This November, more than 40,000 attendees and 1,000 exhibitors from all over the world will gather in Orlando for the International Association of Amusement Parks and Attractions (IAAPA) Expo 2025. As the world’s largest trade show for the amusement, events, and leisure industries, IAAPA features everything from massive theme park rides to portable inflatables and interactive games.
For party and event rental business owners, the IAAPA Expo is more than just a trade show — it’s the ultimate marketplace for discovering new products, connecting with industry peers, and experiencing firsthand what the future of fun looks like.
Whether you’re looking to expand your rental inventory, upgrade aging equipment, or just get inspiration for your next busy season, this guide will help you make the most of your IAAPA experience.
Getting Ready for the IAAPA Show Floor: What to Know Before You Get to Orlando
The IAAPA Expo hosts more than 1,000 exhibitors, showcasing everything from ride manufacturers and inflatable suppliers to concessions, event technology, and safety equipment providers.
For first-time visitors, or even seasoned attendees, the sheer size of the show floor can be overwhelming if you’re trying to figure it out as you go. To make the most of your time in Orlando, it’s always a good idea to plan ahead.
Before the show, browse the official IAAPA Exhibitor Directory and the interactive show floor map to preview who’s exhibiting and where their booths are located.
Use these tools to:
- Identify key vendors that specialize in party and event rental equipment, such as inflatables, games, tents, lighting, and booking software
- Research these companies online to familiarize yourself with their products and what you can expect to see at IAAPA
- Mark booth locations of the companies you want to visit so you can navigate efficiently
- Create a simple daily plan or checklist—perhaps dedicating one day to inflatables, another to tents, and another to concessions or tech demos
Think about it — attending the IAAPA Expo is an investment of both time and money in your business, so it’s worth planning ahead to make the most of it.
With a plan in place, you’ll be able to hit the ground running instead of wandering the massive show floor trying to track down vendors as you go. A clear itinerary keeps you focused, helps you accomplish your goals for the expo, and ensures you don’t miss the suppliers that matter most to your business.
How to Buy Smart at the IAAPA Expo
Perhaps the biggest advantage of buying new equipment at the IAAPA Expo is the chance to see and test products in person before making a purchase. Taking full advantage of this opportunity will help you make more informed buying decisions for your business.
Here are some tips to help you shop strategically:
- Inspect equipment for durability. Shopping in person means you can take a closer look at seams, zippers, and connection points on inflatables, tents, and games. Make sure you feel confident that the equipment can hold up for rental use.
- Ask for live demos. Ask a vendor to show you a setup and breakdown so you can see how many people and how much time are needed for setup.
- Check warranty and support options. Ask if the purchase includes a warranty, training, or post-sale support.
- Ask about show specials. Just as the IAAPA Expo is where many rental business owners go to buy new equipment, it’s also where manufacturers are eager to sell it. Ask vendors if they’re offering any special pricing, package deals, or discounts exclusive to the expo.
- Check vendor reputation. Use your time at the expo to ask other rental operators which suppliers they trust, or check online reviews before committing to a big order.
After you’ve inspected gear, watched live demos, and compared show specials, narrow your list to a few choices. Now comes the crucial step: deciding on which equipment will actually pay you back.
Will It Pay Off? How Party Rental Owners Should Evaluate IAAPA Purchases
Seeing the latest equipment models on the show floor can be exciting — but exciting doesn’t always mean good for business.
Once you’ve found products that pass the basic checks, take a closer look at how they’ll fit into your rental operation. Any new equipment you buy should be an asset, not a burden. That means thinking beyond how it looks on the floor and asking the right business questions before you commit.
Ask yourself these practical questions:
- What is the typical lifespan for an item?
- Are there special maintenance or storage requirements?
- Can I deliver and set this item up efficiently?
- Are replacement parts easily available?
Then, evaluate the how the item will perform financially:
- How many rentals will it take to pay this off?
- Does it add to your current selection or replace underperforming inventory?
- Will it set your business apart or allow you to charge more per event?
When you’re surrounded by inflatables, rides, and high-tech attractions at IAAPA, it’s easy to get caught up in the excitement. But every dollar you spend should be working toward a return. By viewing each purchase through the lens of investment, not impulse, you’ll make decisions that strengthen your business long after the expo ends.
