Expo Europe Meeting Room Rules and Guidelines

IAAPA recognises that IAAPA Expo Europe exhibitors and attendees have increasing needs for space and time to host meetings during the Expo. IAAPA has made available time and space in IAAPA-controlled meeting facilities for exhibitor or attendee hosted meetings which do not compete or conflict with the official trade show held at RAI Amsterdam, September 24 – 26, 2024.

Companies that are not currently registered as exhibitors at IAAPA Expo Europe 2024 are not eligible for ancillary space requests, with the exception of non-exhibiting Platinum sponsors. 

IAAPA requires all organisations that wish to hold a function to complete a Meeting Room Application. A completed Meeting Room Application provides IAAPA with the necessary information to assign space and assist members, volunteers, and meeting attendees with any questions that may arise. Meeting room Requests for IAAPA Expo Europe 2024 are now being accepted.

To request a meeting room please contact Lucille Datta on [email protected].

Type of Meeting/Event

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.

Application Deadline

All Meeting Room Request Forms must be submitted by Friday, 13 September 2024.

Application Fee

The application fee is the total cost of your request. Minimum cost is €250, the maximum cost is €1000 (this is calculated on your space application).No requests for meeting room space will be considered without an application. If the application is approved, IAAPA will apply the calculated fee to the rental space fees. If the application is not approved, IAAPA will refund your purchase no later than 31 October 2024.

Meeting Room Fees

FIXED FEES:

MEETING ROOM ROTTERDAM - Meeting room for 20 pax max – boardroom style: 250 € per hour; ½ day (10h to 13h or 14h to 17h): 500 €; full day (10h to 18h): 1000€ - including AV
Meeting Room Rotterdam is located in room F003 near entrance F.

MEETING ROOM UTRECHT - Meeting room for 30 pax max – boardroom style: 250 € per hour; ½ day (10h to 13h or 14h to 17h): 500 €; full day (10h to 18h): 1,000 € - including AV.

Meeting room Utrecht is located in room F004 near entrance F. 

MEETING ROOM BREDA - Meeting room for 40 pax max – U-shape style: 250 € per hour; ½ day (10h to 13h or 14h to 17h): 500 €; full day (10h to 18h): 1,000 € - including AV

Meeting room Breda is located in room F005 near entrance F.

 

Commercial / Exhibiting Companies

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

Request Approval 

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

Request Denial

Meeting Room 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 cancelled.

Event Coordination at Convention Center

Organizers are responsible for making food & beverage arrangements directly with the venue once space has been assigned and the application approved by IAAPA. Organisers must use the official food & beverage contractors at the Rai Convention Center. Each function will be handled individually and issued a separate contract. Organisers should study function contracts carefully before signing, paying special attention to cancellation clauses.

Payment Process and Cancellation Policy

All costs include VAT.

A registration overview will be sent out upon confirmation, with a payment link included.
The booking has free cancellation up until 48 hours before the booking date/time. After that, the booking is considered not refundable.
Any further questions please contact Lucille Datta at [email protected]

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 guidelines including on social media. Violators may be removed from the premisses, 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

Failure to adhere to the Guidelines may result in any or all of the following actions by IAAPA:

Prohibited from participating as an Exhibitor at a future IAAPA Expo Cancellation of the Meeting room space. Loss of exhibition 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 the 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 the facility to close the event without notice.

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