at 5:00 p.m. on Friday, November 22 as well as any exhibitors bringing in staff/equipment to assist with the dismantling of their booth. The Hand-Carried Policy also applies for move-out. 

All outbound shipments require a GES material handling agreement which can be picked up at the Exhibitor Service Desk on-site. Once all your materials have been packed, labeled and ready to be shipped, return the agreement to the GES desk. Pre-printed Outbound Shipping Labels can be requested online in advance or using the self-service label printing using the kiosks at the exhibitor service desk after creating a QR code in advance.

All carriers must be checked in at the Marshaling Yard by 10:00 a.m. on Sunday, November 24. All exhibit material must be removed from the Orange County Convention Center (OCCC) by 12:00 p.m. on Sunday, November 24. If your designated carrier fails to pick-up by 10:00 a.m. or refuses to accept your shipment, GES will re-route such shipment at the exhibitor’s expense.

Education Program, Special Events, EDUTours

All registered exhibitors who are IAAPA members are welcome to attend the general Education program sessions for free. Institute programs, lunches, breakfasts, receptions, tours, and other events are ticketed and require a registration fee (non-member fees are higher). Tickets can be purchased through the Exhibitor Registration section of your Exhibitor Portal. A full list of events can be found here. 

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