TCIA Ancillary Event Policy

TCIA recognizes that exhibitors, members, and industry partners often seek additional opportunities to network, conduct business, and engage with colleagues while attending TCIA events. These activities, referred to as Ancillary Events, are welcome when they complement, but not compete with the official TCIA Event.

Definition

An Ancillary Event is any non-TCIA-hosted meeting, educational session, demonstration, hospitality event, meal, reception, workshop, social gathering, or similar activity held in conjunction with a TCIA event, including TCI EXPO, Winter Management Conference (WMC), or Business Growth Workshop (BGW).

Registration

Organizations wishing to host an Ancillary Event must register the event with TCIA for review and approval by submitting the event request via this form. Registration allows TCIA to coordinate scheduling, minimize conflicts with official programming, and help ensure a positive experience for all attendees.

Ancillary Event requests are reviewed on a first-come, first-served basis. TCIA’s ability to provide promotional or logistical support is limited and is not guaranteed.

Requests must be submitted no later than three (3) months prior to the associated TCIA event. Requests received after this deadline will not be considered.

By registering an Ancillary Event, the host agrees to comply with this policy and any additional event-specific requirements established by TCIA.

Failure to comply with TCIA’s Ancillary Event policy may result in restrictions on participation in future conferences. TCIA reserves the right to take additional action as appropriate to protect the integrity of the overall event.

Overall Event Requirements

To be permitted by TCIA, Ancillary Events must adhere to the following requirements:

• Ancillary Events may not conflict with any published TCIA agenda item associated with the event, including (but not limited to) educational sessions, trade show hours, registration hours, member engagement activities, or TCIA sponsored evening events.
• Ancillary Events may not be planned, promoted, or conducted in a manner that could reasonably be construed as attracting or diverting attendees away from official TCIA programming.
• Ancillary Events may not charge an admission or registration fee for attendance.

Additional Requirements for WMC

• No Ancillary event may be hosted before the event officially begins at the Welcome Reception.

Additional Requirements for TCI EXPO

• TCI EXPO exhibitors may not participate in, publicize, or sponsor an Ancillary Event hosted by a non-exhibiting company.
• During published TCI EXPO show floor hours, exhibitor meetings, demonstrations, hospitality events, or other promotional activities must take place only within the exhibitor’s contracted booth space or private meeting room contracted through TCIA in accordance with the Exhibitor Contract.
• Ancillary events scheduled on the Wednesday prior to the opening of the trade show may overlap with scheduled pre-conference sessions only if the event is not educational in nature (e.g., receptions, networking events, customer appreciation events, or business meetings). All such events are subject to TCIA approval on a case-by-case basis.