99% Of Attendees Would Recommend The PPAI Expo To A Colleague
The PPAI Expo has earned a reputation of being the most extraordinary experience in the entire promotional products industry thanks in part to the countless hours put in by staff, volunteers, speakers, members and partners. With thousands of industry professionals gathering each January in Las Vegas, The PPAI Expo continues to be the largest industry trade show in North America.
Serving as the yearly launch pad for both suppliers and distributors, The PPAI Expo attracts highly engaged distributors. The PPAI Expo features numerous exhibiting companies showcasing tens of thousands of promotional products in nearly a million square feet of the Mandalay Bay Convention Center in Las Vegas, the fifth largest convention center in the U.S.
Your company can automatically qualify (upon verification) to attend the show if you are a PPAI member, Regional Association member, Adventures in Advertising Franchisee, Proforma Franchisee, Distributor member of DistributorCentral, or a SAGE subscriber. You may also qualify if you are an ASI subscriber, but you must provide documentation. If you do not meet any of the above qualifying criteria, depending on your company category, you can qualify by providing the following:
- Either provide three invoices from three different promotional product suppliers for at least $100 each (not for samples) dated within the last twelve months or be sponsored by at least three members of PPAI. Sponsorships must be in writing.
- Be in the promotional products industry for at least three months.
- Have a promotional products annual sales volume of at least $15,000.
Qualifying materials can be emailed to firstname.lastname@example.org or faxed to our membership department at 972-258-3007 Attn: PPAI Associate. Once our membership department has verified your qualifying materials meet the above-mentioned criteria, you will receive an email letting you know your PPAI Associate account is activated.
Suppliers must be exhibiting at The PPAI Expo or be members of PPAI in order to gain access to the show. Supplier and Business Services Members of PPAI not exhibiting at The PPAI Expo may attend PPAI education for no additional cost. PPAI Supplier and Business Services Members that are not exhibiting at The PPAI Expo may gain access to the exhibits by paying a $500 fee for each badge registration. Nonmember and PPAI Associate, non-exhibiting suppliers are not permitted to attend The PPAI Expo.
Multi-Line Reps must be members of PPAI in order to register with their company name. Nonmember Multi-Line Rep’s must register under one or all of the companies they will be representing at The PPAI Expo.
No One Under Age 16
No one under the age of 16 is allowed access to the show floor, education seminars or events of The PPAI Expo or other PPAI Events during installation/move-in, show days and dismantle/move-out periods. Evidence of age must be presented upon request. Violators of this policy will be asked to leave the event or applicable area.
Registration & Attendance Rules
PPAI Expositions are industry trade events open to Association members who are current in payment of dues and to officials of nonmember firms whose names are placed on the Admittance List. PPAI Expositions are closed to the general public, to nonmember Suppliers who are not exhibiting, to unauthorized personnel of Distributor firms and to users of Promotional Products.
Distributor and Franchise firms may register authorized personnel to attend all days of the Exposition. Sales Representatives (whether employees or independent contractors) may register only with their firm’s principal’s approval. No one under the age of 16, is allowed access to the show floor, education seminars or events of The PPAI Expo or other PPAI Events during installation/move-in, show days and dismantle/move-out periods. Evidence of age must be presented upon request. Violators of this policy will be asked to leave the event or applicable area. At The PPAI Expo 2022, each member Distributor and Franchise firm is entitled to register an unlimited number of registrants.
Supplier and Business Services Members not exhibiting at The PPAI Expo 2022 may register and attend free education for no additional cost. Supplier and Business Services Members not exhibiting at The PPAI Expo 2022 wanting to gain access to the exhibit hall floor must pay $500 per registration badge.
Any member who transmits or gives a member badge to a nonmember or to unauthorized personnel of member or nonmember firms or registers for admission such a person may be assessed $500 for each violation. If an exhibitor or any member of his staff give or transmits an exhibitor badge to a nonmember or to unauthorized personnel of member or nonmember firms or registers for admission such a person, the exhibitor may be assessed $500 for each such violation and may forfeit space priority for future PPAI Expositions. PPAI reserves the right to refuse admittance to anyone without cause or explanation.
PPAI reserves the right to remove any attendee or exhibitor from the show without cause or explanation (no refunds will be given) and refused admittance into future PPAI events.
PPAI Associate, Non-Member Attendance and Fees
Firms that are qualified PPAI Associate (formerly UPIC subscribers) may attend The PPAI Expo. Regional, International Association Members and Industry Subscriber Distributor Members registration fees will be waived if registered by the early bird deadline. Nonmember distributors (non-regional/international association distributor member and industry subscriber distributor) may register to become a PPAI Associate by submitting to PPAI three invoice copies/letters of reference for $100 (merchandise, not samples) dated within the last twelve (12) months from three promotional products suppliers. The Association reserves the right to further investigate the attendance of nonmember firms and/or refuse admittance.
