APA 2026 Rules, Regulations, and Policies/Contractual Agreement

APA exhibitors are responsible for ensuring that their booth staff are informed of, and comply with, all APA 2026 and Walter E. Washington Convention Center rules, regulations, and policies.



APA 2026 and Walter E. Washington Convention Center rules, regulations, and policies are implemented for liability reasons, and for the safety and wellbeing of APA 2026 attendees. Violation by an exhibitor of any APA 2026 or Walter E. Washington Convention Center rule, regulation, or policy may result in the removal of the exhibitor’s booth from the APA 2026 Solutions Center and/or may negatively impact the exhibitors’ opportunity to participate in the APA 2026 Solutions Center. In instances of a booth removal from the APA 2026 Solutions Center, no refunds will be provided for the exhibit space.

Contractual Agreement

It is understood that the following information is accepted as part of the contract between the American Psychological Association (APA) and those who secure exhibit space in the APA 2026 Solutions Center.

It is agreed that the exhibitor will abide by all APA convention and APA Solutions Center rules, regulations, and policies (hereinafter collectively referred to as Rules or The Rules) before, during, and after APA 2026, and by other reasonable Rules deemed necessary by APA or the Walter E. Washington Convention Center provided that The Rules do not materially alter the exhibitor’s contractual rights. All matters and questions not covered by The Rules are at the decision of APA convention management. The Rules may be amended at any time by APA convention management and all amendments so made shall be equally binding upon publication on all parties affected by them, as are the original Rules. The APA 2026 exhibit space application and any agreement incorporated in it shall be governed by the laws of the city of Washington, D.C..

Exhibitors are expected to plan their APA 2026 participation in accordance with all APA Solutions Center rules, regulations, and policies and with the official dates and hours of the APA 2026 Solutions Center—including exhibitor move-in and move-out (e.g., exhibitor booth personnel, travel dates/times, flight, and hotel reservations, etc.). At no time are APA exhibitors at liberty to adjust any portion of APA 2026 or APA 2026 Solutions Center official hours or rules, regulations, and policies to suit individual schedules or preferences. In the event of unexpected/unavoidable circumstances, exhibitors must notify Carol Hall, Senior Manager, Event Sales, chall@apa.org, or Jodi Ashcraft, Senior Director, Media and Event Sales, jashcraft@apa.org.

APA 2025 Solutions Center Location and Schedule

Solutions Center Location

Walter E. Washington Convention Center, Halls D and E
801 Allen Y. Lew Place NW
Washington, DC 20001

Solutions Center Official Schedule

NOTE: All times are Eastern Daylight Time

Exhibitor Move-In

• Wednesday, August 5
  8:00 a.m.—8:00 p.m.
• Thursday, August 6
  7:00—9:00 a.m.; Booth set-up must be complete by 9:00 a.m.

Solutions Center Official Dates and Hours

• Thursday, August 6, 2026
  10:00 a.m.—6:00 p.m.
  5:00 p.m.—6:00 p.m. — Opening Reception; Unopposed hour for attendees to visit the Solutions Center
• Friday, August 7, 2026
  9:00 a.m.—5:00 p.m.
• Saturday August 8, 2026
  9:00 a.m.—5:00 p.m.*
  9:30 a.m.—10:30 a.m.—Unopposed hour for attendees to visit the Solutions Center
  *See Exhibit Booth Dismantling section below

Exhibitor Move-Out

• Saturday, August 8
  5:01 p.m.*—8:00 p.m.
  *See Exhibit Booth Dismantling section below
• Sunday, August 9
  8:00 a.m.—12:00 p.m.
  Exhibitors are encouraged to complete their move-out on Saturday, but four additional hours on Sunday morning are provided for those who may not be able to do so.

Exhibit Booth Displays, Exhibit Booth Staffing, and Exhibit Booth Dismantling

Exhibit Booth Displays

All APA Solutions Center exhibit displays must provide adequate see-through visibility to neighboring exhibitors. Walls, partitions, signs, decorations, or any other displays may not be erected or positioned in ways that obstruct sight lines to neighboring exhibitors. Tall displays may not be placed in the front of a booth and must be placed within 5’ of the back of the booth.

Exhibit Booth Staffing

APA convention policy requires that all booths be staffed by at least one exhibitor representative during all official exhibit dates and hours of the APA 2026 Solutions Center. At no time during official exhibit dates and hours should a booth be unstaffed. Neither APA nor the Walter E. Washington Convention Center is responsible for items removed from unstaffed exhibit booths.

Exhibit Booth Dismantling

At 5:00 p.m. on Saturday, August 8, 2026, APA will make an announcement to confirm the official closing of the APA 2026 Solutions Center. Until that announcement by APA has been made, and for liability reasons, APA exhibitors are strictly prohibited from vacating their exhibit space or dismantling any portion of their exhibit booth, including the packing of materials, removal of items form the exhibit booth, and so forth. Violations of this policy may negatively impact the exhibitors’ participation in the APA 2027 Solutions Center.

