Review IAAPA Expo 2025 Exhibitor Services Guide

The Exhibitor Services Guide (ESG) contains all the order forms and information exhibitors need to have a successful IAAPA Expo 2025. Be sure to review the IAAPA Expo 2025 Exhibitor Services Guide and bookmark the site for future referencing.

Confirm Booth Design Meets IAAPA Specifications

Review the IAAPA Expo Booth Design Specifications to ensure your booth design complies with the rules and requirements of the expo.

Make Staff Hotel Reservations

IAAPA has secured discounted rates at a selection of Orlando hotels. We encourage you to book your hotel through onPeak early for the best selection and price.

Review Sponsorship Opportunities

Elevate your brand’s presence, expand your network, and drive growth through customized sponsorship opportunities.

Register Exhibitor Staff for Badges

Register your booth staff early to add special events to each registration. Modifications can always be made if anything changes.

Final Payment for Exhibit Space Due

Make sure your booth is paid in full as today is the final payment due date for exhibit space at IAAPA Expo 2025.

Awards Application: Best New Product & Impact Awards

Enter for the IAAPA Brass Ring Exhibitor Awards to be recognized as the Best New Product or Service in the Attractions Industry at IAAPA Expo.

Live Chat: Competition & Collaboration: How Manufacturers and Suppliers Can Work Together

Information Coming Soon

Webinar: IAAPA Expo Insider Secrets: Even More Essential Tips for Exhibitors

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Booth Layout Form Submission

All exhibitors are REQUIRED to complete the Booth Layout Form regardless of booth size. Additional information is required for booths that are 20’ x 20’ (6.10m x 6.10m) or larger, feature an inflatable of any size, or are requesting a variance to the booth design specifications. Submit the form before the deadline to avoid a violation penalty.

Lead Retrieval Order (Early Bird Deadline)

Order Lead Retrieval by Sept. 12 to take advantage of the early bird pricing.

Press Conference Submission & Inclusion in "What's New" Press Release

Take advantage of complimentary media services to announce a new product or service. Schedule a press conference, request the registered media list, and submit new product information.

Advertising in Funworld issue distributed at IAAPA Expo

Reach a dedicated audience of industry leaders and decision-makers through impactful advertising in Funworld magazine, throughout the year and in the Funworld issue that will be distributed at IAAPA Expo.

Complete Booth Profile/Exhibitor Listing

Update your Booth Profile to take advantage of an enhanced directory listing on the IAAPA Expo floor plan and in Connect+, IAAPA’s mobile app.

Audience Participation Safety Form & Ride Registration Submission

All exhibitors are REQUIRED to complete the Audience Participation Safety Form & Ride Registration. Additional information is required for booths that will have a product or device that moves a participant through a fixed course. Submit the form before the deadline to avoid a violation penalty.

Certificate of Insurance Submission

All exhibitors are REQUIRED to complete the Certificate of Insurance Form. Exhibitors that will be displaying a dynamic device, serving food or beverage not ordered through Sodexo, cooking or use of any heat producing device, or use of flammable materials, must obtain additional insurance coverage and submit to IAAPA. Submit the form before the deadline to avoid a violation penalty.

Request Wristbands for Move-in

If you would like to request wristbands for exhibitor move-in to be mailed to you in advance, please complete the Wristbands for Exhibitor Move-in form by the deadline date. (max. 20 wristbands; shipping is available via regular USPS to U.S. addresses ONLY)

Exhibitor Sustainability Pledge

In an effort to make IAAPA Expo more sustainable, IAAPA is inviting exhibitors to participate in the IAAPA Expo Exhibitor Sustainability Pledge by practicing sustainability efforts during IAAPA Expo.

Begin Acceptance of Delivered Shipments to the GES Advance Warehouse

GES will accept crated shipments to their advance warehouse beginning Oct. 10 through Nov. 10 (shipments received after Nov. 10 will incur late fees).

