Schedule

Move-in Deadline

Any exhibit booth not occupied by 5:00 p.m. on Monday, Nov. 17 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. 17 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. 13 and/or Friday, Nov. 14. Anyone not assigned a targeted move-in date is scheduled for general move-in on Nov. 15-17.

An earlier targeted move-in date may be requested by completing and submitting the Target Variance Request Form to GES by Oct. 23. 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. 13 and/or Friday, Nov. 14.

Targeted Move-In vs. General Move-In

Some exhibitors, due to booth size and/or location, are assigned a Targeted Move-In Date on Thursday, Nov. 13 or Friday, Nov. 14. This assignment does not mean that you need to begin set-up on your assigned Targeted Move-In Date, only that any direct shipments being delivered to the Orange County Convention Center should arrive on your Targeted Move-In Date. Exhibitors with an assigned Targeted Move-In Date will find all shipments sent to the GES advance warehouse at their booth by this day. Shipments delivered outside of your Targeted Move-In Date could result in off-target fees.

Exhibitors that have not been assigned a Targeted Move-In Date are scheduled for move-in during the General Move-In dates of Saturday, Nov. 15 through Monday, Nov. 17. Exhibitors scheduled for General Move-In will find all shipments sent to the GES advance warehouse at their booth by Saturday, Nov. 15. For shipments sent directly to the Orange County Convention Center, shipments should be scheduled to arrive during General Move-In dates. Shipments delivered prior to General Move-In dates could result additional fees.

Exhibitors may request a Targeted Move-In Date change or to be assigned a Targeted Move-In Date by completing and submitting the Target Variance Request Form to GES by Oct. 23. Your request will be reviewed to determine if GES is able to accommodate based on the entirety of exhibitor move-in. Requesting a target change or assignment does not guarantee your request. 

Please be sure to review the Targeted Move-In Schedule.

Children

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

Special Time Work Permit

Exhibitors, representatives of an exhibitor, or EAC's who 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 will need to fill out the Special Time Work Permit online form by 4:00 p.m. each day you need to work late. Please come to the Floor Manager's Office in the center of the exhibit hall to scan the QR code to complete the form.

Move-out Notes

Move-out will begin immediately after the close of the trade show at 4:01 p.m., Friday, Nov. 21. Dismantling of any part of your exhibit prior to the 4 p.m. show closing on Friday, Nov. 21, will result in a monetary penalty, the forfeiture of accumulated priority points, and potential suspension of future exhibiting privileges. This policy is strictly enforced! 

New for 2025! IAAPA Expo and GES are implementing a Targeted Move-Out. Please review the Targeted Move-Out Plan to determine your target move-out day and time. Your booth should be fully packed and your carrier checked in at the marshaling yard by the end of the scheduled move-out time on your targeted move-out day. Please direct questions regarding the Targeted Move-Out to [email protected] with GES.

Aisle carpet will be removed promptly at show closing, at 4:01 p.m. This process takes approximately one hour so please keep the aisles clear during this time. 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 p.m. or as late as 1 a.m.). Because of the time that the return of empty crates or containers may take, please plan your outbound flights accordingly.

Non-official contractors (EAC’s) will have access to the show floor beginning at 5 p.m. on Friday, Nov. 21 as well as any exhibitors bringing in staff or equipment to assist with the dismantling of their booth. The Hand-Carried Policy also applies for move-out. 

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 crate will be returned within 90 minutes of the show closing.

• There is a maximum of three (3) labels per exhibitor and one (1) label must be purchased for each crate (no stacking is allowed).

• The maximum crate size for Priority+ Empty Return labels is 48in x 60in x 96in.

• The cost is $160 per label if purchased in advance. If quantities remain available, labels can be purchased on-site for $200 each

• To request Priority+ Empty Return Labels, please complete and submit the Request Priority+ Empty Return Stickers form. Upon completion, a GES representative will reach out to confirm availability and place your order. Completing this request form does not guarantee that there is availability to accommodate the request.

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 Exhibitor Services 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 8 a.m. on Sunday, Nov. 23. All exhibit material must be removed from the Orange County Convention Center (OCCC) by 12 p.m. on Sunday, Nov. 23. If your designated carrier fails to pick-up by 8 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 Resource Center. A full list of events can be found here.