NOTE: APA understands that unexpected circumstances may arise. In such instances, exhibitors that are unable to comply with this rule should immediately contact Carol Hall, chall@apa.org or Jodi Ashcraft, jashcraft@apa.org so that other booth dismantling arrangements may be made.

Acceptance of Exhibits and Exhibit Content

Acceptance of Exhibits

Decisions regarding the acceptability of exhibits will be made in the first instance by the American Psychological Association (APA) Chief Executive Officer, in consultation with the APA Board of Convention Affairs (BCA) chair. The APA, acting through its Chief Executive Officer, reserves the right and sole discretion to reject any proposed exhibit for any reason. Prospective APA exhibitors are advised that the acceptability of products and services for display at the APA convention and APA Solutions Center is based on legal, social, professional, and ethical considerations.

Decisions on the acceptability of exhibits are made on an annual and case-by-case basis. Inclusion of an exhibit in a prior APA convention is not determinative of the acceptability for future APA conventions, as acceptability is reviewed annually.

All exhibit space applications, including those received from prospective first time APA exhibitors, are reviewed by members of the APA convention management team, psychologists on staff across multiple APA teams, and/or APA General Counsel. Prospective exhibitors may be required to complete an APA policy criteria review form for application review. The review process takes 7-10 business days and additional information from the prospective exhibitor may be required. 

Exhibit Content

Exhibits must be consistent with the professional nature of the APA convention. Exhibit space is not intended for airing either side of a controversial social, political, or professional issue. APA exhibit space is not intended for the purpose of campaigning for APA president or for any other APA governance office.

The American Professional Agency is the sole authorized and preferred provider of professional liability, student liability, and researcher/academician liability insurance to APA members. As such, no companies or businesses that offer any of these insurance products (or any that are added under the term of American Professional Agency agreement) will be allowed to advertise, exhibit, promote, discuss, or provide information on their products using APA media, venues, and/or events.

APA reserves the right to decline exhibit requests to conduct non-APA surveys inside the APA Solutions Center, the APA convention headquarter hotel and/or supplemental hotels, or any area where an APA event or function is being held during the convention.

APA reserves the right to require exhibitors to edit, amend, or eliminate parts of exhibits that in APA’s opinion are not aligned with APA’s objectives or are otherwise inconsistent with APA policies.

APA exhibitors may not conduct contests, lotteries, raffles, and/or games of chance without obtaining prior approval from the APA Media and Event Sales department.

The exhibition of products or services at APA 2026 is neither an endorsement of an exhibiting organization nor of the products or services on display. APA is not responsible for any claims made by an APA exhibitor. In addition, APA exhibitors may not, without prior APA consent, incorporate in subsequent promotions the fact that a product or service has been exhibited at an APA convention.

Accreditation Requirement for Educational Programs

The exhibiting of educational programs in the APA Solutions Center is restricted to those schools or other institutions fully accredited by regional or other institutional accrediting associations recognized by the U.S. Department of Education. In addition, for those areas of professional psychology where APA or CPA accreditation is currently provided (e.g., clinical, counseling, school, combined), APA will restrict exhibiting to only APA- and CPA-accredited programs. Programs accredited by either the American Psychological Association or the Canadian Psychological Association must state in their exhibit materials that they are APA- or CPA-accredited and include contact information for the APA or CPA accreditation office. 

FDA Approval Requirement

To be displayed and/or sold in the APA 2026 Solutions Center, the following product types must conform to all federal regulations and policies of the Food and Drug Administration (FDA). Exhibitors with a product or products in these categories must include with their APA 2026 exhibit space application a copy of the associated FDA approval certificate. Additionally, if the exhibit space application is approved by APA and exhibit space is confirmed then, at all times during official APA 2026 Solutions Center dates and hours, a copy of the FDA approval certificate must be displayed in the exhibitors’ booth and in a manner that is clearly visible to attendees who visit the exhibitors’ booth.

• Medical devices that have been approved by APA for display in the Solutions Center
• Pharmaceutical products

NOTE: The regulations of the Food and Drug Administration (FDA) provide exacting legal controls over the claims that drug manufacturers may make for their products and require them to state contraindications, hazards, etc. unless “reminder advertising” makes no product claims. Adherence to legal requirements concerning the content of drug advertising is the manufacturer’s responsibility. The disorder or symptom for which a drug or other product is being recommended must be prominently stated in materials to be displayed in the exhibit space, except in reminder advertisements, as provided by the FDA regulations. Materials to be displayed may not in any way suggest the use of medication or other substances for the relief of the tensions or problems of everyday life rather than for the relief of symptoms of illness or disorders. In pharmaceutical advertising copy, the full generic name of each active ingredient shall appear. Pharmaceutical products for which approval by the FDA of a new drug application is a prerequisite for marketing are not eligible for display in the APA Solutions Center until such approval by the FDA has been granted.

Equal Employment Opportunity

APA provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, national origin, gender, age, sexual orientation, gender identity or expression, marital status, number of dependent children or the ages of the children, physical or mental disability (visible or non-visible), genetic information, status as a protected veteran or any other basis on which discrimination is prohibited by federal or local law. 