Exhibitor Appointed Contractor (EAC) Registration

An Exhibitor Appointed Contractor (EAC) is defined as any service contractor that is not an official contractor for IAAPA Expo. Types of service include: set-up/tear-down, I&D contractors, audio-visual, etc. All EAC's must register for approval to work at IAAPA Expo. Official Contractors and exhibitors that are constructing their own booth do not need to register as an EAC.

Lead Retrieval Order (Advance Deadline)

Order Lead Retrieval by Oct. 17 to take advantage of the advance deadline pricing.

International Freight: LCL Ocean to Orlando Terminal; Freight for Advance Warehouse Delivery

LCL ocean freight for delivery to the GES advance warehouse should arrive by Oct. 17. Contact DSV for additional information.

Orange County Convention Center Cooking & Open Flame Form

Exhibitors planning to have a display with cooking, open flames, gas appliances, or any heat producing device must submit the Cooking & Open Flame Form to the Orange County Convention Center for approval. Fire Marshal approval or a Fire Watch may be required.

Orange County Convention Center Multi-Level & Covered Booth Form

Multi-level (regardless the size) or covered (larger than 300 square feet) exhibits must be reviewed by the Orange County Convention Center Event Management department and Orange County Fire Rescue Services Department. Please review the Multi-Level & Covered Booth Conditions and submit the Covered Booth & Multilevel Form with the required information.

Fire Watch Order (if to be paid by IAAPA)

A Fire Watch is an off-duty Orange County Fire Rescue official scheduled to patrol the trade show floor to ensure the safety of the exhibits. Fire Watch is required for any booth that meets one or more of the criteria. Review the Fire Marshal Regulations to see if your booth requires a Fire Watch. Fire Watch expenses will be paid for by IAAPA provided exhibitors submit for the Fire Watch request directly to the Orange County Convention Center by Oct. 17 using the appropriate form.

Audio/Visual and Computer Order

Order your A/V and computer needs by Oct. 18 to take advantage of the discounted rates.

International Freight: FCL Ocean to Miami Port; Freight for Advance Warehouse Delivery

FCL ocean freight for delivery to the GES advance warehouse should arrive by Oct. 21. Contact DSV for additional information.

Orange County Convention Center Building Services Order

Order your Electrical, Air/Water/Drain/Gas, Rigging/Sign Hanging, Aerial Lighting, Cable TV needs by Oct. 22 to take advantage of the discounted rates.

Internet and Telephone Order

Order your Internet and telephone needs by Oct. 22 to take advantage of the discounted rates.

GES Services

Order your Booth Packages, Carpet/Floor Covering, Furnishings, Graphics/Signs, Cleaning, Labor, Forklift/Rigging Labor, Material Handling by Oct. 23 to take advantage of the discounted rates.

Targeted Move-in Date Request

Exhibitors assigned to move-in during general move-in days (Nov. 15-17) can request a targeted move-in date from GES until Oct. 23. GES will review the request to determine if a targeted move-in date can be assigned. See the Targeted Move-in Plan here.

Turnkey Booth Packages

Ordering a turnkey booth package with your booth must be done by Oct. 23. To order, contact IAAPA Expo Exhibit Sales at [email protected].

International Freight: LCL Ocean to Orlando Terminal; Freight for Direct to Show Site Delivery

LCL ocean freight for delivery direct to show site should arrive 21 days before assigned target move-in date. Contact DSV for additional information.

Ancillary and Satellite Events Application

Exhibitors hosting an ancillary or satellite meeting during IAAPA Expo 2025 need to complete the Ancillary & Satellite Event Application by Oct. 24. Any meetings, events, or hospitality functions cannot be held at the same time as IAAPA scheduled events, including trade show hours, education sessions, and/or special events.

International Freight: Air Freight into Orlando Airport (MCO); Freight for Advance Warehouse Delivery

Air freight for delivery to the GES advance warehouse should arrive by Oct. 28. Contact DSV for additional information.

