The Exhibition

Deadline	Description
June 2, 2025, 10:00am (MT)	Exhibition Registration opens to public
September 15, 2025, 10:00am (MT)	Early Bird Registration & Hotel Block Reservations opens for all Registration – IPEIA IPEIA Exhibitor Staff Registration – IPEIA Accommodation – IPEIA
November (TBD), 2025	Exhibitor Townhall #1
January (TBD), 2026	Exhibitor Townhall #2
February 17, 2026	Deadline for Ordering Tradeshow Services* Exhibitor Kit – Global Convention Services If you wish to place an order for any of Global’s products or services, please visit their website/portal at Login | Global Convention Services to create an account (or login, if you have an existing account). By setting up an account, you will be able to request an order, review your order history, and autofill your billing information when placing an order.
March 9, 2026, 2:00pm – 9:00pm (MT)	Move-in
March 12, 2026, *1:00pm – 6:00pm (MT)	Move-out
February 20, 2026	Exhibitor Staff Pass registration deadline
February 25 – March 15, 2026	Booth renewal for previous exhibitors – Exhibitor & Sponsor Renewal – IPEIA

*subject to change depending on final programming

To Note	Details
Exhibitor Kit	Global Convention Services is IPEIA’s Service Contractor for our exhibition. Visit Exhibit Kit – Global Convention Services for the necessary forms and information that will assist you with a successful exhibition experience. If you wish to place an order for any of Global’s products or services, please visit their website/portal at Login | Global Convention Services to create an account (or login, if you have an existing account). By setting up an account, you will be able to request an order, review your order history, and autofill your billing information when placing an order. Global Convention Services – Contact Information: Phone: (403)218-7891 Email: essgroup@globalconvention.ca Please reference our Milestones section above for key dates and deadlines.
Exhibitor Townhalls	Attendance at the Exhibitor Townhall is required.  At the townhall important information regarding the conference, schedule, move-in and move-out times will be discussed. A virtual meeting request will be sent to the registered parties, the meeting invite should be distributed and attended by company representatives managing the booth
Material Handling	IPEIA recommends the utilization of our tradeshow provider for your IPEIA shipping needs. Exhibit Kit – Global Convention Services If you wish to place an order for any of Global’s products or services, please visit their website/portal at Login | Global Convention Services to create an account (or login, if you have an existing account). By setting up an account, you will be able to request an order, review your order history, and autofill your billing information when placing an order.
Exhibitor Staff Pass Registration	Each booth is allotted a select number of staff passes, each pass will be provided with a unique registration code. This code has to be redeemed by the individual using it, please ensure that the appropriate parties receive their unique registration code and log onto the IPEIA website to register. This will enable the IPEIA team to obtain an accurate count of utilized staff passes. IPEIA Exhibitor Staff Registration – IPEIA
Exhibitor Refreshments	To allow Exhibitors to be in their booth during the peak times to engage with the IPEIA Delegates, IPEIA provides refreshments for the Exhibitors to enjoy prior or following the delegates luncheons.
Demo Rooms	This is an exclusive opportunity that may be offered for IPEIA Exhibitors to “WIN” one of four DEMO Session spots during IPEIA’s Conference & Exhibition.  This allows the Exhibitors to connect with their clients to showcase their new technology in a setting they choose (ie: catering and room set up defined by Exhibitor). More information will be sent out regarding this opportunity, should it be offered.
Key Contacts	Any questions pertaining to the exhibition should be directed to the admin at admin@ipeia.com

The following terms and conditions form part of the contract (the “Agreement”) pursuant to which the International Pressure Equipment Integrity Association (“IPEIA”) has agreed to provide booth space to the exhibitor, referred to on the IPEIA website on-line registration system.  

Booth Rental

IPEIA strategically predetermined the number of single, double and triple booths that would be made available at its annual conference. Historically there have been more exhibitors than available spaces.

