Important Show Information

Venue Location

Orange County Convention Center (OCCC)
North/South Building
9400 Universal Blvd.
Orlando, Florida 32819-9340 USA

Dates

Show Floor: November 18-21, 2025 (Tuesday-Friday)
Education: November 17-20, 2025 (Monday-Thursday)

View the full Schedule including move-in and move-out

Floor Surface & Load Capacity

All inside exhibit hall floors are concrete. The floor load capacity is 400 pounds per square foot. The outside exhibit space is asphalt. 

Height Restrictions

The inside exhibit hall height is 40ft (12.19m) to the building support beams. If your booth display items will be higher than the maximum allowable height for your booth type based on the Booth Display Specifications, you must submit for a Variance Request using the Booth Layout Form for review by September 12. IAAPA will only make a height variance for products that don’t affect the sight lines of neighbor booths. 

Aisles

All aisles in the exhibit hall are 10ft (3.05m) wide. Cross-aisles are 20ft (6.10m) wide. Please refer to the Exhibit Hall Floor Plan.

Columns

Columns are located throughout the exhibit hall. Some exhibit booths may be affected by columns in their contracted space. Refer to the Exhibit Hall Floor Plan or contact the sales team if you have concerns. Nothing can be attached to the columns without IAAPA and building permission, and the safety equipment on the columns cannot be blocked.

Drape and Aisle Carpet Colors

Back booth drape will be BLUE and WHITE, and side booth drape will be BLUE. See images here. 

The exhibit hall and booths are not carpeted. All exhibitors with indoor space must have carpet or a floor covering. 

Aisle carpet color is based on pavilions, as follows: 

Included with Your Booth

Unless you contracted for a Turnkey Package, linear and perimeter booths (10ft deep) will receive 8ft high back drape and 3ft high side drape. If your booth is on a corner, no side drape along the aisle will be provided unless requested. 

Peninsula and Split Island booths will receive 8ft high drape along the entire back of the booth. If both booths backing up to each other have full back walls, then no drape will be provided.

No drape is provided for island booths.

An 11”x17” booth sign with the exhibiting as name will be hung from the center of the back drape for booths up to 300 sq ft. Booths larger than 300 sqft can request an ID sign with GES in advance. See all the drape configurations here. 

Floor Covering

Unless you contracted for a Turnkey Package, no floor covering is provided with your booth. All indoor booths must have carpet or some form of floor covering over the entire contracted exhibit space. Loose materials like mulch are not permitted. Any raised flooring must comply with the regulations. Carpet rental can be arranged through GES.

Required Forms

There are several required forms that ALL exhibitors must submit regardless of booth size or display type, including the Booth Layout Form and Audience Participation Safety Form. Please note that submitting late or failure to submit these forms will result in a show violation. Login to your Exhibitor Resource Center and, under Exhibitor Required Documents, click the form name to get started. Please alert IAAPA at [email protected] no later than the deadline if you will be delayed in your submission. 

Insurance

IAAPA has contracted a basic general liability policy on behalf of each exhibitor of $2 million general aggregate and $1 million per occurrence coverage. The cost is $100 per exhibiting company and the fee must be paid with the exhibitor’s contract. This covers each exhibiting company, so they are not required to submit a customized certificate with show information to IAAPA for review. Exhibitors should still carry their own insurance; this is additional coverage that IAAPA is contracting on behalf of the exhibitors. This is a time-savings benefit to both the exhibitor and IAAPA.

Any exhibitor displaying an amusement ride or device (per ASTM 747-06) which allows audience participation, using flammable materials, or serving/sampling food items not provided by Sodexo Live!, will need to carry additional coverage of $3 million general aggregate and $2 million per occurrence and provide IAAPA with a copy of that certificate through the Certificate of Insurance Form found in your Exhibitor Resource Center by October 3. The Certificate of Insurance should include the following information on the certificate:

IAAPA, Orange County Convention Center, GES, their entities, subsidiaries, agents, representatives, officers, staff, volunteers and employees, are additionally insured for IAAPA Expo 2025, November 13-23, 2025.