Food & Beverage Sampling Approval Request

All food & beverage samples brought into the Orange County Convention Center must have written approval from Sodexo Live!, the exclusive caterer at the convention center, 21 days prior to the event.

International Freight: FCL Ocean to Miami Port; Freight for Direct to Show Site Delivery

FCL ocean freight for delivery direct to show site should arrive 14 days before assigned target move-in date. Contact DSV for additional information.

Purchase Trucks / Trailers Parking Passes

IAAPA will have a designated lot at the Orange County Convention Center for exhibitors to park trailers and large trucks. Passes can be purchased in advance through Nov. 3 and on-site after that date.

International Freight: Air Freight into Orlando Airport (MCO); Freight for Direct to Show Site Delivery

Air freight for delivery direct to show site should arrive 10 days before assigned target move-in date. Contact DSV for additional information.

Awards Application: Best Exhibit & Image Awards

Enter for the IAAPA Brass Ring Exhibitor Awards to be recognized for the Best Exhibit Booth at IAAPA Expo.

Request Additional Guest Code Passes

If you get close to using up your allotment of exhibitor guest code passes, reach out to [email protected] by Nov. 7 to request an increase.

Floral & Plant Order

Order floral and plants to accentuate your booth and display.

Photography / Videography Order

Hire IAAPA Expo's official photographer to help capture your IAAPA show-floor setup and success by Nov. 7.

Interpreters, Hostesses, and Talent Order

Hire talented professionals to present, promote, and highlight your new service or product.

In-Booth Catering Order

Order catering for your booth by Nov. 8 to take advantage of the full menu of available options.

Dry, Refrigerated, & Freezer Storage Order

Storage for dry, refrigerated, or frozen items can be ordered through Sodexo Live!, the exclusive caterer at the Orange County Convention Center.

Last Day for Shipments to the GES Advance Warehouse Without Late Fees

GES will accept crated shipments to their advance warehouse beginning Oct. 10 through Nov. 10 (shipments received after Nov. 10 will incur late fees).

In-Booth Security Order

Secure your booth items by hiring in-booth security by Nov. 12.

Direct Shipments to OCCC Begins (Based on Targeted Move-in)

Shipments sent directly to the Orange County Convention Center can begin being delivered on Nov. 13. The exact delivery date should coincide with your assigned move-in date: Nov. 13 or 14 for those assigned a targeted move-in date or Nov. 15-17 for those assigned general exhibitor move-in.

Nov. 13-14

8 a.m. - 5 p.m.

Exhibitor Guest Pre-Registration Deadline

All invited guests registering online with an exhibitor guest code must register online by Nov. 14.

Nov. 15-16 8 a.m. - 7 p.m.

Nov. 17 8 a.m. - 8 p.m.

Dynamic Exhibitor Operations Review Session

All exhibitors with a dynamic device must attend one of the 30-minute Dynamic Exhibitor Operations Review Sessions to avoid delays in operating your product during the show. Sessions will be held at 10 a.m. and 3 p.m. Session room is TBD.

Nov. 17

10 a.m. or 3 p.m.

Booth Set-Up Completed

All booths must be mostly set by 5 p.m. on Monday, Nov. 17 to avoid a late set-up violation. Be sure you plan your arrival time to meet this deadline. 

Nov. 18-20 10 a.m. - 4 p.m.

Nov. 21 10 a.m. - 4 p.m.

Exhibitor Tear-Down Begins

All booths must remain staffed and intact until 4 p.m. on Friday, Nov. 21 to avoid an early teardown violation. 

Carrier Check-in at the Marshaling Yard

All carriers must be checked in at the Marshaling Yard by 8 a.m. on Sunday, Nov. 23 for outbound shipment pick-up.

Exhibitor Move-out Completed

All exhibitors must have their booths completely dismantled and packed by 12 p.m. on Sunday, Nov. 23.