Expos Show Policies

Expo Policies

As the sponsor of the Expos, IAAPA reserves the right to prohibit and prevent the attendance, participation, registration, exhibition or any individual or firm for any reason with the exclusive discretion of IAAPA. IAAPA need not disclose or describe the reasons for its decision to do so.

Liability, Hold Harmless

By registering for or attending an IAAPA-sponsored Expo or other event, I am aware that the novel coronavirus, which causes the disease known as COVID-19, has been declared a worldwide pandemic by the World Health Organization. COVID-19 is extremely contagious. The state of medical knowledge is evolving, but the virus is believed to spread from person-to-person contact and/or by contact with contaminated surfaces and objects, and through the air. People can be infected, show no symptoms and therefore spread the disease unknowingly. Evidence has shown that COVID-19 can cause serious and potentially life-threatening illness and even death. As of the date, there is no known widely available government-approved cure for COVID-19, and none is anticipated to be fully available by the time of the event. I am aware that the event is occurring in a public location during the COVID-19 pandemic, and that the my attendance at the event therefore could be hazardous. I am aware that even diligent efforts to follow public health guidance and orders cannot guarantee that attendees will not contract the virus that causes COVID-19, and that I could be infected, seriously injured or even die due to COVID-19 or due to activities by me or others on or at the event.

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.

Antitrust Policy

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.

Ancillary or Satellite Events Policy

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:

1. Host company name, address
2. Contact name, email, and telephone
3. Booth number (if exhibiting)
4. Date and Times of event
5. Event location
6. Number of people expected
7. Targeted audience
8. 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).

Solicitation (Suitcasing) Policy

Please note that while IAAPA events and expos are open to all industry personnel, any attendee or exhibitor who are observed to be soliciting business including distribution of promotional materials in the aisles or other public spaces or in another company’s booth, will be asked to return their badges and to leave the show floor immediately. Non-exhibiting attendees are prohibited from promoting their business services including on social media. Violators may be removed from the premises, have their badge revoked, and/or prohibited from attending future IAAPA events. IAAPA asks that you report any violations observed to the Show Management immediately. Show Management is available at IAAPA Member Central, Registration or Show/Operations Office or contact exhibitors@IAAPA.org.

Photography, Videography and Livestreaming

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 convention@IAAPA.org 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.

Accomodations

We strive to host inclusive, accessible events that enable all individuals, including individuals with disabilities, to engage fully. Please contact convention@IAAPA.org 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.

Additional Expo Show Guidelines

• 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.