We are also cognizant that without delegates, there will be no exhibition. Delegates tell IPEIA that they want to see the innovative solutions and new technologies that exhibitors have to present. They also want to see which new companies are entering the market. To ensure the conference meets delegate demands we are maintaining a ratio of single to larger booths. This balanced policy is intended to keep delegates engaged and ensure they attend the exhibition each year. Delegates are the heart of the conference and there would be no exhibition without their support.

Cancellation and Performance

Neither party shall be liable for any damages sustained from delay or non-performance of this Agreement due to events beyond its reasonable control, including without limitation strikes or other labour disputes, acts of God, weather, earthquakes, fires, floods, war, riots, terrorism, border closures, civil disorder, power failure or government Acts. If an exhibition is interrupted, prevented or cancelled for any such reason, the Client will reimburse IPEIA’s Show Services provider, or other exhibition service provider contracted by IPEIA for expenses incurred providing services or equipment up to the date of this occurrence.

Please note once payment has been processed for booth purchase, refunds will not be issued in the case of cancellation.

Exhibit Appearance Code

All exposed parts of the display, or booth object must be covered in such a manner so as not to be unsightly or interfering to neighbouring exhibitors. Specially built displays in variance with the exhibition service provider’s published regulations must be submitted to IPEIA for prior approval.

Equipment on display shall not take up more than 70% of exhibit floor space nor obstruct the view of a neighbouring booth.

All Booths and materials must be within the confines of the allotted booth space as defined in these Terms and Conditions and must NOT block or impede access to fire Exits or extinguishers.

Exhibit Operations Restrictions

• Signage involving the use of neon or similar gases is prohibited. Wording on all signs in an exhibitor’s booth will be of a nature that is not offensive or not professional. IPEIA has the right to the removal of such signage that fails to meet the guidelines.
• The venue does not allow anything to be nailed, posted or otherwise attached to the venue’s walls
• All items on display must fit within the confines of the booth and not exceed 8 feet in height
• Booth representatives must be dressed in a professional, although casual, manner appropriate for the venue.
• Personnel recruitment displays of any nature shall not be permitted.
• Music and any other sound generating equipment must be operated at levels so as not to be disturbing to other exhibitors and conference attendees.
• Excessive noise or activity obstructions will not be allowed during the show.
• Objectionable odours will not be allowed.
• Games of chance, lotteries, contest and carnival type activities and other sideshow type events will not be permitted without prior written approval from IPEIA. Booth draws are acceptable.
• Demonstrations and all other sales activities must be confined to the limits of an exhibitor’s booth. Distribution of samples, literature and souvenirs will also be confined to the exhibitor’s booth.
• No outside food or drinks are permitted without prior written approval from IPEIA and are subject to the regulations of the facility.

Respect / Sponsors Exhibitors 

IPEIA sponsored items, including but not limited to sponsored name badges, are required outside the exhibition floors. Sponsored or unsponsored signage, labels, displays or other IPEIA communications shall not be removed, impeded, or damaged. Disrespect or misconduct to IPEIA personnel, exhibitors, delegates, equipment, or the facility will not be tolerated. IPEIA reserves the right to immediately terminate attendance to the current conference or future conferences.

Facility Care

The exhibitor is liable for any damage caused to the building, floors, walls and to standard booth equipment or other exhibitor’s property by exhibitor’s staff actions.

Indemnification

IPEIA will indemnify and hold harmless the Client, its officers, directors, and employees from and against any bodily injury or property damage liability claims, judgments, damages, costs or expense, including reasonable attorney fees, arising out of or occasioned by the operations performed by IPEIA personnel except for occurrences or accidents caused by the sole negligence of the Client or for occurrences or accidents caused by any other party.

Installation, Exhibiting, Dismantling

Dates and times for installation, exhibiting and dismantling shall be specified by IPEIA. Exhibitors shall be liable for all storage and handling charges associated with the failure to comply within the time frames specified.

Booths and exhibit materials MUST be completely set up prior to show opening during the scheduled move in/out times and MUST NOT be dismantled or removed before the official show closing as per the exhibition schedule and service provider’s written manual. Any Exhibitor found dismantling, moving or disassembling of booths before the move out time may lose the privilege of priority registration for future IPEIA exhibitions.

