Event Policies

Your name badge identifies you as an Access LIVE participant and must be worn at all times during the 2025 Access LIVE event. You will be able to print your badge upon arrival at Gaylord Rockies Resort & Convention Center. Please locate the QR code emailed in your registration confirmation for ease of badge printing. Lost badges will be replaced for a $75 fee.

• 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 fully 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 fully 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.
• Evening Events: All fully registered attendees and exhibitors (this excludes model and bartender passes) 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 WSWA's Board of Directors may attend this meeting.

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.

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.

Wine & Spirits Wholesalers of America (WSWA) will be conducting video recording and still photography of all events and sessions during Access LIVE for use in connection with future educational, promotional and marketing activities of the association. Your participation in Access LIVE constitutes your consent to be photographed and video and audio recorded and to all uses of the images and recordings so created.

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.

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.

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.

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. We have  eliminated 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 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.

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.

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 September 24, 2024.

A 50% refund will be available for cancellations received September 25 through December 13, 2024.

Fees will be forfeited for cancellations if received after December 14, 2024.

Hotel

Changes:

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

Cancellations:

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 Rockies Resort & Convention Center cannot process hotel reservation cancellations.

When you register for Access LIVE 2025, WSWA gives $35 to the WSWA Educational Foundation to help fund college scholarships. Learn more about WSWA Educational Foundation's scholarship program here.