CERF Rules and Regulations

IACP Convention Event Request Form (CERF)

Planning an event during IACP 2018? We are here to help! Please read the guidelines below. IACP will accept CERF submissions February 5 – September 7, 2018.

About CERFs
CERF Deadlines
CERF Rules and Regulations
Opposed Dates and Times
IACP Suitcasing/Outboarding Policy

About CERFs

The Convention Event Request Form (CERF) was designed to help organizations, exhibitors, and sponsors obtain meeting space at official IACP conference hotels. If you are attending IACP 2018 and are interested in holding a meeting, meal function, or hospitality suite in conjunction with IACP 2018, you must complete a CERF in order for us to assist you in your planning and proper inclusion in the IACP 2018 program.* A form must be completed for each event. If an event is multi-day, a form must be submitted for each day of the event.

*In order for your event to be listed in the IACP 2018 printed program, submissions must be received by August 17, 2018. Any submissions received after August 17 will only be reflected online and in the mobile app.

Once the CERF has been submitted, IACP staff will review the request to ensure it abides by the rules and regulations listed below. Once the request is reviewed and approved, it will then be sent to the selected hotel. A representative from the hotel will then contact you and work directly with you on the specifics of your event.

If at some point there are any changes to your event (i.e. time, location) and you need those changes to be reflected in the program, a link is included at the bottom of the confirmation email allowing you to edit your original request. You may also forward the confirmation email you received when you submitted the CERF to cerf@theiacp.org, clearly indicating what changes need to be made. Please do not complete another CERF.
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CERF Deadlines

In order to ensure review and approval of a submitted CERF, all requests must be submitted by close of business on Friday, September 7, 2018.

Submissions must be received by August 17, 2018 in order for your event to be listed in the IACP 2018 printed program. Any submissions received after August 17 will only be reflected online and in the mobile app.
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CERF Rules and Regulations


  • Only IACP member companies registered as show attendees, exhibitors, or sponsors may apply to hold meetings in conjunction with IACP 2018.
  • Meetings cannot be held during opposed dates and times. Please note opposed dates at times listed below.
  • Entertainment, meetings, or similar activities are not permitted in hotel rooms or other private or public facilities during hours that conflict with IACP sponsored events.
  • Contracted properties in Orlando will not reserve meeting rooms/function space for anyone during the meeting dates without prior IACP approval.
  • IACP will review and approve the CERF on a first-come, first-served basis.
  • Space in the convention center is reserved for IACP staff events only.
  • IACP reserves the right to decline meeting requests. Meetings that are not approved will receive a notification immediately explaining the rejection.

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Opposed Dates and Times

The following dates and times conflict with the IACP 2018 program. Please schedule events outside of IACP program hours to ensure approval of your meetings/events. It is the goal of IACP to provide all attendees with the full opportunity to benefit from our scheduled sessions and workshops. Special consideration may be given to smaller meetings; these meetings will be reviewed on a case-by-case basis.

  • Sunday, October 7 10:00 a.m. – 5:00 p.m. Expo Hours
  • Monday, October 8 10:00 a.m. – 5:00 p.m. Expo Hours
  • Monday, October 8 7:00 p.m. – 11:00 p.m. IACP’s Chiefs Night
  • Tuesday, October 9 10:00 a.m. – 2:00 p.m. Expo Hours
  • Tuesday, October 9 7:00 p.m. – 11:00 p.m. IACP’s Annual Banquet

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IACP Suitcasing/Outboarding Policy

IACP depends on our exhibitors and sponsors for successful events. As such, we are mandating increased measures to protect our exhibitors/sponsors from “suitcasing/outboarding” at our conferences and meetings.

Statement of Intent

In order to protect our valued exhibitors/sponsors and the investment they make in the association, thereby supporting IACP’s mission, our rules strictly prohibit solicitation, “suitcasing” or “outboarding” by attendees who transact business at our conferences and meetings and do not have exhibit booths or sponsor investment.

By suitcasing or outboarding the show, an attendee gains an unfair competitive advantage over exhibitors and sponsors that have invested money and other resources to participate in the events and deprives IACP of income we use to support our many programs and initiatives.

What is Suitcasing and Outboarding?

“Suitcasing” and “outboarding” are unethical parasitic business practices in which non-exhibitors and non-sponsors attempt to gain access to conference attendees.

“Suitcasing” refers to those non-participating companies or persons who go to conferences as an attendee but “work the aisles” from their suitcase (briefcase) and solicit business in the aisles or lobby area.

“Outboarding” refers to non-participating companies that set up meetings and demos at off-site locations—hotel hospitality suites or restaurants—and encourage show attendees to leave the conference and show floor and spend time with them.

Examples may include but are not limited to:

  • A non-exhibitor sets up a hospitality suite off the show floor and invites attendees to leave the show floor and visit their suite.
  • A non-exhibitor sends out alerts to potential customers that while they will not be participating this year they will have personnel walking the show floor and will be offering demos or show specials.
  • A non-exhibitor puts together a webpage with the conference logo and solicits meetings with attendees.
  • A non-exhibitor piggybacks on the activities of a third party such as a vendor or partner who is exhibiting.

What are the Consequences of Suitcasing or Outboarding?

Please note that any attendee at an IACP conference or meeting, who is observed to be soliciting business in the aisles or other public spaces, or uninvited attendees in another company’s booth, will be asked to leave immediately and their conference credentials will be confiscated.

Conversely, known commercial activity conducted from a hotel guest room or hospitality suite, a restaurant or any other public place in proximity to IACP’s conferences by non-participating companies, will be shut down if utilizing properties with which IACP has an agreement. Those found to be involved with “suitcasing” or “outboarding” will be denied registration to attend future IACP events.
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Submit a CERF