Ancillary Meetings & Events Policy
Ancillary Meetings & Events
Planning a meeting, reception, training, or other event during HPBExpo27? All meetings and events held in conjunction with HPBExpo must be reviewed and approved by HPBA in advance.
Approval comes first. Do not contract meeting or event space until HPBA has approved your request.
Requests are reviewed on a rolling basis and take roughly 10 to 15 business days. Submit early to keep your preferred dates and venues in play.
How the process worksFour Things to Know
The process helps avoid conflicts with official Expo programming, coordinate venue space efficiently, support exhibitors and sponsors, and maintain a positive attendee experience.
Friday. Requests after this date may not be accommodated.
Music City Center, hotels, restaurants, entertainment venues and private locations alike.
Approval is required before securing space with any venue.
Approximate. Some requests need additional review depending on event type or timing.
What Requires Approval
Any meeting or event held during HPBExpo27 dates requires prior approval.
Events requiring approval
Wherever they are held
- Hotels
- Music City Center
- Restaurants
- Entertainment venues
- Private offsite locations
Before You Plan Anything
All organizations must submit a request
Both member and non-member organizations must complete the Ancillary Meeting & Event 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.
The Approval Process
Four steps, from request to final planning.
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1
Submit your request
Complete the request form and review the full policy document.
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2
HPBA reviews the request
Requests are reviewed on a rolling basis. Some requests may require additional review depending on event type or timing.
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3
Space is coordinated
If approved, HPBA will coordinate available meeting space with participating venues when applicable.
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4
Final planning begins
Once approved and confirmed, organizers may work directly with the assigned venue and approved vendors.
What Your Event Can’t Overlap
Ancillary events may not conflict with:
Blackout periods apply throughout HPBExpo27, along with other scheduling limitations. Review the full policy document for complete details.
Suitcasing & Outboarding
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 the 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.
Start the Approval Process
Review the full policy document, then submit your request form. Requests are due Friday, December 18, 2026.