Frequently Asked Questions

General Exhibiting Information

The 2017 Annual Meeting is taking place March 14-18, 2017, in San Diego, CA, at the San Diego Convention Center. Exhibit dates are March 15-17.

Wednesday, March 15 9:00 AM - 5:00 PM
Thursday, March 16 9:00 AM - 5:00 PM
Friday, March 17 9:00 AM - 4:00 PM

All exhibit space costs $38 per square foot. Our smallest booth size, a 10’x10’, would cost $3,800.

An application for exhibit space must be received by AAOS, along with a 30% deposit of the booth fee. You can pay by credit card, check, or wire transfer. An application is not considered as received until the payment has also arrived, so paying by credit card will be faster.

If your company has never exhibited at AAOS, you must first complete the Company Review Process before you can apply to exhibit. Once you have completed this process, you do not have to complete it again each year. More information can be found here.

All requests must be made in writing. Send an e-mail to jraymond@aaos.org. Requests to cancel or downsize exhibit space may incur a cancellation fee based on the date the request has been received by AAOS.

Date of Cancellation Notice Refund Amount Available
before August 9, 2016 Full refund of fees paid
August 9, 2016 - November 14, 2016 AAOS retains 30% of exhibit space fees
November 15, 2016 - December 15, 2016 AAOS retains 50% of exhibit space fees
after December 15, 2016 AAOS retains 100% of exhibit space fees

Freeman, our general service contractor, has assigned each exhibitor a target move-in date and time, and can be found in the Exhibit Service Manual. Companies may begin dismantle at, but not before 4:00 PM on Friday, March 17.

Badges

Exhibitors will receive 5 complimentary badges per 100 square feet of exhibit space purchased. The badge names must be registered in advance of the Annual Meeting to be complimentary. Exhibitor badge registration opens in November. No additional badges over the allotment will be provided or sold.

Badge exchanges are free of charge if the new name is submitted through the online badge registration system, which will remain open during the Annual Meeting. Name changes made in person on-site will be $50 each from March 14-17. Exchanged badges do not count against the allotment.

Yes, an exhibitor badge gives you access to all educational programs. You may also purchase Instructional Course tickets on the day of the course.

Housing/Travel Information

Hotel rooms must be reserved through our housing vendor, Wyndham Jade. Please contact jraymond@aaos.org if you need your login information.

You can view this information, including a list and map of the local hotels, here.

AAOS has designated Wyndham Jade as the ONLY official housing and registration provider for the 2017 Annual Meeting. Any other company attempting to present themselves as an official partner of AAOS is doing so fraudulently. Use of any other company, or booking through a hotel directly will result in a loss of priority points for the 2018 Annual Meeting.

At your request, AAOS will provide you with a letter of invitation to the Annual Meeting. Send an e-mail to jraymond@aaos.org, requesting a letter. Please provide the name, job title, date of birth, passport number, and any other relevant information for the person(s) needing an invitation.

Booth Construction

  • Linear booths: 8 feet 
  • Island booths: 25 feet

Hanging signs are only available for island booths and must not extend beyond the perimeter of assigned booth space. The maximum suspended height limit is 25 feet. In linear booths, signs, decoration and equipment may not rise above the 8 foot back wall or be placed outside the booth space.

Ordering Services

Freeman is our official general services contractor.

Booth services such as these can be ordered through Freeman, from the Exhibit Service Manual.

These orders can be made through the official vendors, and information and ordering forms are included in the Exhibit Service Manual.

You may choose to use any shipping company of your choice. Our preferred vendors’ information, along with shipping labels for the correct address, and international freight/customs information, is included in the Exhibit Service Manual.

Marketing

Find a variety of options in our Promotional Opportunities. We recommend a direct mailing to attendees using our mailing list. Pre-show advertisement can be a key ingredient to the success of your exhibiting experience. The order form for an attendee list is available here.

Insertion orders must be placed with Kathy Clark of Pharmaceutical Media, Inc, by January 12. Kathy can be contacted at kclark@pminy.com. Send sample prototypes to jraymond@aaos.org for approval by January 26. For more information on the Orthopaedist’s Bag, visit page 5 of our Promotional Opportunities Brochure.

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