Exhibitor Guest Program - Invite Your Customers

FREE Access to IAAPA Expo for Customers & Prospects!

What is an Exhibitor Guest?

The Exhibitor Guest Program ensures your customers and prospects can attend the show—as your guest—for free. This is an excellent way for you to provide a personalized benefit to customers, increase your visibility, and strengthen your relationship with them at IAAPA Expo. Persons registering with an Exhibitor Guest Registration Code will receive free admission to the trade show floor (Tuesday – Friday). IAAPA Members will also have access to the education conference program for free. 

Who Can Be Invited?

Exhibitors can invite an unlimited number of customers and prospects to attend. Typically, only a small number of invited guests use the invitation so IAAPA encourages exhibitors to invite anyone who could benefit from attending IAAPA Expo.

While the invitations are limitless; each booth has a maximum number of registrations available. Each 100 square feet receives 10 Exhibitor Guest Registrations. Outdoor booths receive 5 registrations per 100 square feet. The max allotment is 250 per booth. Tabletop Exhibits receive 5 registrations. See the Badge Allotments chart below for details. If you require additional guest registrations beyond your allotment, please contact [email protected] and IAAPA will evaluate on a case-by-case basis if your allotment can be increased. Those that use their guest registration for additional booth staff will not have their allotment increased. Trade and comp booths cannot request or receive additional exhibitor guest codes beyond the allotted amount. The last day to request an increase to your allotment is Nov. 8. 

How Does It Work?

To access your Exhibitor Guest Invites, log in to your Exhibitor Console, click on "Exhibitor Registration" to open the Registration dashboard, and click on the "Exhibitor Guest" button at the top. There are two different ways to choose from to invite your customers to IAAPA Expo 2024:

1. Enter the First Name, Last Name, and Email of the guest you are inviting and click the "Send Invite" button.

2. Copy your unique Invite Code or Registration Link and paste it into the email you want to send to your guests.

You can also monitor the number of times your Invite Code has been used and download a list of the registrants that have used your Invite Code.

Your booth must be fully paid to send guest invites so please contact [email protected] if you need to make your payment.  

IAAPA recommends you send the link directly to your customers to register, indicating how many people from their team can use the code. Exhibitors cannot register their guests due to the IAAPA.org SSO process. If you do not have your customer's IAAPA.org password, you will not be able to register them. In addition, be sure your guest's registration includes their contact information (not the exhibiting company that invited them) or they will not be able to collect their badges on-site during the verification process. IAAPA members will also be able to attend education sessions for free and receive discounted ticket rates.

What If My Guest Already Registered and Paid to Attend?

If an attendee receives an Invite Code but already registered and paid, they can receive a full refund of registration fees less a $25 processing fee by contacting [email protected] by October 18. There are no refunds after October 18.

How Do They Collect Their Badge?

All Exhibitor Guest Registrants must collect their own badges and purchased tickets on-site. They should bring their confirmation and be prepared to show a picture ID to collect their badge. They may need to also show a business card to confirm their industry affiliation. Badge pick-up is located at the “Badge Pick-up” counters in Registration. Exhibitors are not permitted to collect Exhibitor Guest badges for their invited guests. 

How Do I Track Who Registered With My Code?

Open now, exhibitors that are paid in full can log in to Exhibitor Registration and click the Exhibitor Guest tab to view a list of those who have used their Invite Code. It is the exhibitor’s responsibility to ensure only the invited guest uses the code provided. IAAPA will not be held responsible for unauthorized attendees registering with an Exhibitor Guest code. Should an unauthorized registrant register in an exhibitor’s allotment, please contact IAAPA at [email protected] and the registrant will be canceled. 

What If I Need to Increase My Allotment?

If you require additional guest registrations beyond your allotment, please contact [email protected] once the majority have been used and IAAPA will evaluate on a case-by-case basis if your allotment can be increased.

Exhibitors that use Exhibitor Guest registrations for their booth staff will not receive an increase in the allotment. The last day to request an increase to your allotment is Nov. 8. You can monitor who has registered with your code through Exhibitor Registration.

Trade and comp booths cannot request or receive additional exhibitor guest codes beyond the allotted amount.

Can I Use Exhibitor Guest for My Booth Staff?

Exhibitor Guest Invitations not used to register customers and prospects, may be used to register additional Exhibit Staff beyond the allotment of complimentary Exhibitor Staff Badges. Exhibitor Staff Badges obtained in this manner will also be complimentary, but these registrants will only have access to the trade show floor during open, published hours. These registrants will also be subjected to the verification process on-site showing a picture ID to collect their badge. When using Exhibitor Guest invitations for additional staff badges, IAAPA will not increase your guest registration allotment.  

Badge Allotment

Booth Size	Exhibitor Guest Allotment (indoor booths)	Exhibitor Guest Allotment (outdoor booths)
Tabletop Exhibits	5	N/A
100 sqf (10'x10')	10	N/A
200 sqf (10'x20')	20	N/A
400 sqf (10'x40' or 20'x20')	40	20
600 sqf (20'x30' or 10'x60')	60	30
800 sqf (20'x40')	80	40
900 sqf (30'x30')	90	45
1000 sqf (20'x50')	100	50
1200 sqf (30'x40' or 20'x60')	120	60
1600 sqf (20'x80' or 40'x40')	160	80
1800 sqf (30'x60' or 20'x90')	180	90
2000 sqf (40'x50' or 20'x100)	200	100
2700 sqf (30'x90')	250	125
3600 sqf (40'x80')	250	180
5000 sqf and larger	250	250

Exhibitor Guest Invitations may only be used for the purposes set forth above; any other uses, including but not limited to, sale to members/attendees, are prohibited.

Exhibitor Guest Invite Codes are now available!

Exhibitor Services Guide Home