IAAPA should be the certificate holder at the address 4155 West Taft Vineland Road, Orlando, FL 32837.

Internet

Wireless internet service will be available in all IAAPA areas of the North and South buildings including meeting rooms, public concourses, and on the trade show floor. Access is free for those wishing to check email, send texts, or other "light" use. If you plan to stream videos, download files, or use for more complex needs, we highly recommend you arrange for your own connection, so the speed does not inhibit your sales process. Please see the Smart City order form to order internet service.

Unmanned Aerial Vehicles/Drones

If you plan to utilize an unmanned aerial vehicle/remotely piloted aircraft/drone in your booth please contact IAAPA at [email protected]. Restrictions apply and additional materials are required in advance to receive approval.

Costume Characters

There will be a costume character changing room located in the Exhibitor Services Area, on the south side of the center pod. Exhibitors may use the room for any costume changing required. Please note the room will be unsecured so do not leave valuables in the room at any time. Costume characters should only be outside of the contracted booth space when walking to/from the hall entrance, the restroom, or changing room. Characters should not engage with attendees while in transit.  

Product Removal

No product should be removed from the trade show floor once the booth is set and the show has opened. This includes product that is sold or damaged during the expo.

Cash and carry sales are prohibited.

Buyers who wish to collect exhibitor product via the loading dock or shipping after 4 p.m. on Friday, Nov. 21 once the show has closed should visit the GES desk in the Exhibitor Services area to obtain a material handling form. It is the exhibitor’s and customer’s responsibility to complete the required paperwork, pay freight handling fees, and have the shipment collected during the designated move-out period.

IAAPA, GES, and the OCCC will take no responsibility for missing or damaged materials that did not follow the proper move-out procedures. 

Wash Stations and Grease Barrels

Exhibitors who are approved for sampling food or beverage in their booth may utilize the wash stations and grease barrels located on the north side of the center pod, behind the tabletop exhibits area. 

Children

For safety reasons, no one under the age of 18 years is permitted on the show floor during move-in or move-out under any circumstances. However, registered children are permitted on the show floor during open show hours. Children 17 and under may pick up a wristband on-site at registration with a registered adult at no charge. 

Member Benefits

Exhibitors are not required to be a member of IAAPA to exhibit at IAAPA Expo. However, exhibitors that are not yet IAAPA members will pay higher rates for attending special events as well as an additional fee if they want to attend any of the education conference. If you wish to become a member so you can save 40% off all event pricing, as well as FREE access to the education conference, please see the membership information here. 

Product Donations

Give Kids The World Village is an 89-acre, nonprofit "storybook" resort in Central Florida where children with critical illnesses and their families are treated to weeklong, cost-free vacations. IAAPA and many of our members have partnered with Give Kids The World for more than 30 years.

Exhibitors can further partner with Give Kids The World by donating new/unused items such as plush, games, candy, T-shirts, rides, and more. Exhibitors that have excess items at the end of the show can donate them to Give Kids The World quickly and easily. 

• Download and complete the Give Kids The World Village In-Kind form and email to Ken Facey at [email protected] or fax to Give Kids The World at 407-396-1207.
• At the conclusion of IAAPA Expo on Friday, Nov. 21, drop off the items you are donating at the South Dock 05, near the beginning of aisle 100 in the South Hall from 4 to 6 p.m. in the designated Give Kids The World donation trailer.

Be Aware of Rogue Companies

Be aware that many companies inappropriately represent themselves as official vendors for IAAPA, especially offering services such as hotel rooms, audio-visual, furniture, mailing lists, show guides, etc. in conjunction with an IAAPA trade show. It is always best to check the show’s Official Contractor list before responding to their solicitation to determine if they are IAAPA-approved.