Exhibit Space Application Submission: Schedule, Deadline, and Review Process

APA 2026 exhibit space applications must be submitted via the online APA 2026 application portal in accordance with the following schedule:

• Prior to 12:00 p.m. ET, January 28, 2026
  APA 2026 exhibit space applications are not accepted.
  
  
• 12:00 p.m. ET, January 28, 2026, to 5:00 p.m. ET, February 4, 2026
  One-week priority period for APA 2025 exhibitors. Applications received from APA 2025 exhibitors after 5:00 p.m. ET on February 4, 2026, are not eligible for priority booth assignment.
  
  
• February 5, 2026, to July 17, 2026
  APA 2026 online exhibit space application portal opens to all prospective exhibitors. Applications submitted by prospective first-time exhibitors are subject to APA’s review and approval. The review process takes approximately 3-5 business days, depending on the type of product or service to be displayed/promoted. The online application portal closes at 5:00 p.m. ET on July 17, 2026.
  
  
• After July 17, 2026
  Requests for APA 2026 exhibit space—whether received from previous year exhibitors or prospective first-time exhibitors—will be considered on a case-by-case basis, depending on booth space availability and/or the degree of application review that is necessary.

Exhibit Space Application Review

All APA 2026 exhibit space applications are subject to review and approval as detailed in Acceptance of Exhibits and Exhibit Content. Before a final decision is reached, additional information may be requested/required about the exhibiting company and/or the products/services to be promoted.

Applications received from prospective first-time APA exhibitors are subject to review and approval by the APA convention management team. The review process takes approximately 5-10 business days to complete. Although exhibit space will not be assigned/confirmed until the application has been approved, the application will maintain hold on its assignment order per the date/time that APA received it.

Exhibit Space Assignment and Payment Policy

Exhibit Space Assignment 

APA 2026 exhibit space applications that have been accepted by APA are processed and assigned on a first-come, first-served basis by the APA Media and Event Sales department on behalf of the Head of Meetings and Events. Space assignment priority will be based on the date and time that APA receives the application. If multiple applications are received simultaneously then they will be sub-ranked according to the total number of booths/square footage being requested.

Prior to assigning exhibit space, APA reviews and makes every effort to honor exhibitor requests regarding their booth location preferences–including requests to be located near to or far from another exhibiting company. However, such requests are not guaranteed. After booth space has been assigned, exhibitors are responsible for viewing the Solutions Center floor plan to confirm their neighboring exhibitors. Exhibitors that want to relocate to a different booth must submit their request in writing to Carol Hall, Senior Manager, Event Sales, chall@apa.org. 

In circumstances when none of an exhibitors’ preferred booths are available, APA will contact the exhibitor and provide two business days for the exhibitor to confirm another booth choice. If after two business days APA has not received a response from the exhibitor, then, to avoid lengthy delays in the APA 2026 booth assignment process, APA will, on behalf of the exhibitor, assign another booth within closest proximity to the original booth preferences noted on the submitted exhibit space application, and will send the exhibitor a confirmation letter detailing the APA-selected booth number and location.

Exhibit Space Payment Policy

Upon assignment of exhibit space APA exhibitors will receive a confirmation letter and invoice. Payment instructions are provided on the invoice in accordance with the payment schedule noted below.

• Applications received by or before March 13, 2026
  50% payment is due upon confirmation of assigned exhibit space and receipt of invoice. The remaining balance is due by May 15, 2026.
  
  
• Applications received after March 13, 2026
  100% payment is due upon confirmation of assigned exhibit space and receipt of invoice.

NOTE: APA reserves the right to cancel and return to open inventory booths for which timely payments are not received. To avoid a booth cancellation by APA of APA 2026 exhibit space due to non-payment, exhibitors that are unable to submit payment upon receipt of invoice should immediately notify Carol Hall, Senior Manager, Event Sales, chall@apa.org to request payment accommodations.

Exhibit Booth Staffing

APA convention policy requires that all booths be staffed by at least one exhibitor representative during all official exhibit dates and hours of the APA 2026 Solutions Center. At no time during official exhibit dates and hours should a booth be unstaffed. Neither APA nor the Walter E. Washington Convention Center is responsible for items removed from unstaffed exhibit booths.

Exhibit Booth Dismantling

At 5:00 p.m. Eastern Time on Saturday, August 8, 2026, APA will make an announcement to confirm the official close of the APA 2026 Solutions Center. Until that announcement by APA has been made, and for liability reasons, APA exhibitors are strictly prohibited from vacating their exhibit space or dismantling any portion of their exhibit booth, including the packing of materials, removal of items form the exhibit booth, and so forth. Violations of this policy may negatively impact the exhibitors’ participation in the APA 2027 Solutions Center.

NOTE: APA understands that unexpected circumstances may arise. In such instances, exhibitors that are unable to comply with this rule must contact Carol Hall, Senior Manager, Event Sales, chall@apa.org, or Jodi Ashcraft, Senior Director, Media and Event Sales, jashcraft@apa.org, so that other booth dismantling arrangements may be made during hours when the Solutions Center is closed and void of APA 2026 attendees.

