Show Policies during an IAAPA Expo

By registering for or attending an IAAPA-sponsored Expo or other event, I acknowledge and agree that IAAPA shall not be liable for any claims, losses, damages, death, injuries, communicable disease, illness, or other liability which may be sustained by any person who may be on the premises for the event, including but not limited to any registrant, attendee, or agent, employee, representative or guest thereof, or any other person or entity. I agree to hold harmless IAAPA from any and all claims, losses, damages, death, injuries, communicable disease, illness, or other liability whatsoever, whether to property, person or otherwise, that may arise in connection with attendance at the event. 

By attending an IAAPA-sponsored Expo or other events, I recognize and accept that some exhibits, amusement park rides, attractions or other installations of facilities (collectively, "attractions") may pose risk of discomfort or injury to myself or other attendees or damage clothing or property. I recognize that for safety and comfort and in order to participate, I should be in good health and free from heart, back, or neck problems, motion sickness, or other conditions that could be aggravated by such attractions, and that expectant mothers should not ride.

IN CONSIDERATION FOR PARTICIPATION AT AN IAAPA-SPONSORED EVENT, I HEREBY ASSUME ANY AND ALL RISKS, WHETHER KNOWN OR UNKNOWN, AND KNOWINGLY AND WILLINGLY WAIVE ANY AND ALL RIGHTS, CLAIMS, SUITS, DAMAGES, COSTS, OR OTHER COMPENSATION OR ADJUSTMENT FROM IAAPA OR ITS OFFICERS OR AGENTS, IN ANY FORM FOR ANY REASON. 

In no event will IAAPA be liable to any registrant or attendee, whether in contract or tort, for any amount in excess of the fees paid by such. In no event shall IAAPA be liable, whether in contract or tort, for any indirect, consequential, exemplary, punitive or special damages or awards, including but not limited to lost profits.

Pursuant to section 2.02 (a) of the association’s bylaws, it is the policy of the association that IAAPA complies strictly with the letter and spirit of all federal and state antitrust laws, rules, and regulations applicable in any jurisdiction in which the association or its members do business. Any activities of the association or association-related actions of its staff, officers, directors, or members that violate these regulations and laws are detrimental to the interests of the association and are unequivocally contrary to association policy. As such, all directors, officers, committee members, employees, and staff will be advised of the areas of antitrust concern to IAAPA and are responsible for understanding and monitoring adherence to the antitrust policy.

This policy applies both to activities within IAAPA and to any joint activities that involve IAAPA with other entities, associations, and organizations. However, the policy is necessarily general and cannot anticipate every issue that may emerge. Therefore, it is very important that IAAPA employees, officers, directors, and members consult with legal counsel whenever questions or issues arise concerning application of this policy and the antitrust laws in general.

Implementation of the antitrust compliance policy of IAAPA shall include, but not be limited to, the following:

• The association membership, Board of Directors, and all other committee meetings shall be conducted consistent with this policy and pursuant to agendas distributed to attendees; discussions shall be limited to agenda items and minutes of all meetings shall be kept and distributed to attendees promptly.
• All association activities or discussions shall be avoided which might be construed as tending to: (a) address fees, including raising, lowering, or stabilizing prices; (b) regulate production; (c) allocate markets; (d) encourage boycotts; (e) foster unfair trade practices; (f) assist in monopolization or in any way violate applicable regulations and antitrust laws in any jurisdiction.
• No officer, director, or member of the association shall make any representation in public or in private, orally or in writing, which states or appears to state an official policy or position of the association without specific authorization to do so.

An ancillary or satellite event is defined as any activity or gathering, including but not limited to meetings, receptions, presentations, seminars, or social events, that are organized by any individual, company, or organization other than IAAPA, and is held in conjunction with or alongside an IAAPA expo.

IAAPA is committed to delivering a cohesive and focused experience for all attendees, exhibitors, and sponsors. To maintain the integrity of our event and ensure alignment with the interests of all stakeholders, the organization, promotion, or hosting of any ancillary or satellite event that directly competes with official organizer-produced events is strictly prohibited.

Competing events are defined as those that:

• Target the same audience or demographic as the expo.
• Occur during the same time slots as official event programming, including exhibit hall hours, networking events, educational sessions, or keynotes.
• Offer similar content, themes, or purposes that overlap with the expo’s offerings.
• Violations of this policy may result in the denial of future participation, sponsorship opportunities, or exhibit space at the expo. We encourage all partners and participants to collaborate with the organizer to ensure a unified and mutually beneficial experience for all attendees.