Now that you know how to evaluate equipment, the next step is deciding which types of gear deserve your attention on the IAAPA show floor.
Party Rental Business Equipment Guide for IAAPA Expo
One of the main goals of the IAAPA Expo is to showcase the newest products and innovations in the amusement and attractions industry, but not everything on the floor makes sense for a party rental business.
For party and event rental business owners, this is your chance to see firsthand what’s next in inflatables, games, concessions, and event technology.
Below are the types of equipment and product categories you should plan to evaluate while you’re at the expo.
Inflatables and Interactive Attractions
Inflatables remain the foundation of most party rental businesses, and the IAAPA Expo is the best place to see what the latest offerings in this category are. The show floor will feature a wide range of new designs from traditional bounce houses and slides to more complex obstacle courses and interactive attractions.
As you explore, pay attention to innovations that improve usability, appeal, and efficiency. Many manufacturers now emphasize faster setup times, easier transport, and features that make inflatables suitable for a wider range of events and age groups. Some designs focus on modular or multi-use layouts, while others highlight updated materials, safety features, or visual customization options.
Look for equipment that supports your existing business model but also opens the door to new opportunities. The goal is to choose products that enhance your lineup and create more ways to book events.
Games and Interactive Experiences
Games and other interactives are ideal “add-on” items that boost average order value without requiring extra labor. They pack small, set up fast, and encourage repeat play throughout an event. Offering them is a great strategy to complement your core inflatables and set you apart from your competition.
“Life-size” lawn and tabletop games have become popular additions for party and event rental companies because they’re simple to manage, appeal to all ages, and fit a wide variety of events. The IAAPA expo will give you the change to shop oversized classics like Giant Jenga, Connect 4, and Cornhole which would be good additions to boost your margins in 2026.
Higher-tech add-on items are becoming increasingly popular for corporate events and weddings, and the IAAPA Expo is one of the best places to explore the latest products in this category. Equipment in this space often includes digital and interactive experiences such as photo booths, virtual reality attractions, and LED-based games that bring a modern, high-end feel to events.
Food and Beverage Equipment
Food and beverage items are some of the simplest and most profitable add-ons for party and event rental companies. They’re easy to operate, require minimal staffing, and appeal to guests of all ages, which makes them solid revenue generators.
At the IAAPA Expo, you’ll find everything from concession classics, like popcorn and cotton candy, to portable bar setups.
It’s important to keep your audience in mind when deciding to buy this type of equipment as classic concessions items would have value for a businesses that frequently rents for kids’ birthday parties, while corporate or wedding-focused businesses would get more bookings for high-end beverage systems. Matching your equipment choices to your core clientele ensures you’re investing in assets that will rent frequently and generate consistent returns.
Food and beverage equipment doesn’t just generate direct rental income, it enhances the overall customer experience. Offering a few reliable food and beverage options can help you build all-in-one packages that increase average order value and make your business more attractive for clients.
You probably have a good idea of what to look for on the IAAPA show floor, but keep in mind, every purchase you make is a big decision. Don’t let the excitement of the expo lead you into buying something that doesn’t make sense for your business.
Mistakes Party Rental Owners Should Avoid at IAAPA
IAAPA is a flagship event in the party rental industry. So it will be hard for business owners not to get swept up in the excitement of the expo. But smart buyers know that every purchase needs to earn revenue back and buying the wrong items at the wrong time can be a big setback for your business.
Here are some common mistakes that you should be aware of and how to avoid them.
Impulse Buying
The IAAPA show floor will be packed with products designed to impress you. Flashy new inflatables, virtual reality attractions, and LED setups all look incredible under the trade-show lights — but it’s important to stop and ask yourself whether they’ll actually rent well in your market.
Plan ahead by knowing what categories you’re shopping for and what budget you’re comfortable with. If something outside that plan catches your eye, take notes, do your research, and give yourself time to think. Your business makes money when your inventory rents, not when it sits in storage. Taking an extra day to evaluate a purchase is always better than buying on impulse and regretting it later.
Ignoring Your Customer Base
Even if you avoid buying on impulse, there’s another trap many rental owners fall into: choosing products that don’t fit their actual audience.