Canvassing, Soliciting, Demonstrating, and Distribution of Materials

Canvassing, soliciting, demonstrating, and/or the distribution of advertising or promotional materials by APA exhibitors is restricted to the APA exhibitors’ booth inside the APA Solutions Center.



At no time during APA 2026 may APA exhibitors canvass, solicit, demonstrate, or distribute advertising or promotional materials in areas of the Walter E. Washington Convention Center that are outside of the APA Solutions Center or in hotels that have been contracted for APA 2026, including in hotel meeting rooms or hallways, or other areas. Exhibits, displays, and/or advertising/promotional materials of any kind are not allowed in APA 2026 hotel rooms or hallways unless approved in advance by APA’s Head of Meetings and Events. 

APA exhibitors should be considerate of neighboring exhibitors when soliciting attendees to visit their exhibit booth. Aisles in front of the exhibit booths must be kept clear. Enough space must be allocated within each exhibit booth for attendees to browse or watch product demonstrations. Any activity that causes attendees to congregate in the aisle or in adjacent exhibit booths will be curtailed or eliminated.

Liability and Insurance / Hold Harmless Policy

Upon contracting to exhibit, the APA exhibitor expressly releases the American Psychological Association (APA) or any of its officers, directors, employees, or committee members; the APA Board of Convention Affairs; or the owners, employees or representatives of the Walter E. Washington Convention Center(hereinafter collectively referred to as the APA and the Center) from any responsibility or liability for any injury, loss, or damage that may occur to the APA exhibitor or to the exhibitor’s employees or property prior to, during, or subsequent to the period covered by the APA exhibitor’s contract, including, but not limited to, any responsibility for liability for negligently caused injury, loss, or damage; and, further, the APA exhibitor agrees to hold harmless and indemnify the APA and the Center against any and all claims made against the APA and/or the Center by any person and arising out of the APA exhibitor’s acts or omissions. If the APA Solution Center is canceled due to circumstances beyond the control of the American Psychological Association or the Center, then all payments submitted by APA exhibitors for APA 2026 exhibit space will be refunded.

Use of Logos and Images

APA exhibitors are not permitted to use the APA logo and/or the APA 2026 logo in any public or private promotional materials. In addition, the Walter E. Washington Convention Center logo may not be used in any public or private promotional materials without written consent from the Convention Center.

Operating the Exhibits

Access for Persons with Disabilities

APA works to provide an ac­cessible convention for attendees with disabilities and believes that per- sons with disabilities should be given the opportunity to participate and interact to the fullest extent possible. APA exhibitors are encouraged to plan their exhibit space to accommodate persons with disabilities. This entails simple alterations to remove or modify physical barriers and to provide accessible promotional materials. APA exhibitors should set up their displays to allow persons who use wheelchairs or electric scooters to easily access the booth and the materials. This can be done by lowering displays or counters and ensuring that there is ample entrance space in the display area. APA exhibitors should provide order forms or promotional materials in alternate formats such as large print, Braille, or computer disk for persons who are blind or with low vision. Additionally, any videos shown should be captioned for persons who are deaf or who are hard-of-hearing.

Animals and Pets

Animals are not permitted in the Walter E. Washington Convention Center(WEWCC), except a) in conjunction with an APA- and WEWCC-approved exhibit; b) as service animals for individuals with disabilities; or c) to assist law enforcement personnel. See related policies below.

Policy regarding Service Animals

Dogs are the exclusive animals allowed to be used as service animals.   

Owners must always control the movement of animals (i.e., harnessed, leashed, tethered, or responsive to voice commands).

Dogs that exhibit aggressive behavior are prohibited.

Dogs must be housebroken.

The Convention Center staff have the right to inquire if the dog is a qualified service animal.

Dogs whose sole function is to provide comfort or emotional support are prohibited.

Failure to comply with the above guidelines or other reasonable requests, The Convention Center’s Public Safety staff may result in the dog’s removal from the premises.

Policy regarding Animals used in Exhibits

All animals (including exotic) must have written authorization and approval by The Convention Center in conjunction with an approved exhibit.

Animals approved must be on a leash, within a pen, or under similar control. Owner is fully responsible for obtaining all appropriate permits, sanitary needs for the animals and additional insurance requirements.

Booth Cleaning Services

Inside the Solutions Center, APA will provide general cleaning of aisles, lounges, and public areas.

Booth cleaning services are not included in the price of exhibit space. Interior booth cleaning, vacuuming, and trash removal is a chargeable cost to the exhibitor. Booth cleaning personnel will not clean the interior of an exhibit booth without a written order. Exhibitors may arrange for booth cleaning services through GES. Booths with food and beverage sampling must order porter service.

Catering

Aramark holds exclusive catering, concession, and liquor privileges at the Walter E. Washington Convention Center. Exhibitors are not allowed to bring outside food and beverages for their booth into the Walter E. Washington Convention Center.

Exhibitors may order catering through Aramark.  An exhibitor menu and order form will be included in the Expresso online exhibitor portal provided by GES.

Popcorn machines and/or popcorn, peanut roasters, cotton candy machines, or equivalent items are prohibited.

