Show Rules and Violation Penalties
The following are are key show rules to be aware of when exhibiting at IAAPA Expo. Please review the Penalties tab for fines and loss of seniority for these and others. Full Expo Show Policies is available at IAAPA.org/ShowPolicies.
- Handouts, Catalogs, Giveaways, Aisle Activity
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Exhibitor literature and printed materials, including trade publications, may only be distributed from within an exhibitor’s contracted booth space and may not appear in any other public space of the Orange County Convention Center (OCCC) or that of the contracted IAAPA hotels. Certain sponsorship opportunities are exempt from this rule. Demonstrations, sales activities, and giveaways must take place within the exhibitors’ booth space. If booth visitors/spectators overflow into the aisles or adjacent booths, or otherwise impede normal traffic flow, Show Management has the right to limit, discontinue or move the demonstration area causing the problem. Distribution of materials and sales efforts may not take place in the aisles or in any other location outside the contracted booth space. Show Management reserves the right to remove any promotional materials distributed outside of designated booth area and/or ask individuals distributing the materials to vacate the premise. Street teams, mobile marketing, flash mobs, etc. that take outside of the contracted booth space is strictly prohibited. Show Management reserves the right to prohibit, limit or discontinue the distribution of gifts, giveaways, or similar promotions.
- Robots, Entertainers, Costume-Characters, Wheeled Vehicles
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Demonstration of any robot, entertainer, costumed character or mechanized product must take place within an exhibitor's contracted booth space. Demonstration of any kind will not be permitted in the aisles or any other public area within the OCCC during IAAPA Expo. Violation of this rule will result in immediate removal of the robot, entertainer, character or vehicle from the OCCC for the duration of the Show.
Demonstration of amusement park products, such as strollers, carts, buggies or any other product or device on wheels, must remain within the contracted booth space. Operation of any device on wheels in the aisles or in any other public space within the OCCC is strictly prohibited (except for approved wheelchairs, carts for people with disabilities, and certain approved Show Sponsors). Any wheeled device operating outside the booth space will be removed from the trade show floor for the duration of the show.
- Sound Levels
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Exhibitors must keep sound levels in their booth space to a reasonable level during the show. IAAPA reserves the right to determine when excessive sound, music, or other display activities interfere with other exhibitors’ ability to conduct business. Sustained noise should be no higher than 75 decibels (db) with intermittent peaks up to 85 db. Failure to maintain a reasonable decibel level (below 75db) may result in IAAPA Show Management setting an appropriate level for a specific exhibitor. Decibel levels will be monitored on the trade show floor during all show days.
- Selling Rules
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Selling within your exhibit space in exchange for cash or credit card when the purchaser 'carries away' merchandise is strictly prohibited. Exhibitor signage offering in-booth sales of display merchandise, for take-away, is prohibited. Exhibitors may only take orders for future delivery. Violation of this policy will result in a fine and/or loss of seniority.
- Subletting/Resale or Subcontracting Exhibit Space
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Subletting or subcontracting of exhibit space to another company is strictly prohibited. Staff from non-affiliated/non-exhibiting companies, present in a booth for “selling”, is strictly prohibited.
Resale of reserved or contracted exhibit space is prohibited and will result in the loss of accumulated priority points and other penalties. Exhibitors are prohibited from engaging in any exhibit activity in any space other than that which has been contracted.
- Co-Locating Booth Space
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An exhibiting company may co-locate with another company if they have 51% or greater ownership. Proof of ownership must be provided to IAAPA prior to assignment.
An exhibiting company’s booth must be branded with contracted exhibitor’s name/logo. Proof of the sales agreement must be provided to IAAPA upon request.
An exhibiting company can promote a third-party company’s product/service in their booth if they are at least a minority stakeholder in the third-party company’s product/service or are a distributor for the third-party company. Only the third-party product/service can be promoted in the booth and may not be the sole product/service being promoted. The third-party company name/logo cannot be displayed as an exhibitor.
