How to Prepare & Participate in the Space Allocation Meeting
IAAPA Attractions Expo: Exhibitor Space Allocation Webinar - Watch the webinar now! /
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This fast-paced presentation explained the Space Allocation process, rules, and included tips from IAAPA staff and the IAAPA Manufacturer & Supplier (M&S) committee members. We’ll also shared how to participate the day of the event, and what information you need to provide IAAPA in advance to receive your preferred booth. No matter if you're a new exhibitor or a 30-year veteran, we encourage you to take 30 minutes to ensure your investment in IAAPA meets its full potential. Presented by: IAAPA staff and IAAPA Manufacturer & Supplier (M&S) committee members.
Space Allocation Meeting: April 12-13, 2012
- Review the Space Allocation Procedures to familiarize yourself with the rules and criteria the Space Allocation Committee uses to assign booths.
To help assist the Space Allocation Committee with assignment of your booth, we are asking all exhibitors to complete this brief form so the committee can get a better understanding of your priorities regarding booth placement. Please be sure to complete this form no later than April 9, 2012, so the information can be passed on to the committee.
- View the list of Contracted Exhibitors.
- Download the Booth Display Specifications so you are aware of booth design rules.
- The Online Interactive Floor Plan will be updated as booths are assigned. Follow along and watch the floor fill up! Please remember to refresh your screen often to see updates.
- Once your booth is assigned during the meeting you will receive a confirmation e-mail. If you wish to change your booth assignment, follow the instructions on your confirmation to request a booth move, or download the Booth Move Request Form and fax it to +1/703-738-7460. Booth move requests should be sent in immediately. Please note: E-mails and faxes are addressed immediately but you may not receive a response right away. Responses to your request will be sent as soon as possible.
To better understand how the space allocation process works, check out IAAPA’s blog coverage of last year’s meeting here (tip: coverage starts at the bottom of the page). This year IAAPA will be live tweeting from the meeting to provide updates on the progress of the meeting and will give you an inside view of this dynamic process. Follow IAAPA's twitter account to follow along!
The Seniority and priority of a company is determined by the number of exhibiting years, followed by the number of consecutive years of membership, followed by receipt of contract date and receipt of deposit. A lapse in membership for one year or more results in the loss of membership seniority. Exhibiting years can be retained, provided that the company can adequately provide proof that the business is owned by the same entity. Seniority / Priority points are considered an asset of a company and are transferable in the event of a purchase or acquisition.
- The decision of the Space Allocation Committee, where the Good of the Tradeshow is concerned, is final.
- Booths may be combined into bigger spaces at current rates, but committee must approve creation of island booths.
- A minimum of 400 square feet must be purchased in a 20’ x 20’ or 10’ x 40’ configuration to occupy a corner location.
- Any in-line booth that indicates going above the eight (8) foot height limit regardless of product will be placed along the perimeter of the tradeshow floor.
- In order for a company to purchase booths on two sides (across) of a “main” aisle, exhibitors must purchase a minimum of eight (8) booths on each side of the aisle. The Space Allocation Committee determines which aisles are “main” aisles.
- Exhibitors may purchase a minimum of four (4) booths on two sides of aisles not considered to be main aisles as determined by the Space Allocation Committee.
- Company’s, who purchase three (3) islands of 1,000 square feet apiece (3,000 square foot minimum), may carpet the aisle between these islands in their own company carpet. They may not place product or display items in these aisles. Exhibitors may not block through aisles; all aisles must remain open to attendee traffic at all times.
- A more senior exhibitor can decide if he wants a competitor near their booth or not near their booth during seniority assignment during the Space Allocation Committee meeting. These requests will be honored whenever possible, but are not guarantees that competitors will not be placed next to or within close proximity due to space limitations on the tradeshow floor. The Space Allocation Committee will determine what is considered “proximity” based on individual product categories. The IAAPA Staff will make every effort to recognize competitor concerns / issues during the booth space assignment process following the Space Allocation Committee assignments, but does not guarantee that competitors will not be placed next to or within close proximity.
- An exhibitor may not use his seniority to “bump” or force another company to move from a space selected during the seniority assignment process. The Space Allocation Committee reserves the right in all cases, for the Good of the Tradeshow, to deny additional booth move requests.
- Two or more companies who want to be placed next to each other must both have previously submitted paperwork agreeing to this request. Contracts and the full 50 percent down payments (or full payments after August 1) must have been received. If the seniority difference between two companies is different, then assignments will be made based on the seniority of the lowest rated company. Any request for additional companies to be next to or near must be clearly indicated on the contract of all parties in exhibitor grouping. The most senior exhibitor, must clearly indicate if the “next to or near” request is primary or secondary to the senior exhibitor’s requested location. Throughout the meeting, attempts to honor the exhibitor groupings will be made without denying space to more senior exhibitors if alternative space is not available or acceptable. In the event that acceptable space is not available, the senior exhibitor (and grouping) will be moved to the next best possible location, only if the “next to or near” request is the senior exhibitor’s highest priority. The Space Allocation Committee will rule on each request by considering the exhibitor’s requested location and next to or near indication.
- Island or Split Island Booth’s with solid back walls eight (8) feet high or higher may not back up or front main aisles as determined by the committee, for the Good of the Tradeshow.
- Inflatable Booths, Theaters and Tall or Oversized exhibits as determined by the Space Allocation Committee will be placed on exterior or perimeter walls or in designated areas approved by the Committee as to not adversely affect the exhibiting experience of the surrounding exhibitors.
- Exhibits that create any emissions including, but not limited to Fog, Confetti and/or Noise, may be restricted in their booth location or operation for the Good of the Tradeshow. All companies must adhere to all applicable IAAPA Rules and Regulations indicated on the exhibit contract and in the exhibitor services guide.
- Products displayed must not impede line of sight of neighboring booths.
- The only name an exhibitor may use for their booth space labeling is the IAAPA Membership Company of Record.