Children and Minors

For safety and liability reasons, APA and the Walter E. Washington Convention Center do not permit children younger than the age of 16 to be on the Solutions Center show floor during exhibitor move-in and move-out times. No exceptions will be made.

Contract Labor

Exhibitors may hire their own contract labor for booth installation and dismantling (I&D) but must complete an Exhibitor Appointed Contractor (EAC) form and provide APA and GES a copy of an insurance certificate. The EAC form is available in the Expresso online exhibitor portal provided by GES.

All contract personnel will need a valid photo ID to be issued a work badge. Exhibitors who do not hire I&D labor from GES for booth installation and dismantling may be required to notify APA of the names of their I&D staff. Access for I&D staff must be coordinated through GES.

Copyrights of Proprietary Material

ASCAP, BMI, dramatist fees, copyright license fees, patent fees, or any other fee or royalty attached to copyrighted or proprietary material are the responsibility of the APA exhibitor. Neither APA nor the Walter E. Washington Convention Center is responsible for any violation of infringement of the rights of any owner or presented material.

Decorations, Balloons, Stickers/Decals, Glitter/Confetti, Chewing Gum, etc. (Also ref. Fire Regulations/Safety section)

All materials used for decorating, including drapes, curtains, table coverings, skirts, carpet, etc. must be flameproof retardant, or treated with an approved fire-retardant solution. Fire retardancy certificates are required and must always be on site. Random testing may be performed periodically by the District of Columbia Fire Marshal.

Additional décor guidelines include:

• Decorations and signage may not be taped, nailed, or secured to any permanent surface.
• Adhesive-backed decals or stickers may not be distributed anywhere by anyone in the building.
• Glitter is not allowed in the Convention Center.
• Confetti may not be used in carpeted areas of the Convention Center without prior written approval; additional cleaning fees will be assessed.
• All adhesive décor and window cling material, along with its placement, must be approved by The Convention Center a minimum of 30 days prior to the first move-in date.
• Dirt or similar elements used as part of an exhibit must be fully removed by the event’s final move-out date.

Decorations, signs, banners, and similar materials may not be taped, nailed, stapled, or otherwise fastened to ceilings, doors, walls, glass, columns, painted surfaces, fabric, or decorative walls. Damage resulting from the improper and/or unauthorized installation of materials will be directly charged to the exhibitor.

The following decorations/items are prohibited in the Walter E. Washington Convention Center and/or the APA 2026 Solutions Center:

• Balloons; Helium Balloons; Helium Tanks. Helium balloons may not be distributed in the Convention Center. Balloons are not allowed to be used as promotional gifts or given to attendees.
• Open flame devices such as lighted candles, lighters or sparklers
• Compressed gases
• Confetti
• Flammable liquids/aerosols
• Fog, Haze, and/or Smoke Machines or other similar devices
• Glitter
• Hazardous materials and/or chemicals
• Lasers
• Open flame devices such as lighted candles, lighters, or sparklers
• Popcorn/Popcorn Machines; Peanut Roasters; Cotton Candy/Cotton Candy Machines; or equivalent items
• Propane, Butane, Acetylene, or other flammable or explosive materials
• Pyrotechnics
• Stickers and/or Decals of any type
• Streamers; Straw; Paper or any similar flammable items

Exhibitors that fail to comply with any part of the decorations policy are responsible for all costs associated with the cleanup related to the unauthorized use of these or equivalent items.

Deliveries

The Walter E. Washington Convention Center does not accept exhibitor freight or materials. FedEx, UPS, and/or other delivery services will not have access to the Solutions Center and cannot directly deliver exhibitor materials to booths. All exhibitor materials must be shipped through GES, the official general service contractor for APA 2026. Shipping information will be detailed on the Expresso online exhibitor portal provided by GES.

Destruction of Property

All property destroyed or damaged by an exhibitor must be replaced in the original condition by the exhibitor or at the exhibitor’s expense. Nothing may be taped, nailed, tacked, or otherwise affixed to ceilings, painted surfaces, fire sprinklers, columns, fabric, or decorative walls.

Electrical Equipment

Hi-Tech Electric, LLC is the Center’s exclusive electrical contractor. Electrical equipment must meet applicable National Electrical Codes. All electrical equipment displayed or used must be UL certified and properly wired and tagged as to type of current, voltage, phase, cycle, and horsepower. Electricians may verify UL certification before providing power to any equipment. The Walter E. Washington Convention Center reserves the right to refuse connection to any exhibitor whose equipment is deemed unsafe by Center electrical supervisors.

Utility panels and mechanical equipment rooms may not be blocked. Only Hi-Tech Electric, LLC and/or Walter E. Washington Convention Center staff are authorized to access electrical floor boxes and make electrical connections/disconnections.

Elevators and Escalators (Also ref. the Freight / Hand-Carried Freight / Freight Storage section and the Union Jurisdictions—DC / Show Site Work Rules section below)

Walter E. Washington Convention Center escalators and attendee/public elevators must not be blocked or used to transport freight or equipment/exhibit materials.