- Booth Staffing
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Booth must remain intact and staffed during all open show hours. Any booths found unattended longer than 30 minutes will face penalties. No form of booth packing should begin until the show closes Friday, Nov. 22 at 4:00 p.m. All personnel working in a booth must be employees of the exhibiting company.
- Product Legalities
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Exhibitors with products, the sale of which may be illegal in certain jurisdictions, must display a sign in their booth space to that effect. Manufacturers and other exhibitors of equipment that may be considered to be gaming equipment, devices or other products are responsible for determining that they can legally exhibit such items in Florida and Orlando.
- Safe Practices
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Exhibitors and their contractors that don't follow safe move-in or move-out practices, will receive a violation. Refer to the Safety Guidelines for details.
- Violations, Fines, and Loss of Seniority
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In its sole discretion, IAAPA will be assessing penalties for rules and regulations violations on the show floor during IAAPA Expo. IAAPA will give exhibitors two warnings (when applicable) and then apply an appropriate penalty. Both the Manufacturers & Suppliers Committee and the Space Allocation Subcommittee have determined penalties in advance, which could range from mild (cessation of product demonstration) to severe (loss of exhibitor priority, seniority points, and a monetary fine).
Violations may be added or amended at any time as is seen necessary by committee members. Penalties include but are not limited to; loss of one to ten years of exhibit seniority, booth closure, exhibitor suspension, monetary penalty or a combination of penalties listed. Please read the Exhibitor Services Guide carefully and contact IAAPA should you have any questions concerning show rules and/or this policy.
The following is a list of booth and safety violations and the suggested penalty that may be enforced. All fees are in U.S. dollars. Repeat violations from previous years will receive double the penalty and loss of seniority points.
Violation Loss of Exhibit Seniority Penalty Badge Sharing or Attendee Wearing an Exhibitor Badge One (1) Year $250 Late Set-up One (1) Year $250 Aisle Infringement One (1) Year $250 Late Submission of Required Documents (Safety Form, Booth Layout) One (1) Year $250 Setback / Visual Line of Site Infringement One (1) Year $250 Double-Sided Signage Infraction One (1) Year $250 Height Violation One (1) Year $250 Display Unfinished or Unsightly / No Floor Covering One (1) Year $250 Awning/Overhang Beyond Booth Boundaries One (1) Year $250 Customers in Aisle Due to Booth Design One (1) Year $250 Selling On the Trade Show Floor One (1) Year $250 Product Waste or Emissions in Aisle One (1) Year $250 Booth Photography Without Permission* One (1) Year $250 Construction/Set-up During Show Hours Two (2) Years $250 Underage (less than 18) Children in Booth During Move-In or Move-Out Two (2) Years $250 Product and/or Literature Displayed and/or Distributed Outside of Booth (includes fog, lasers, confetti, etc.) Two (2) Years $250 Costume Characters Outside of Booth (not in transit) Two (2) Years $250 Subletting Booth Space or Non-Approved Co-Locating Two (2) Years $250 Use of Flammable Display Materials Two (2) Years $250 Unsafe Move-in or Move-out Practices Two (2) Years $250 Product Removal During Show Three (3) Years $500 Hospitality Suites or Events Held Off Show Floor During Open Show Hours Three (3) Years $500 Noise Violation Three (3) Years $500 Early Tear-Down / Dismantle / No Show** Three (3) Years $500 Booth Left Unstaffed Greater than 30 Minutes Three (3) Years $500 Violation of ASTM F24 Standards applicable to Amusement Rides/Devices Ten (10) Years $1000 Static Ride Placed into Operation Without Approval Ten (10) Years $1000 Mechanical Devices and Structures in Exhibit Area No Properly Assembled Ten (10) Years $1000 *Would be waived when utilized for documentation of intellectual property rights, AND only if that company’s intellectual property claim (complaint or defense) is found to be valid by the IP mediators.
**No Show violation includes any booth cancellations within one week of show move-in date.