Media Credentials Guidelines & Request Form
Representatives from the media wanting to gain access to The PPAI Expo 2022, must complete the below form.
Media representatives must register first with the PPAI Public Relations office. All media covering the event(s) are required to check-in immediately at the designated “media” room each day and must always be accompanied by a PPAI Public Relations staff member when photographing inside the venue or at one of the affiliate hotels. Photography/videotaping schedules and on-camera interview requests must be provided in writing in advance to ensure PPAI staff availability. As a courtesy to presenters, television and video crews, photographers, and radio reporters must obtain permission from the speaker and moderator before recording or filming an interview. Public Relations staff will assist in obtaining permission to the extent possible. Media may not photograph or videotape any exhibit booth without the permission of the exhibitor and PPAI. This includes use of camera phones, personal digital cameras and other handheld devices. Many exhibits are proprietary.
Credentials are distributed on an as-available basis to journalists of recognized news outlets who are on assignment to cover the event and/or PPAI. Journalists must represent recognized daily or weekly newspapers; news services; recognized publications and outlets that regularly cover the specific event or the promotional products industry; recognized national/regional radio and television networks; local radio and television stations; and/or recognized internet sites. In each case, this is determined by PPAI at its sole discretion.
Registration fees for working press are waived. Members of the media may cover event(s) free of charge from the designated press seating area; however, meals are not included.
To receive a press badge, working journalists must provide photo identification and supporting documents such as a business card, letter of assignment and published samples of bylined work, preferably stories relating to promotional products within the last six months. All freelance journalists must provide a letter of assignment on company letterhead from an editor of a recognized news organization certifying they are covering PPAI for the organization. Signing this form confirms that the images taken will only be used for that specific publication and for that specific story and are not for resale.
Media must identify themselves and clearly display and wear the accreditation badge at all times. *If a media pass is lost or stolen, pass holder MUST immediately report it to the media registration desk in the designated PPAI media room. Credential applications and approved credentials to cover individual PPAI events are available upon request. Media credentials should be requested in advance.
Security checkpoints and procedures have been implemented for the safety and protection of all. Accredited media are expected to cooperate with the procedures and requirements implemented for access to the media, photographer and broadcast areas. Media access will vary by event and venue, and the media rules of the respective PPAI event must be followed.
Access to PPAI events and exhibitions, public spaces and the designated PPAI media room is according to published access locations and hours of operation for each event.
• A limited number of seats are assigned for media.
• Still photographers have designated photographer’s areas.
• Still photographers, video and film crews will be allowed to establish shots for a period of 10 minutes from the aisle between rows. After this time, cameras must move to designated areas.
• Still photographers are limited to the camera positions located on the side of the rooms.
• Broadcast and film camera positions are limited to the designated areas.
• In certain instances, access may be limited or increased. In addition, PPAI (or its assigned), the official photographer(s) are the only official photographers that will be allowed to take pictures from all positions of events, rooms and exhibit floor.
• During formal or ceremonial events, cell phones and electronic devices must be silenced and media must remain in place until a scheduled break occurs or event ends unless other arrangements have been made with the PPAI Public Relations office.
• Interviewing a speaker or attendee(s) in the event room is not permitted unless prior arrangements have been made.
• Parking is to be arranged by the media. Advance notice is required for special parking needs.
Media have access depending on specific permission granted for particular interviews or visits.* The terms of access to any PPAI events, meetings and exhibits will be determined by the event organizer on a case-by-case basis.
Based on space requirements, PPAI reserves the right to limit the number of press badges issued to a single media organization. PPAI does not issue press badges to: publishers or a publication’s advertising, marketing, public relations or sales representatives; publishers, editors or reporters from house organs or promotional publications; public relations staff of exhibitors or educational institutions; writers creating analyses or reports sold as a commodity to customers; educational program developers; or other individuals or their representatives who are not actually reporting on the event, meeting or exhibition.
No solicitation whatsoever. Any credentialed badge holder, who sells, markets or represents a company or organization for the purpose of obtaining advertising or subscriptions from any meeting registrant or exhibitor immediately forfeits press credentials.
Press credentials are not transferrable. Journalists who swap or share passes risk being banned from the event.
Written interview requests are to be submitted to the PPAI Public Relations office by e-mail to Keith Vincent (email@example.com), Marketing Director.