Exhibit Space Cancellation Policy

Cancellations of APA 2026 exhibit space must be submitted in writing to Carol Hall, Senior Manager, Event Sales, chall@apa.org. Refunds for APA 2026 exhibit space cancelled by an exhibitor will be made in accordance with the following schedule:

• Cancellations received by or before April 10, 2026
  100% refund
  
  
• Cancellations received April 11, 2026—June 12, 2026
  50% refund
  
  
• Cancellations received after June 12, 2026
  No refund

Exits

Exit doors may not be obstructed, locked, or held open. Nothing may be placed within 15 feet of a means-of-egress doorway. Exit signs may not be obstructed by booths, decorations, or any other objects or hanging materials.

Fire Regulations/Safety (Also ref. Hazardous Materials and Chemicals section)

Exhibitors must strictly follow all fire, safety, and Walter E. Washington Convention Center regulations. All decorations, drapes, curtains, hangings, items such as carpeting, turf used in the vertical position, combustibles, etc., must be flame retardant. A copy of the Certificate of Flame Resistance for the item must be left in the booth.

All exhibits and/or displays are subject to inspection by the Washington, D.C. Fire Department. Exhibitors are responsible for the proper and safe construction, materials, and maintenance of their exhibits/displays. Without exception, the following items are prohibited for display, use, or storage in the APA 2026 Solutions Center:

• Balloons; Helium Balloons; Helium Tanks
• Compressed gases
• Confetti
• Flammable liquids/aerosols
• Fog, Haze, and/or Smoke Machines or other similar devices
• Glitter
• Hazardous materials and/or chemicals
• Lasers
• Open flame devices such as lighted candles, lighters, or sparklers
• Popcorn/Popcorn Machines; Peanut Roasters; Cotton Candy/Cotton Candy Machines; or equivalent items
• Pressure-adhesive stickers and/or decals
• Propane, Butane, Acetylene, or other flammable or explosive materials
• Pyrotechnics
• Stickers
• Streamers; straw; paper or any similar flammable items

Floor Loads

The allowable floor load is 350 lbs. per square foot. Any heavy equipment, water tanks, or displays must be pre-approved by APA. Contact Carol Hall, Senior Manager, Event Sales, chall@apa.org.

Floor Tape

The use of foam tape, cellophane tape, duct tape or packing tape is prohibited on any surface in the Walter E. Washington Convention Center.

Furniture

Exhibitors are not permitted to use Walter E. Washington Convention Center furniture in their booth, including tables and chairs. All booth furnishings must be ordered through GES.

Giveaways (Also ref. Decorations section)

Exhibitor giveaways may not include stickers, decals, and/or balloons/helium balloons.

Freight / Hand-Carried Freight / Freight Storage

Exhibitors must coordinate their shipment, deliveries of booth materials, and freight storage with GES.

Freight:  Goods/materials may neither be delivered in advance of the show’s official move-in time nor left after the show’s official move-out time. The Walter E. Washington Convention Center does not accept deliveries on behalf of exhibitors.

Hand-Carried Freight: Please refer to the Union Jurisdictions section below for rules regarding hand-carried freight.

Freight Storage: Storage of exhibitor freight/materials must be arranged through GES. Repacking material, empty boxes, cardboard, or other combustible storage is prohibited throughout exhibit areas. No flat or empty cardboard boxes can be stored within or behind your booth. Full boxes of brochures and other literature for distribution may be stored underneath a table fronting the booth space.

Hazardous Chemicals and Materials (Also reference Fire Regulations section)

The use of hazardous chemicals and materials is strictly prohibited in the APA Solutions Center.

Hotel Accommodations, Exhibitor Registration/Badges, and Lead Retrieval

APA 2026 Hotel Accommodations

onPeak is the official contractor for APA 2026 housing.

Information regarding APA 2026 hotels will become available in April 2026. Details will be sent to exhibitors as housing dates and details are confirmed.

Exhibitor Registration/Badges & Lead Retrieval
X-CD Technologies, Inc. is the official contractor for APA 2026 registration and lead retrieval.

Badges are not mailed in advance. Exhibitors may retrieve their badges onsite at the Exhibitor Registration desk. APA 2026 registration, including exhibitor registration, will open in April 2026. Details will be sent to exhibitors as dates and details are confirmed.

Confirmed APA 2026 exhibitors receive a total of four (4) complimentary registrations per 10’x10’ booth secured. The complimentary exhibitor registrations provide access to all APA 2026 programming except for those with an associated fee. Exhibitors that need more than the four (4) complimentary badges may complete and pay for those registrations (non-member rate) via the exhibitor registration portal when it opens.

Exhibitors may order lead retrieval via their company record on the X-CD Technologies registration portal.