Just because a product catches your attention at IAAPA doesn’t mean it will resonate with your customers back home. The expo caters to the entire attractions industry, which ranges from massive amusement parks to small local rental companies , so not every glossy new item will make sense for your market.
A high-end mechanical ride might look amazing, but it won’t pay off if your main clients are backyard birthday parties or small community events. Keep in mind that your audience may not be eager — or able — to pay the rental rate that a flashy, expensive item would require to justify its what you paid for it, especially when you or your competitors already offer more affordable options.
Before making any purchase, take a step back and evaluate who your customers are and what they typically book. Review your top rentals from the past year, your average event size, and the typical age range of your guests. This will help you determine which new products actually align with your business model.
If you primarily serve families, focus on items that are safe, easy to operate, and visually appealing to kids. If you work more with corporate or wedding clients, look for equipment that’s upscale or adds a professional touch to large events. Matching your purchases to your customer base ensures that your new inventory rents consistently and keeps generating revenue long after the excitement of IAAPA fades.
Buying Overly Specific or Custom-Themed Inflatables
Themed inflatables and attractions can be great attention-grabbers, but it’s easy to limit your rental potential by going too specific. A Batman-themed bounce house might thrill a few customers, but it won’t appeal to families planning a princess party or a general community event. When your inventory is tied to one character, color scheme, or brand, you narrow your customer base and limit the earning potential of your inventory.
A better strategy would to purchase flexible designs that let you switch or adapt themes easily. Many manufacturers now offer interchangeable banners that can be swapped out for different occasions, which makes it possible to rent for a superhero-themed party one weekend and a unicorn-themed one the next. This type of versatility allows you to market the same inflatable to multiple audiences without investing in duplicate equipment
Buying with flexibility in mind helps you get the most out of your inventory and reduces the chances of equipment sitting idle or going to waste
Not Planning for Logistics
Even the most impressive new equipment won’t add value to your business if you can’t deliver or set it up efficiently. A purchase that looks great on the show floor can quickly become a challenge if it’s too heavy to move, requires extra staff, or doesn’t fit in your delivery vehicles.
Before you buy, take time to think about how each new item fits into your rental workflow — storage, transport, setup, and breakdown. Remember, more rentals also mean more deliveries, and if a new item slows down the delivery of the rentals you’re already booking, it may not be worth adding to your lineup.
Keeping logistics in mind when buying connects your purchasing decisions back to your overall business strategy. The smartest investments aren’t necessarily the flashiest, they’re the ones that fit smoothly into your current operation.
You Don’t Have to Buy but You Should Connect
Not every product or vendor you like at IAAPA needs to turn into a purchase right away. If something doesn’t feel like the right fit, it’s better to wait than to make a rushed decision you might regret later.
But that doesn’t mean that you shouldn’t walk away with something else that’s valuable: information and connections for future purchases. IAAPA only happens once a year in the U.S., and it could be your only opportunity to meet certain vendors in person before the next expo.
Here are a few ways to make sure you leave with insights that will benefit you down the road:
- Take photos or videos of the equipment you like so you can compare models later
- Collect business cards or scan QR codes from vendors you talk to.
- Follow up online — many exhibitors post new product releases, discounts, and contact updates after the show.
- Keep a notes file or folder with your impressions and product pricing for future reference.
Just because you’re not making a purchase now doesn’t mean you won’t in the future. Recording your experience helps ensure that when you’re ready to invest, you’ve already done the groundwork to make the best decision possible.
Come Visit ERS at IAAPA — Booth #5769
This guide has focused on purchasing equipment, but another smart investment to consider for your rental business is software to manage your inventory and deliveries more efficiently.
Event Rental Systems provides detailed reports on your most popular items, total number of rentals, and profit margins from each booking. This information is crucial for making data-driven decisions about what equipment to purchase next.
In addition, our software includes these tools designed to optimize your party rental business:
- Online booking
- Real-time inventory management
- Integrated payments
- Delivery routing
- Built-in marketing tools
Our software is designed specifically for the rental industry and will simplify scheduling, eliminate errors, and give a clear picture into your business’s performance.
If you’re attending IAAPA, stop by Booth #5769 to see how Event Rental Systems can help you run your business more efficiently and grow your bottom line.
Want to explore your options before IAAPA?
Schedule a demo with our team today to explore your software options.
See you in Orlando!