Satellite Events
Events that take place three days before or three days after official IAAPA Expo meeting dates are considered Satellite Events. IAAPA will approve Satellite Events if notified in advance.

Ancillary Meetings
A company may hold at IAAPA-controlled meeting facilities (convention center/host hotels) if:

• Current exhibitor at the Expo
• If not an exhibitor, must be a Platinum-level sponsor
• May hold one 8-hour meeting or two 4-hour meetings during show hours (cannot include catering)
• Social Events are only permitted as noted below

No Ancillary Event should occur:

• During open Show Hours
• During signature IAAPA events including Opening Ceremony, Opening Reception, IAAPA Celebrates (if applicable) and Leadership Breakfast.
• During regular education program sessions.
• Any non-exhibiting MSC company is not permitted to hold an ancillary event.

If the event is outside the above dates/times, Ancillary Events will be allowed:

• Dates prior to or after official trade show dates
• During EDUTours
• During ticketed IAAPA Special Events such as industry specific breakfasts, lunches, and networking receptions.
• Client dinners or functions under 20 people in size that comply with the above guidelines are allowed and do not need to submit to IAAPA for approval.

Approval Process:

• Any company that wishes to hold an Ancillary or Satellite Event should request approval from IAAPA by completing an application or emailing the event manager team for that expo if no application is available.
• Information provided must include:
  • Host company name, address
  • Contact name, email, and telephone
  • Booth number (if exhibiting)
  • Date and Times of event
  • Event location
  • Number of people expected
  • Targeted audience
  • Event description
• Any company that wishes to have buses as the facility to pick-up attendees for an ancillary event must receive approval from IAAPA.

Violations
If a company violates IAAPA’s policy the company will receive:

• $500 fine.
• Loss of 3 years exhibitor seniority (if applicable).
• If the company violates the a 2nd year, the fines and loss of seniority to double. In addition, the company is subject to be banned from future IAAPA expos (attending and/or exhibiting).

Any questions about this policy, please contact [email protected].

While IAAPA expos are open to all industry personnel, solicitation is strictly regulated. Any attendee or exhibitor observed soliciting business including the distribution of promotional material in aisles, other public spaces, or within another company’s booth will be asked to surrender their badge and leave the show floor immediately. 

Non-exhibiting attendees are prohibited from promoting their business services in any form, including but not limited to direct communication with attendees, social media, and during networking and special events organized and/or executed by IAAPA. 

In addition, solicitation activities conducted outside of the event facility during official expo hours, when such activities are intended to divert attendees, buyers, or exhibitors away from the show floor, are considered a form of non-exhibitor solicitation. While these activities may not occur within the physical boundaries of the expo they conflict with IAAPA’s solicitation policy and the intent of the event. 

Violations of this policy may result in removal from the premises, revocation of event credentials, and/or prohibition from attending future IAAPA events. 

The unauthorized use of the IAAPA name, logos, trademarks, event branding, or official event hashtags in any promotional, marketing, or sales-related context by non-exhibiting companies or individuals is strictly prohibited. IAAPA reserves the right, at its sole discretion, to determine what constitutes unauthorized or improper use and to take immediate corrective action. IAAPA further reserves the right to revoke event credentials or badges at any time, without refund, for violations of this policy or any attempt to circumvent exhibitor participation requirements. 

IAAPA asks that any observed violations be reported to Show Management immediately including the name of the individual involved and the company they represent. Show Management is available at IAAPA Member Central, Registration, or the Show/Operations Office, and reports may also be submitted via email to [email protected]. 

IAAPA’s suitcasing policy exists to ensure a fair, transparent, and trusted marketplace for all participants. By limiting commercial promotion and solicitation to contracted exhibitors, IAAPA protects exhibitor investment, preserves the value of the expo experience, and maintains a level playing field for members and partners. This policy supports the long-term integrity of IAAPA events and helps ensure that all participants benefit from a professional, high-quality environment.

We may take photographs or videos at our “live” events, and our webinars may be recorded. Your personal data may therefore be collected (e.g., in pictures, videos, or recordings). We process this personal data on the basis that it is in our legitimate interests to do so (in promoting and marketing the IAAPA – e.g., by sharing pictures, videos, and recordings in publications, on social media, and on our website). If you are not happy with your personal data being collected, processed, and shared in this manner, then please contact [email protected] when signing up, or when attending an event. If you do not object to us collecting, processing, and sharing your personal data in this manner, then we do not consider your fundamental rights and freedoms to outweigh our legitimate interests.