Note that for all interview requests, the following must be provided:
• Name of the journalist and media making the request and local contact information, including cell phone and e-mail;
• List of indicative questions;
• Proposed time(s); and
• Length of the interview
PPAI requires that all media reporting on PPAI events (press, radio, television and bloggers) give the event host PPAI prominent recognition in their coverage of the event.
• For social media, this would include #PPAIExpo and/or #PPAI.
• For print media coverage, this would include clearly crediting the event host Promotional Products Association International in the first mention of the event within the piece, using "Promotional Products Association International (PPAI).”
• For bloggers reporting live from PPAI events, this would include clearly crediting event host PPAI in the first mention each day, stating "Promotional Products Association International (PPAI).”
• For video coverage this would include prominently mentioning "Promotional Products Association International (PPAI)” during the video.
• It is not sufficient to just use the PPAI logo. The host must be mentioned within the body of all material. This includes all reports which are using information supplied by PPAI - even if journalists are not accredited to the event or attending the event.
• The trademark policies must be followed with regards to the use of the PPAI logo. For full details of the trademark policies, please see ppai.org/press.
Television (video and audio) signals for the event, meeting or exhibition are the responsibility of the media.
PPAI owns the rights to originate live coverage from PPAI events, meetings and exhibitions, and these rights may have been awarded to a broadcast or cable network and/or an internet provider. Subject to the limitations previously outlined, non-rightsholding local radio, television stations, networks and internet providers are encouraged to cover PPAI events with the following limitations.
• PPAI retains all rights in and to the filming, taping, recording in any media now or hereafter known, still footage/photography, radio or television broadcasting or reproduction in any manner or form thereof of any PPAI-sanctioned event. Any non-local news outlets must first get written approval from the PPAI Public Relations office before it can photograph/film footage at any PPAI-sanctioned event.
• Some PPAI events are televised/simulcast, and for those sessions, access may be limited.
• Any TV/radio broadcaster who does not comply with the above regulations will, without warning, have his/her accreditation withdrawn for the remainder of the event and may be banned by PPAI from covering future events.
• For local, regional and national TV news coverage, coverage of PPAI events shall not exceed three minutes in length in the daily aggregate and must be a part of a regularly scheduled newscast. Only taped footage may be included in these reports. The outlet may not purport to show live coverage from a PPAI event unless approved in advance in writing by PPAI. Segment requests exceeding three minutes must be submitted in writing 10 business days in advance of event.
• Local credentialed TV outlets may broadcast live from PPAI events, as long as the broadcast does not include action from inside the event, meeting or exhibition (which is covered above).
• The use of tripods is limited, based on available space. At no time will camera crews be allowed to impede the flow of attendees during any event.
• Television and video cameras are not allowed on the exhibition floor, with the exception of the pre-scheduled and PPAI escorted media.
• PPAI owns the rights to all recorded coverage of its events, whether it airs on a national, regional, local, digital or electronic network or channel. Such broadcast outlets will provide PPAI with copies of their coverage upon request.
• Radio, internet or recorded (audio or video) coverage may not purport to be live from the event unless this has been approved in writing and arranged in advance with the PPAI Public Relations office.
Only accredited photographers may film or take photos at a PPAI sanctioned event.
• Freelance photographers will not be accredited without proof of assignment for a specific media outlet and without signing an agreement for limiting usage of the images to the specified assignment.
• Only PPAI photographers can film or photograph on the exhibition floor. Exception requests must be submitted in advance and approved by PPAI Public Relations office.
• Photographers must film/photograph from designated photo areas. Exceptions must be approved in advance and escorted by PPAI Public Relations staff.
• Equipment guidelines. Cameras should be an SLR or DSLR, with an appropriate lens to capture the action from an appropriate distance that eliminates the chance of the photographer impacting the conduct of the event. Photographers filming/photographing the event are required to use equipment sufficient for obtaining high-quality images at a respectable distance.
• Commercial photography is prohibited unless it has received prior approval from the PPAI Public Relations office and the proper clearances made.
• Any secondary non-editorial or commercial use of any picture, film or drawing is prohibited without prior consent of PPAI and the individual(s) or organization(s).
• All pictures must be taken at an appreciable distance, as far from the action as possible, and from angles that are not in the direct line of sight for the audiences or participants.
• Photographers who do not comply fully with the above regulations may, without warning, have their credentials withdrawn for the remainder of the event(s) and could be banned by PPAI from attending future events.
Media may be added to the media mailing list by emailing Keith Vincent at firstname.lastname@example.org. Alternatively, when the media accreditation process begins, media will have an opportunity to sign up for this service.
