Event Policies

Your Name Badge & Access Pass

Your name badge identifies you as an Access LIVE participant and must be worn at all times during the 2023 Access LIVE event. You will be able to print your badge upon arrival at the Gaylord Convention Center. Lost badges will be replaced for a $75 fee.

Age Restrictions & Event Restrictions

  • Age Restrictions: Anyone helping to set-up or attending Access LIVE must be at least 21 years old. No exceptions will be made.
  • Access HQ (Formerly Exhibit Hall): All registered attendees and exhibitors have full access to Access HQ during show hours. Attendees with Exhibitor Badges have access one hour before and after the hall closes each day.
  • Main Street Suites: All registered attendees and exhibitors have full access to Main Street Suites during show hours.
  • Main Stage Sessions: All registered attendees and exhibitors have full access to the sessions taking place on the Main Stage.
  • Roundtable Breakfast/Lunch: You must pre-register for the Roundtable Breakfast or Lunch of choice. The wholesaler hot topic lunch will only be open to wholesalers. There is no added fee to participate in the Roundtable Breakfast or Lunch.
  • Evening Events: All registered attendees and exhibitors have full access to evening events and receptions unless noted as “By Invitation Only”
  • WSWA Board of Directors Meeting: Only those members who sit on the Board of Directors may attend this meeting.

Unauthorized Solicitation and Distribution of Materials

Solicitation of business on the premises of the show by anyone other than official Access LIVE exhibitors and suite holders is strictly prohibited. Solicitation of business in sessions and meetings is entirely prohibited.

Distribution of flyers, pamphlets, notices and brochures in any event of Access LIVE, without the prior written consent of WSWA, is expressly prohibited.

Speaker/Exhibitor Endorsements

The ideas and opinions offered at Main Stage Sessions and LIVE Stage Sessions presented during Access LIVE are solely those of the speakers and do not necessarily reflect the position, policy or opinion of the Wine & Spirits Wholesalers of America. The ideas and opinions presented in these sessions and the products and services displayed by exhibitors at Access LIVE should not be construed as a recommendation or endorsement of the ideas, opinions, products or services by the Wine & Spirits Wholesalers of America. In issues affecting legal, financial or accounting matters, members should also consult trained professionals to address their individual situations.

Video and Photo Usage

WSWA reserves the right to restrict audio and video recording at WSWA meetings and events based on a speaker or performer’s contractual agreement with WSWA. Attendees agree to adhere to any restrictions relating to the recording of events, such as special booth appearances or educational sessions. Failure to comply with such restrictions may result in an attendee’s removal from the venue, without a right of readmission, reimbursement or other compensation.

Access LIVE Sessions and Event Policies

Seating is on a first-come, first-served basis. The venue fire marshal reserves the right to close a session when the room has reached maximum capacity. Cell phones should be silenced. WSWA reserves the right to remove any guest who is disruptive, regardless of paid registration.

Presentation materials are copyrighted by the speakers, their companies, or others from whom they have received permission to use. Written permission from the speaker is required before publishing.

Access HQ (Exhibit Hall) Policies

Once the show opens, no wagons, carts, or roller bags are also permitted on the show floor. Any large bags being brought to the show floor may be inspected by security on the way in and out of Access HQ.

WSWA is in compliance with the individual facility rules, regulations and restrictions with regards to personal scooters, segways, hoverboards, roller shoes and other alternative modes of transportation.

Green Efforts

WSWA is focused on providing green meetings that are designed, organized and implemented in a way that minimize negative environmental impacts whenever possible. We are also committed to complementing our Member Companies nationwide, who are doing their part in expanding their sustainability practices.

At Access LIVE, we will be shifting to a more green focused sponsorship platform. Our first change is to eliminate the “swag bags”! We will continue to focus on creating experiences that benefit attendees, provide valuable sponsorship opportunities, highlight new and unique business practices all while being mindful of less paper, less plastic, less trash.

Allergens and Food Safety

Allergens may be present in food served at Access LIVE. It is the responsibility of each attendee to contact the catering staff or show management about specific food allergies. WSWA provides a meal request space when registering for most special events in the registration system.

Weapons and Conceal and Carry

Please note that Access LIVE is a completely gun-free zone. Attendees are required to adhere to venue and show policies regarding firearms and weapons and are also required to adhere to all federal, state and local laws regarding firearms.

Cancellation Policy

Access LIVE Attendee, HQ and Main Street Suite personnel or Exhibit Booth personnel:

All requests to cancel or substitute Access LIVE registrants must be in writing to the Meetings and Events Department. All event refunds will be processed within a week of receipt. Requests should be emailed to: registrations@wswa.org


Registration Substitutions: 

Substitution of registrants will be made at no charge. Please send an email to registrations@wswa.org with the name of the canceled attendee and the name of the attendee that should be substituted. Please inform WSWA if hotel reservation changes need to be made as well.

Access LIVE Cancellation:

A 100% refund, less a $75 processing fee, will be available for cancellations received by December 16, 2022.

A 50% refund will be available for cancellations received December 17 through February 17, 2023.

Fees will be forfeited for cancellations if received after February 17, 2023.



Once you have received your hotel confirmation number, Hotel reservation changes should be made online through the link in the confirmation email.


All cancellations must be made at least 7 days prior to arrival to receive refund of first night’s room deposit. Hotel cancellations must be made through WSWA in writing to registrations@wswa.org. Gaylord Palms cannot process hotel reservation cancellations.