Insurance

General Liability Insurance
Included in APA 2026 booth pricing is Commercial Liability insurance through Rainprotection Insurance. The coverage period is August 6-8, 2026, and includes the following coverage and limits:

1. General Aggregate: $2,000,000.00
2. Each Occurrence: $1,000,000.00
3. Products / Completed Operations: $1,000,000.00
4. Personal/Advertising Injury: $1,000,000.00
5. Damage to Rented Premises (Fire Damage):  $  300,000.00
6. Host Liquor: Included
7. Deductible: None
   
   

Property Insurance
APA 2026 booth pricing does not include insurance coverage related to theft or damage of exhibitor property, displays, or fixtures, including transit to and from the event location. Exhibitors and/or any of their officers, agents, employees, or other representatives are responsible for insurance coverage for their property. APA will provide security guard service throughout the entire event, including the official periods of exhibit installation and dismantling. However, the furnishing of such a service is in no case to be understood or interpreted by exhibitors as a guarantee against loss or theft of any kind. Neither APA nor the Walter E. Washington Convention Center is liable for theft of or damage to exhibitor property.

Third Party Liability Insurance for Contract Labor
Exhibitors that secure third party labor for installation and/or dismantlement of their exhibit booth space are required to provide APA with a copy of the Certificate of Liability Insurance no later than July 24, 2026. Send to: Carol Hall, Senior Manager, Event Sales, chall@apa.org.

Worker’s Compensation Insurance

APA 2026 booth pricing does not include Worker’s Compensation insurance. Exhibitors and/or any of their officers, agents, employees, or other representatives shall maintain Worker’s Compensation as required in Washington, D.C. and/or by the Walter E. Washington Convention Center.

Internet, Wi-Fi, and Telecommunications

SmartCity is the exclusive provider of wired and wireless internet and networking for the Walter E. Washington Convention Center. Exhibitors that require internet, Wi-Fi, and/or telecommunications services in their booth may order them from SmartCity via the Expresso online exhibitor portal by GES.

WiFi will be available in the APA 2026 Solutions Center, but due to the volume of users APA cannot guarantee connectivity. Exhibitors that require a reliable internet connection for their exhibit are encouraged to order it through SmartCity.

Motorized Vehicles

Except for motorized vehicles driven to transport disabled guests or APA staff, motorized vehicles such as scooters or flatbed carts are not permitted in public areas or meeting rooms. The use of such motorized vehicles is restricted to the Solutions Center and/or the Walter E. Washington Convention Center loading dock and must be coordinated with GES to ensure compliance with all regulations within the convention center.

Noise

Objectionable sound devices may not be operated in the APA Solutions Center. Engines or any other type of equipment may be operated only with the consent of APA’s Head of Meetings and Events. APA exhibitors should be considerate of neighboring exhibitors when operating a sound system of any type.

Overhead Signage

Overhead hanging signs are allowed only for APA exhibitors that have secured an Island Booth configuration and are permitted to a maximum height of 20’ (measuring from the exhibit hall floor to the top of the sign). The maximum dimensions for overhead hanging signs are 10’ wide by 4’ high.

Overhead hanging signs/materials must comply with all fire regulations within the Walter E. Washington Convention Center.

Parking

There is no public parking at the Walter E. Washington Convention Center. More than 3,000 parking spaces are located within a three-block radius of the Convention Center including surface lots and garages. Exhibitors and attendees are encouraged to use these public parking facilities. Parking regulations are heavily enforced in the Convention Center’s surrounding residential areas.

Personal Protective Equipment (PPE)

All APA exhibitors, service providers, and APA staff working on or within the vicinity of the show floor during move-in and move-out are required to wear closed-toe footwear and comply with all APA 2026 and Walter E. Washington Convention Center health and safety protocols (ref. Operating the Exhibits).

Smoking/Vaping

The Walter E. Washington Convention Center provides a smoke-free environment for its staff and guests, and no smoking or vaping is allowed within the facility.

“Smoking” or “to smoke” means the inhaling, exhaling, burning, or carrying of a lighter or heated cigar, cigarette, pipe, electronic smoking device, or any other tobacco or plant product intended for human consumption through inhalation, in any manner or in any form.  Code of the District of Columbia—Chapter 17. Restrictions on Tobacco Smoking, Subchapter §7-1702. Definitions. (7)

Solutions Center Security

As a courtesy, APA will provide security for the APA Solutions Center on a 24-hour basis during the entire APA 2026 exhibit period, including move-in and move-out dates. The furnishing of such a service is in no way to be understood or interpreted by exhibitors as a guarantee to them against loss or theft of any kind. Neither the APA nor the Walter E. Washington Convention Center is liable for, or carries insurance on, exhibitor property, displays, or fixtures. For this reason, exhibitors are encouraged to carry insurance coverage on their goods, including transit to and from the show location.

Solutions Center security guards will be informed by APA that during the official event days, August 6, 7, and 8, exhibitors are allowed early access to the Solutions Center as follows:
Thursday, August 6: Beginning at 7:00am
Friday, August 7: Beginning at 8:00am
Saturday, August 8: Beginning at 8:00am

Subletting of Exhibit Space

APA exhibitors may not assign, sublet, or apportion all or any part of the exhibit space allotted to them by APA. Without written consent from APA’s Head of Meeting and Events, materials other than those manufactured or distributed by the confirmed 2026 exhibitor in the regular course of business may not be displayed and/or promoted by the exhibitor or allowed by the exhibitor to be displayed and/or promoted by other persons or firms.

