Show Policies

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.
Photography, Videography and Livestreaming

IAAPA reserves the right to take, record, and use photographs, motion pictures, recordings, or any other records of the Expo for any legitimate purposes, including commercial advertising.

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. 

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.
  • NOTICE: Weapons of any kind prohibited.
  • 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.

Expo and Event Guidelines for Appropriate Conduct

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.
IAAPA Intellectual Property Policy and Procedures

IAAPA Board of Directors adopted a policy and procedures document regarding intellectual property for companies who purchase 1) exhibit space for any IAAPA expo, 2) sponsorship for any IAAPA event, 3) or advertising for any IAAPA publications. In general, this policy requires the purchasing company to attest that it owns or has rights to sell the product and in the event of a dispute will abide by a binding arbitration process. We strongly encourage our manufacturers, and consultant members to become familiar with this policy to make sure you comply with its provisions. Please review the IAAPA Intellectual Property Policy and Procedures.

Registration Policies

What is the cancellation policy?

To cancel your registration, please contact [email protected] . Refunds will only be processed on registration fees less a $25 registration cancellation fee. The deadline to request a refund is 29 April. Ticketed events are non-refundable.

Identification

All attendees will be required to provide a picture ID to collect their badge, purchased tickets on-site. 

Lost Badges

Lost, stolen, or misplaced badges must be repurchased for USD$50. 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 Asia Child Policy

Anyone under 18 years of age must NOT register and instead pick up a free 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 participate in tours and special events.
  • Are not allowed on the trade show floor during exhibitor move in or move out, or early/late access hours.
  • IAAPA recommends that only single strollers or wheeled luggage be used on the trade show floor to avoid trip hazards and injury.
What is your policy on Registration Substitutions and Transferring Special Event Tickets?

Substitutions for attendee registration name badges are permitted in advance until 29 April. The individual whose name is on the badge must send a consent to substitution email to [email protected] agreeing to the substitution and naming the new person who should now receive the name badge. Substitutions for attendee registration name badges are permitted on-site if both the printed copy of the original confirmation email and a printed copy of the consent to substitution email can be provided along with photo identification.

Substitutions for exhibitor name badges should refer to the Exhibitor Services Guide.

Special event tickets are non-refundable but can be transferred to a different colleague in advance of the show. The deadline to request a ticket transfer is 29 April. The individual who purchased the tickets must send an email to [email protected] with the ticket name and quantity along with the name and registration ID of the person who the tickets should be transferred to.

What is your Policy on Tickets for EDUTours and Events?

Ticketed events can be purchased in advance or on-site as available. To participate, each individual must have an event ticket and an Expo name badge. Space is limited and events may sell out. Participation in ticketed events is limited to individuals ages 18 and up.

Health and Safety

COVID Risk Statement

Before you register, please note:

  1. Public health agencies warn some individuals may be at increased risk in public places. Some government health organizations recommend people 65 years and older, those who live in nursing homes or long-term care facilities, and people with underlying medical conditions (particularly if not well controlled) should either remain home or keep their distance from others. Underlying medical conditions include conditions such as chronic lung disease or moderate to severe asthma, serious heart conditions, immunocompromised, severe obesity (body mass index [BMI] of 30 or higher), diabetes, chronic kidney disease undergoing dialysis, and liver disease.
  2. Guests, employees, and visitors need to abide by all guidelines and recommendations to ensure their own health and safety and to ensure the health and safety of others. We rely on you to protect yourself:
    • If you’re sick, please don’t participate and encourage your family/traveling party not to participate until everyone is well.
    • Wash your hands with soap and water or sanitize your hands often, and particularly after you touch surfaces touched by others.
    • Avoid touching your face.
    • Maintain appropriate physical distance from others.
    • Cover your mouth and nose with a mask/face covering

Even with precautions in place, there is still some risk of exposure to COVID-19.  We are committed to keeping you healthy and safe and have taken a number of precautions, including those recommended by applicable health authorities, but we cannot guarantee you won’t be exposed to COVID-19.

On-site Medical

First Aid is located in front of Hall 4. In case of a medical emergency, please dial QSNCC (Fire Command Room) at +66 2 22 930 99. 

Sustainability

IAAPA’ Sustainability Initiatives

IAAPA is committed to sustainable operations at our Expos to minimize impacts on the environment and work with contractors and venues that promote sustainability

  • Session handouts are only available electronically.
  • Sessions surveys are administered digitally.
  • Stories from the trade show floor are now produced real-time in a video format and shared on social media, reducing the need for paper and resulting in 0% carbon emissions by eliminating the need for trucks to deliver printed materials.
  • Exhibitor material is distributed electronically.
  • Badges designed so no additional badge holder is required and tickets are tied to the badge instead of printed.
  • Lanyards collected at the end of the Expo are reused at future events.
  • Using digital signage to replace some paper-based signage.
QSNCC (Facility)
  • Energy Efficiency: Implementing energy-saving measures, using LED lighting, and optimizing HVAC systems to reduce energy consumption. LEED NC v.4 Silver certification. More than 5,400 sqm of solar panels on the rooftop.
  • Pollution Management reducing and eliminating pollutant emissions including water, light, and air pollution.

  • Waste Management: Promoting waste reduction, recycling, and proper waste disposal practices within the facility. More than 75% of building construction waste was recycled and more than 25% used materials with recycled content. Food composting and donation programs.

  • Water Conservation: Implementing water-saving measures, such as low-flow fixtures and water recycling systems, to minimize water usage. 

  • Green Building Standards: Adhering to green building certifications like LEED (Leadership in Energy and Environmental Design) to ensure sustainable construction and operations. 

  • Public Transportation: Encouraging the use of public transportation or providing shuttle services to reduce carbon emissions from visitors' vehicles.

  • Local Sourcing: Supporting local suppliers and businesses for food and other services, reducing the carbon footprint associated with transportation and promoting the local economy. 

  • Environmental Awareness: Promoting environmental awareness and sustainable practices among staff, visitors, and event organizers through educational programs and initiatives.

  • Sustainable Event Management: Encouraging event organizers to adopt eco-friendly practices, such as paperless ticketing, sustainable materials, and waste reduction.

  • Green Initiatives: Engaging in various green initiatives and community projects to contribute positively to the local environment and community. 

PX Systems (Official Services Contractor)

  • The patented Pifex and Maxima systems are reusable for multiple events.

  • Wood material left at the expo will be recycled or reused.

  • Rewind event carpet contains no latex and is 100% recyclable.

APT (Freight Forwarder/Customs Broker)
  • Coming Soon.
Exhibitor Sustainability Pledge 
  • IAAPA Expo Asia Exhibitors are invited to join IAAPA's sustainability efforts by taking the Exhibitor Sustainability Pledge. By doing so, companies agree to a minimum of 5 sustainable activities during the Expo. Companies who have taken the pledge will have the IAAPA Sustainability Logo on their booth sticker(s) and have a digital badge in the Connect+ profile.