Audience Participation Safety Form Submission - Required ALL exhibitors, regardless of booth size or display type, are REQUIRED to complete the Audience Participation Safety Form & Ride Registration. Additional information is needed if your booth includes a product or device that moves a participant through a fixed course (coin-op exempt). Others may select “None of the Above” and submit. Submit before the Oct. 3 deadline to avoid a late submission violation. |
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 as a time-savings benefit to both the exhibitor and IAAPA. Exhibitors conducting certain activities in their booth will need to carry additional insurance coverage. Visit the IAAPA Expo Exhibitor Insurance page to determine if your activities require additional coverage, the amount of coverage required, and where to submit your certificate of insurance. |
Move-In Wristbands Mailing – Deadline Approaching Oct. 10 is the last day to request shipping of move-in wristbands to U.S. addresses. International companies and companies that miss the for deadline can pick up wristbands on-site at the Security Office in Room S211.
Exhibitors may wear IAAPA wristbands instead of their exhibitor badges to access the trade show floor during select move-in dates, Nov. 13-16 only. All exhibitors need an exhibitor badge to access the show floor on the last day of move-in, Nov. 17, as wristbands will NOT be valid for entry that day. Exhibitor Registration opens on-site on Saturday, Nov. 15 at 11 a.m. for those who wish to pick up and wear their badges. |
Important Discount Deadlines
As IAAPA Expo approaches, important discount deadlines are also quickly approaching. Place your orders with these official contractors before the dates below to save the most money. Links to online ordering and downloadable forms can be found on the Official Vendor Order Forms page. |
Exhibitor Appointed Contractor (EAC) Registration – Deadline Approaching
Oct. 14 is the deadline for EAC's to register with IAAPA. An Exhibitor Appointed Contractor (EAC) is defined as any service contractor that is not an official service provider for IAAPA Expo 2025. All EAC’s must register with both IAAPA and GES and provide each with a valid certificate of insurance meeting both IAAPA and GES requirements. Failure to register with both will result in a delay in staff having access to the show floor. EAC’s with registration submissions received after Oct. 14 will be charged a late fee.
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Connect+ Now Open!
IAAPA Connect+ is the premier digital platform for the global attractions industry, making it easy for exhibitors to engage with attendees and maximize visibility at the show. Complete your company profile by Oct. 3 before attendee access begins. IAAPA Connect+ is free for members and non-members. For questions, please contact ConnectPlus@IAAPA.org. |
Fire Watch
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 certain criteria. Fire Watch expenses will be paid for by IAAPA provided exhibitors submit for the Fire Watch directly to the Orange County Convention Center by Oct. 18 using the appropriate form. To determine if you require Fire Watch services and to complete the appropriate forms to place an order, please review the Fire Watch section of the IAAPA Expo Booth Design & Display Guidelines. |
Serving and Sampling Food or Beverages
One of the best ways to attract attendees to your booth is by offering complimentary food or beverages. Before committing to this traffic builder, make sure to know all related information.
Sodexo Live! is the exclusive caterer at the Orange County Convention Center and no one is permitted to bring in outside food and beverage without permission.
Booth catering should be arranged through Sodexo Live! in advance. Menus and pricing are available here.
If you are a manufacturer or distributor of food or beverage products, Sodexo Live! must approve your request to distribute samples from your booth. The requirements and application are available here. |
Booth ID Signs
As part of IAAPA’s ongoing “green” initiative, only linear booths and perimeter booths that are 300 square feet or less will automatically receive a one-line identification sign with the IAAPA logo. If desired, booths larger than 300 square feet may order a one-line identification sign with your company name and booth number from GES through Oct. 23. |
Advance Warehouse Deliveries
The GES advance warehouse will begin accepting deliveries of crated shipments from IAAPA Expo exhibitors on Oct. 10. For more information, including shipping address and GES warehouse policies, please review the Shipping Information and the GES Shipping, Drayage and Material Handling information. Address labels can also be printed from the GES IAAPA Expo site. The final day for deliveries to the GES advance warehouse without late fees is Nov. 10. |
Shipping Tips
Have you ever wondered:
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What is the difference between Material Handling and Shipping?
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Should I ship to the Advance Warehouse or directly to the Convention Center?