Tax for the Sale of Merchandise

APA 2026 exhibitors are responsible for confirming and complying with all Washington, DC  sales and tax permit laws/requirements regarding the sale of merchandise inside the APA 2026 Solutions Center.

For information, contact: 

District of Columbia Office of Tax and Revenue

1101 4th Street, SW
Suite 270 West
Washington, DC 20024
Phone: (202) 727-4829
Fax: (202) 442-6890

Exhibitors may accept check or credit card payments in their booth provided that:
a) All transactions are conducted according to the Washington, D.C. sales and tax permit laws/ 
  requirements 
 
b) All transactions are conducted in a manner consistent with the scholarly and professional nature of the APA convention. Cash transactions are strongly discouraged. 

For every sales transaction, exhibitors must provide the following to the purchaser: 

1.    A sales receipt that includes the exhibiting company name, address, and contact information as indicated on their APA 2026 exhibit space application. 

2.    Confirming information regarding the return and refund policy for the purchased product(s). 

Union Jurisdictions / Show Site Work Rules

Washington, D.C. union jurisdiction information will be detailed in the Expresso online exhibitor portal provided by GES. Exhibitors should confirm all union regulations with GES when placing booth orders and making arrangements for their booth display.

Union Jurisdictions—Washington, DC

To assist you in planning your participation in your show, we are certain you will appreciate knowing in advance that union labor will be required for certain aspects of your exhibit handling.

Carpenter Union

The installation and dismantling of prefabricated displays comes under the jurisdiction of the Carpenter's Union. This includes signs and laying of booth carpet.

Teamsters Union

Members of this union claim jurisdiction on the operation of all material handling equipment, all unloading and reloading, and handling of empty containers. An exhibitor may move materials that can be carried by hand, by one person, in one trip, without the use of dollies, hand trucks, or other mechanical equipment.

The Official Service Contractor shall be responsible for all matters in the Dock area. This shall include but not limited to such items as assignment of dock space and loading or unloading of all materials and equipment.

Trade and Public Shows

Two (2) full-time exhibitor employees may work without Carpenter labor for one (1) hour on the move in and one (1) hour on the move out, for booths that are larger than 10'x10'. Exhibitors may work in booths 10'x10' or smaller without the use of Union labor.

The use of power tools is not permitted. As an exhibitor, you will be pleased to know that there are no restrictions or requirements to use union labor for the unpacking and placement of your merchandise or product and equipment tuning or calibrating, provided exhibitors use full-time permanent employees.

Per DC Fire Marshal, booths with a square footage of 600' or more shall have a 2A:10BC fire extinguisher available. All fire extinguishers shall have an inspection tag on them.

Gratuities

Our work rules prohibit the SOLICITATION OR ACCEPTANCE of tips in cash, product or gifts in kind by any employee (union or non-union). Our employees are paid appropriate wages denoting professional status, therefore tipping of any kind is not allowed.

Work Zone

Customer acknowledges that the show site and surrounding areas are active work zones. Customer, its agents, employees and representatives are present at their own risk.

Official General Services Contractor / Exhibitor Shipments / Exhibitor Booth Orders

Official General Services Contractor, Decorator, Drayage Firm

GES is the official general services contractor, decorator, and drayage firm for APA 2026.

YourTeam@ges.com
(800) 801-7648
International: +1 (702) 515-5970
Monday - Friday 6:00 AM - 4:00 PM Pacific Time

Exhibitor Shipments

The Expresso online exhibitor portal is provided by GES and will become available in May 2026. The Expresso portal includes all details regarding exhibitor booth orders, shipment addresses and deadlines, union jurisdictions, and more.

IMPORTANT:

• When the Expresso online exhibitor portal becomes available, an email from YourTeam@ges.com will be sent to the Primary Contact that was designated by the exhibitor on their APA 2026 exhibit space application.
  
• APA 2026 booth space pricing does not include booth carpet/flooring, guaranteed WiFi/internet connectivity, electrical outlets, tables, chairs, or other booth furnishings. APA requires booth carpet or flooring. Carpet must be fire retardant. Exhibitors are responsible for ordering all items needed for their booth and displays. Please plan accordingly to avoid delays with your onsite booth set-up.
  
• The Expresso online exhibitor portal provided by GES will include information, deadlines, pricing, and order forms regarding the following:
• Booth carpet or flooring (required by APA)
• Booth furnishings (tables, chairs, wastebaskets, etc.)
• Booth catering (provided by Aramark, the exclusive catering provider at the Walter E. Washington Convention Center)
• Shipping deadlines and addresses
• Union jurisdictions and regulations
• Internet and Wi-Fi services (Provided by SmartCity, the exclusive networking and telecommunications provider at the Walter E. Washington Convention Center)
• Audio Visual equipment rental
• Lead Retrieval (provided by X-CD Technologies, Inc.)
• Special work (such as carpentry, painting, additional signs, electrical work, etc.)
• Plant and floral options
• Payment terms
• Other details and links to information that are relevant to the exhibitors’ participation