Ancillary Meeting Requests & Policy
REQUEST DEADLINE
Friday, December 18, 2026
APPLIES TO
Onsite + Offsite Events
APPROVAL REQUIRED
Before Booking Space
REVIEW TIME
Approx. 10-15 Business Days
Events Requiring Approval
Any meeting or event held during HPBExpo27 dates requires prior approval, including:
- Board meetings
- Dealer meetings
- Staff meetings
- Hospitality events
- Customer receptions
- Networking gatherings
- Training sessions
- Product presentations
- Press or media events
- Social functions
This includes events held at:
- Hotels
- Music City Center
- Restaurants
- Entertainment venues
- Private offsite locations
IMPORTANT GUIDELINES
All organizations must submit a request. Both member and non-member organizations must complete the Ancillary Meeting Request Form.
Requests are reviewed individually. Approvals are based on:
- timing
- venue availability
- event type
- conflicts with official programming
- compliance with Expo policies
Approval is required before securing space. Organizations should not directly contract meeting or event space before receiving approval from HPBA.
Some requests may not be approved. Events that conflict with HPBExpo activities or violate exhibitor and sponsorship policies may be denied.
HOW THE PROCESS WORKS
How the Approval Process Works
Step 1 — Submit Your Request
Complete the request form and review the full policy document.
Step 2 — HPBA Reviews the Request
Requests are reviewed on a rolling basis. Some requests may require additional review depending on event type or timing.
Step 3 — Space Is Coordinated
If approved, HPBA will coordinate available meeting space with participating venues when applicable.
Step 4 — Final Planning Begins
Once approved and confirmed, organizers may work directly with the assigned venue and approved vendors.
SCHEDULING RESTRICTIONS
Ancillary events may not conflict with:
- Exhibit hours
- Education sessions
- Official HPBExpo networking events
- HPBA functions
Blackout periods and scheduling limitations apply throughout HPBExpo26. Please review the full policy document for complete details.
SUITCASING & OUTBOARDING POLICY
HPBExpo maintains policies that protect exhibitors, sponsors, and attendees from unauthorized sales and marketing activity.
Companies whose products or services align with the hearth, barbecue, and outdoor living industry are expected to participate as exhibitors or sponsors in order to conduct commercial activities during HPBExpo.
Unauthorized promotional events, sales activity, or attendee solicitation are prohibited. View Suitcasing & Outboarding Policy
ANCILLARY MEETINGS & EVENTS FAQs
Can I host an offsite dinner or reception? – Yes, but approval is still required.
Can I contact hotels directly to reserve space? – Space should not be contracted prior to approval from HPBA.
Are restaurants and entertainment venues included? – Yes. Offsite venues are subject to the policy.
What happens if my event conflicts with Expo programming? – HPBA may request schedule adjustments or deny the request.
Can non-exhibiting companies hold meetings? – Non-exhibiting companies may face restrictions on commercial or promotional activity during HPBExpo.
Ready to Submit Your Request?
Review the full policy document and submit your request form to begin the approval process.