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Am I scheduled for Targeted Move-In or General Move-in?
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Can I unload my materials myself and carry them to my booth?
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Do I need to check-in at the Marshaling Yard?
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What do I need to do for outbound shipping after the show closes?
These commonly asked questions and more can be answered by reviewing the information below:
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Material Handling Information – Rates, Discounts, Carrier Access
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Shipping Information – Advance Warehouse vs. Direct to Show Site, Targeted Move-In vs. General Move-In, Move-Out & Outbound Shipments, Shipping Companies, Shipping Tips
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Hand-Carry Policy – What can and cannot be hand carried, Self-Unloading & POVs, Cartload Service, Display Vehicles & Mobile Equipment
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Marshaling Yard – Address, Process
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Target Move-in Date Requests
GES and IAAPA have implemented a Targeted Move-in Schedule for IAAPA Expo. Targeted Move-in is scheduled for Nov. 13 and 14. Only those exhibitors who have been approved for a Targeted Move-in will be allowed on the show floor Thursday, Nov. 14 and/or Friday, Nov. 15.
If you have been assigned a Targeted Move-in Date, your shipments sent directly to show site must arrive on this day. If your direct to show site shipment will not arrive on your Targeted Move-in Day, please use the Target Variance Requests Form to alert GES of the later arrival.
Anyone that is not assigned a targeted move-in date is scheduled for General Move-in on Nov. 15-17. A targeted move-in date may be requested by submitting the Target Variance Requests Form, after which your request will be reviewed and you will be contacted with the decision. |
Ancillary & Satellite Events
Exhibitors hosting ancillary or satellite meetings during IAAPA Expo 2025 need to complete the Ancillary & Satellite Event Application by Oct. 24. Please be reminded that any meetings, events, or hospitality functions should not be held at the same time as IAAPA scheduled events including trade show hours, education sessions, and/or special events. Review all the guidelines here. |
Maximize Your Visibility - Complete Your Profile and Boost Your Listing
Make sure your company gets noticed at IAAPA Expo! Log into the Exhibitor Resource Center and, under Complete Your Profile, edit your Description and Exhibitor Categories to include a clear company description, targeted keywords, and accurate product categories to help attendees easily find you in IAAPA’s all-new interactive floorplan and enhanced exhibitor directory.
Take your listing a step further by upgrading to stand out among over 1,000 exhibitors. Booth upgrade packages offer premium placement, added exposure, and additional marketing tools that drive more traffic to your space and boost engagement before, during, and after the show. Don’t miss your chance to stand out. Contact ExhibitSales@IAAPA.org to learn about available booth upgrade opportunities. |
| Final Call: November Funworld Ad Space! |
| | The November/December issue of Funworld is in high demand and will be distributed on-site at IAAPA Expo this November! This is your chance to reach attendees and key decision-makers on the show floor. Space is limited; ad reservations and artwork are due by October 3. Contact Advertising@IAAPA.org today! |
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Deadline Approaching: Don’t Miss the Chance to Make Your Announcement to a Global Audience
Exhibiting companies at IAAPA Expo 2025 are invited to host a press conference to spotlight their latest milestones, showcase new innovations, or unveil a new ride or attraction to media and industry influencers from around the world. Review the press conference guidelines and submit your press conference request by Friday, Oct. 10. For questions, please contact PressOffice@IAAPA.org. |
Find Your Perfect Hotel
IAAPA has secured discounted rates at a selection of Orlando hotels. onPeak, the only official hotel provider for IAAPA Expo 2025, offers convenient hotel options with flexible change and cancellation policies to help ease your travel planning. We encourage you to book your hotel through onPeak now before hotels sellout for the best selection and price. |
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Missed Exhibitor Bulletins?
You can access past exhibitor bulletins on the IAAPA Expo Exhibitor Information page. If you have any questions about the information contained within or need additional details relating to your booth, please contact Exhibitors@IAAPA.org. |
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IAAPA
4155 West Taft Vineland Road • Orlando, FL, U.S. 32837
Tel: +1 321/319-7688 • Fax: +1 321/319-7690
© 2025 International Association of Amusement Parks and Attractions.
All rights reserved. |
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