Move In and Move Out schedule will be communicated to confirmed Exhibitors through the IPEIA website.

Removal of exhibit material will comply with all municipal, provincial and federal government regulations, as well as the venue and show management’s guidelines. Exhibitors dropping off or picking up their display materials MUST adhere to the venue’s and/or provincial regulations such as restricted parking areas. IPEIA’s Show Services provider can provide assistance regarding the shipping out of materials, particularly cross-border. IPEIA’s Show Services provider will be available to provide information and forms as required.

Limitation of Liability

It is understood and agreed by the exhibitor that all property of the exhibitor is to remain under the exhibitor’s custody and control, in transit to or from or within the confines of the facility, subject to the rules and regulations of the exhibition. The exhibitor agrees to make no claim for any reason whatsoever against IPEIA or service contractor(s) for loss, theft, damage, or destruction of goods; nor for any damage of any nature, including damage to his business by reason of failure to provide space for his exhibit, nor for any action of any nature of management, nor for the failure to hold the exposition as scheduled. The reasons listed include but are not limited to, such reasons as: casualty, explosion, fire, lightning, flood, weather, epidemic, earthquake, or other Acts of God, acts of public enemies, riots or civil disturbances, terrorist action, strike, lockout, or boycott.

Occupancy Default

It is understood and agreed by the exhibitor that in the event any exhibitor fails to install its products in the contracted space by March 9, 2026, 14:00 – 21:00 MT*, or fails to pay space rental costs at the time of registration, or fails to comply with any other terms and conditions concerning the use of this space, specified in this document or in the IPEIA Protocols, that IPEIA will have the right to take possession of said space for such purposes as it sees fit. In the event this action is taken the exhibitor will be held liable for the full rental price of said space, as well as any additional costs associated with the display and set-up of the vacant space. If any exhibitor dismantles their booth in any way prior to the contracted move out time of March 12, 2026, 18:00 MT* unless otherwise instructed by IPEIA Executives, they forfeit their renewal and FRoR opportunity for the next IPEIA Exhibition.

*Time subject to change and will be communicated via email notification and IPEIA’s website.

On‐Site Storage

Exhibitors will not be permitted to store containers, packing crates and any other nonessential items in their booth during the period of the show. Exhibitors are responsible to find their own storage accommodation for the duration of the show.

Safety Regulations

The exhibitor assumes all responsibility for compliance with all ordinances, regulations and codes of duly authorized local, provincial, and federal governing bodies concerning fire, safety, health and environmental requirements.

• Booth decorations must be flameproof.
• Hanging materials must clear the floor.
• Electrical wiring must conform to all National Electrical Code Safety Rules. Any exhibitor’s failure or noncompliance on any mandated safety item will result in the need to dismantle that item and remove it from the premises as the exhibitor’s expense.

Space Allotment Eligibility

IPEIA has the sole right to decide the eligibility of a company, or its products, for inclusion in the show. Final space allocation of an exhibitor will be made by IPEIA. IPEIA endeavours to provide exhibitors with their location of first choice but reserves the right to make reasonable reallocations of booth spaces. Each booth space allows for two (2) booth personnel for a single booth, three (3) booth personal for a double booth and four (4) for a triple booth.

Contact Information

The exhibitor assumes all responsibility to provide IPEIA with their updated contact information should any personnel change.

Term

This Agreement will be effective as of the date the exhibitor registers online at the IPEIA website and shall terminate at the conclusion of the move-out of the 2026 show, provided that the provisions requiring payments are made or indemnities be given.

We are excited to have you be a valuable part of our conference! 

Renewals

Priority is being given to all exhibitors who had renewed their booths at the end of the conference & exhibition.

Companies are only eligible to purchase one booth (it may be a single, double or a triple) but ONLY ONE BOOTH per company. This maintains the integrity of IPEIA’s strategy to have as many different exhibitors as possible for our delegates’ experience.

Booths cannot be resold by exhibitors.