Only escorted members of the Press are allowed to photograph booths. Attendees must obtain permission from the exhibitor before photographing a booth. Selfie sticks and Periscoping or Livestreaming of any kind is not permitted.

Photographing, video or audio recording of exhibits, product demonstrations, sessions, slides, oral or poster presentations without presenter/author's permission.

We strive to host inclusive, accessible events that enable all individuals, including individuals with disabilities, to engage fully. Please contact [email protected] if you require any accommodations at least 30 days prior.

IAAPA events can include flash photography, strobe lights, loud/amplified noise or music, and/or fireworks.

• Personal safety and the security of personal effects is the responsibility of each registrant.
• No hoverboards or Segways are permitted on the trade show floor.
• No weapons of any kind.
• Random bag checking may take place during an Expo. Failure to consent or submit to inspection may result in denial of entry.

Failure to adhere to Expo Show Guidelines can result in the confiscation of name badge and removal from event.

Confidential product information may be shared in exhibitor booths, product demonstrations and in meetings. Participants agree not to use or disclose at any time any confidential information of any exhibitor or their affiliated groups, unless expressly authorized in writing and/or required by law. Taking photos, videos or capturing images of any product or booth display without the consent of exhibitors is forbidden.

Review local and national health guidance before attending and follow any requirements.

If you have a fever or other symptoms that may put others at risk of becoming ill, we encourage you not to attend.

Follow all health, safety and security processes including emergency procedures and access protocols such as any age limits.

Participants acknowledge that their use of technology during IAAPA events is not guaranteed. At no IAAPA event shall IAAPA be liable for interruptions to Internet access, power access, video camera access, or audio capabilities, nor of any similar interruptions.

Participants may not utilize our Websites or Connect+ mobile app to (i) upload or otherwise provide infringing, defamatory, obscene, pornographic, threatening, abusive, illegal or otherwise improper content; (ii) upload viruses or harmful components to an IAAPA event; (iii) engage in communications leading or related to an agreement in restraint of trade, to (iv) exchange specific information relating to your prices, profits, or costs; (v) in any other manner to limit competition or restrain trade in violation of state and federal antitrust laws; or, (vi) to further any unlawful purpose or to violate the rights of any person or entity.

Participants may not upload or otherwise provide content with a commercial purpose or attempt to solicit funds or advertise goods and services.

Badges are not transferable. Reproduction, sharing or swapping or name badges is not permitted. Failure to adhere to Show Policies can result in confiscation of name badge and removal from the facility. Badges must be worn at all events. IAAPA is not shipping any attendee name badges or purchased special event tickets in advance. All attendee name badges and purchased special event tickets can be collected at Registration with a copy of your confirmation email, and photo ID. Every attendee must collect their own name badge.

All attendees will be required to provide a picture ID to collect their badge, purchased tickets on-site. Students and Faculty will be required to provide a current student or faculty ID from a degree-granting university or college.

Lost, stolen or misplaced badges must be repurchased at:

• $50 USD for IAAPA Expo Asia and IAAPA Expo Middle East
• €‎50 EUR for IAAPA Expo Europe
• $100 USD for IAAPA Expo

If the originals are located and returned within 24 hours, you must submit to IAAPA a written request for a refund after the show. No refunds will be processed on site. IAAPA will evaluate each refund request on a case-by-case basis.

IAAPA Expo

• Only written requests to [email protected] received on or before 30 days prior to the start of the Expo, will receive a refund for registration, less a 10% processing fee. Special event tickets, charity items, and upgrades are non-refundable under any circumstance. Cancellations due to illness or emergency will be evaluated by IAAPA on a case-by-case basis.

IAAPA Expo Europe

• Only written requests to [email protected] received on or before 30 days prior to the start of the Expo, will receive a refund for registration, less a 10% processing fee. Special event tickets, charity items, and upgrades are non-refundable under any circumstance. Cancellations due to illness or emergency will be evaluated by IAAPA on a case-by-case basis.

IAAPA Expo Asia:

• Only written requests to [email protected], received on or before 30 days prior to the start of IAAPA Expo Asia will receive a refund, less a $25 processing fee. There are no refunds for registration fees after the 30-day cutoff date. There will be no refund for special event tickets purchased and no refund for charity items benefiting the IAAPA Foundation at any time. Cancellations due to illness or emergency will be evaluated by the IAAPA team on a case-by-case basis.