PPAI Press Room: ppai.org/press
The PPAI Expo: expo.ppai.org
Any accredited media who is deemed disorderly, who fails to comply with any of the foregoing requirements, or any set forth by PPAI officials, and all security measures, will have their media pass taken away for the entire event and future PPAI events and may be asked to leave the event.
Notwithstanding any other provision herein, this credential is a courtesy to bearer only and creates no economic or other legally recognized interest in the bearer and this credential may be denied or may be revoked at any time for any reason or no reason in the sole and absolute discretion of Promotional Products Association International, or any agent or employee working on PPAI’s behalf.
Solicitation of Goods and Services
Only those firms registered at the Exposition as Exhibitors (member and nonmember) may solicit their goods and services. Specifically, non-exhibiting suppliers, guests and members of the press are prohibited from soliciting business during the Exposition. Violation of this rule can lead to immediate removal from The PPAI Expo 2022 and non-admittance into future PPAI events.
Segway Scooters & Two Wheeled Motorized Vehicles
Operators without reported disability are prohibited from using Segway scooters or any two wheeled motorized vehicles in Mandalay Bay public areas, including, but not limited to the trade show halls at the Mandalay Bay Convention Center. Segway scooters (at walking speed only) are permitted in public areas of the hotel only when the operator represents that the equipment is a mobility assistance device for a disability condition. Use of a Segway may be excluded in areas that are relatively high foot traffic venues. This includes the Casino, theaters, Event Center, restaurants and the Convention Center.
In such cases of exclusion, a guest will be offered the use of a balanced wheeled mobility device such as a wheelchair or motorized scooter. PPAI has contracted with Desert Medical Equipment, for the rental of motorized scooters for all PPAI guests requiring mobility assistance. Information on how to rent equipment is located on the Attendee page under On-Site Services.
All attendees are welcome to utilize wheeled carts or cases to carry their catalogs and other materials collected at the show. The carts or cases may only have two wheels with a wheelbase of no more than 12” from outside wheel to outside wheel. Collection boxes on carts can be no wider than the cart, or larger than 15” in any dimension. DRUMS AND BARRELS WILL NOT BE ALLOWED ON THE SHOW FLOOR! PPAI reserves the right to remove any cart or case from the show floor at its discretion.
All programs, meetings, sessions, seminars, trade shows and other events sponsored by PPAI are the exclusive property of PPAI and no one is permitted to record or reproduce such events, aurally or visually, by motion pictures, videotape recording, audio cassette recording or by any other means for commercial purposes without the express written consent of PPAI. The rule does not prohibit videotaping or other visual or aural recordings by an exhibitor of PPAI trade shows made entirely within the booth space leased by that exhibitor. In order to not interfere with normal show proceedings, all recordings done outside an exhibitor’s own booth shall be done prior to or after exhibit hours; any special expenses generated to be borne by the proponents/exhibitors.
Photography and/or videotaping of any display or product other than an exhibitor’s own are prohibited, unless permission has been obtained from PPAI and the firm whose booth is being photographed/videotaped.
Consent to Use of Photographic Images - Registration and attendance at, or participation in The PPAI Expo or any association meetings or events constitutes an agreement by the registrant to fully consent to PPAI’s use and distribution (both now and in the future) of the registrant’s or attendee’s image or voice in photographs, videotapes, electronic reproductions, and audiotapes of such events and activities.
Assumption of Risk
You assume any and all risks occurring before, during or after any PPAI event held in conjunction with The PPAI Expo, including injury by any cause. You release PPAI and its respective affiliates, agents and employees, from any related claims.
According to the Nevada Clean Air Act, there is no smoking or vaping (e-cigarettes), permitted in the Mandalay Bay Facility during move-in, show days, or move-out with the exception of the main casino floor and designated guest rooms.
Amendment to Regulations
Exhibitor and attendees shall observe and abide by any additional reasonable regulations made by PPAI, its officers and employees for efficient and safe operation of The PPAI Expo. All regulations outlined in this document will remain in effect during the entire event. In addition to these regulations, those outlined in the Exhibit Space Application and Contract (for exhibitors only) will be in effect and enforced.
Any and all matter not specifically covered by either of these documents shall be subject solely to the judgment of PPAI, and may be amended at any time.
Violation of Rules and Regulations
A member who violates any of these rules and regulations is subject to an assessment of $500 for each violation and/or forfeiture of space priority for future PPAI Expo's. Repeated violation may result in loss of the right to exhibit or attend The PPAI Expo.
To request a letter of invitation to the PPAI Expo, please email AshleyS@ppai.org.