IAAPA Expo Middle East:

• Only written requests to [email protected], received on or before 30 days prior to the start of the Expo, will receive a refund for registration, less a 10% processing fee. Special event tickets, charity items, and upgrades are non-refundable under any circumstance. Cancellations due to illness or emergency will be evaluated by IAAPA on a case-by-case basis.

IAAPA Expos are only open to attractions industry professionals. They are not open to the general public. Only registrants wearing an official Expo badge will be allowed on the trade show floor.

Anyone under 18 years of age must register and pick up a wristband onsite at registration. Registration for anyone under 18 years of age is complimentary, however, the identification wristband must be worn all times.

Those under 18:

• Must be accompanied by an adult at all times.
• Are not allowed to attend ticketed events and the education conference.
• Are not allowed on the trade show floor during exhibitor move in or move out, or early/late access hours.

We welcome attendees from across the world. However, as an organization headquartered in the U.S., IAAPA is required to comply with U.S. sanctions regulations. Therefore, IAAPA cannot accept any payment coming from sanctioned Russian banks. You are welcome though to use any other compliant payment method. Additionally, all registrants are screened against U.S. sanctions lists, and sanctioned individuals cannot be granted access to the event.

• IAAPA expos and events provide an ideal opportunity to exchange information, participate in education sessions, network, and buy and sell new products and services. IAAPA is committed to providing a friendly, safe, and welcoming environment for all, regardless of gender, sexual orientation, disability, race, ethnicity, religion, or national origin. We expect all attendees, journalists, speakers, staff, volunteers, organizers, venue staff, vendors, and exhibitors to help us ensure a safe and positive experience for everyone. The guidelines for appropriate behavior and conduct at all IAAPA Expos and events are listed below. Also included are the expectations for participant behavior, as well as the consequences for unacceptable behavior.
• Be considerate, respectful, and collaborative.
• Refrain from demeaning, discriminatory, or harassing behavior or speech.
• Be mindful of your surroundings at all times.
• Alert event venue security or a member of the IAAPA team if you notice a dangerous or harassing situation or someone in distress.

• Unacceptable behaviors include: intimidating, threatening, harassing, physically or verbally abusive, discriminatory, derogatory, or demeaning conduct by any participant at the event or at any related event activities. All who participate in the event deserve respectful treatment, regardless of the capacity in which they are attending.
• IAAPA defines harassment to include: offensive verbal comments or clothing related to gender, sexual orientation, race, religion, national origin, gender identity, or disability; use of nudity and/or sexual images in public spaces (including presentation slides); deliberate intimidation, stalking or unwelcome following; harassing photography or recording; sustained disruption of talks or other events; unwelcome physical contact or sexual attention.
• Attendees often combine professional activities with social interaction with other attendees and while IAAPA encourages such networking and strengthening of connections between participants, IAAPA reserves the right to remove anyone whose social attentions become unwelcome to another, particularly if the behavior continues after their unwelcome nature has been communicated to the offending individual. IAAPA also reserves the right to remove any participant who appears inebriated or engages in conduct that interferes with the ability of others to participate in and enjoy the event. Weapons of any kind are prohibited at IAAPA events.
• Real or implied threat of physical, professional or financial damage or harm.
• Inappropriate disruption of an exhibit, product demonstrations, educational or networking sessions, meetings or sessions or other events organized by IAAPA throughout the event. All participants must comply with the instructions of the moderator and any IAAPA team member.
• Derogatory social media or app posts against a competitor.
• Assembling for the purpose of disturbing the peace or committing an offence.

Conduct in violation of these guidelines should be brought promptly to the attention of event security and an IAAPA Human Resources team member. If a Human Resources team member is not immediately available to address the concern, please notify any member of the IAAPA leadership team or the IAAPA expo operations team.

Unacceptable behavior will not be tolerated at the events, whether by attendees, journalists, speakers, volunteers, organizers, venue staff, sponsors, or exhibitors. Anyone asked to stop unacceptable behavior is expected to comply immediately. IAAPA expects all attendees and exhibitors to abide by guidelines at all event venues and event-related social activities as a condition of attendance.  IAAPA, in its discretion, may bar those who violate these guidelines from continued attendance or participation in some or all of the event, without refund of any fees paid, and may in appropriate circumstance bar violators of these policies from attendance or participation at future events.