Important Dates and Deadlines for Exhibitors
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4 APR
Exhibit Prospectus and Exhibit Space Application Available
Be sure to mark your calendar & prepare to secure your spot at the upcoming meeting!27 JUNEInitial Space Assignment Application Deadline
Application and 50% deposit must be received to be included in the initial round of space assignments & earn 2 priority points28 JUNEExhibit Space 50% Cancellation Deadline
Between this date and Oct. 17, AAOS retains 50% of the total cost of exhibit space16 JULYReal-Time Exhibit Space Assignment Appointments Sent
All island booths will receive an email with an appointment date & time to meet with the Exhibits team to select their booth space in real-time25 JULYReal-Time Exhibit Space Assignments Start
Island booths only - 20' x 20' and larger15 AUGReal-Time Exhibit Space Assignments End
Island booths only - 20' x 20' and larger22 AUGOfficial Exhibit Space Assignment Confirmations Sent
Official booth assignments along with additional planning information sent to all exhibitors (island and linear).17 OCTFull Balance of Exhibit Space Fees Due
Final payments for booth fees can be made by check, wire transfer, or credit card via the Exhibitor Resource Center.18 OCTExhibit Space 100% Cancellation Deadline
On and after this date, AAOS retains 100% of the total cost of exhibit space -
9JULY 11 a.m. CT
Tier 1 Housing Opens
Tier 1 Housing is availble to exhibitors with a booth size 800 sq. ft. or larger16JULY 11 a.m. CTTier 2 Housing Opens
Tier 2 housing is available to exhibitors with a booth size 400 - 600 sq. ft.24JULY 11 a.m. CTTier 3 Housing Opens
Tier 3 housing is available to exhibitors with a booth size 300 sq. ft. or less12 AUGRequests for Additional Hotel Rooms
Additional rooms will be assigned based on availabilty22 AUGExhibitor Housing Available to All Tiers
Online housing reservations open for exhibitors of any booth size9 JANLast Date to Enter Names to Reservations Within an Exhibtor's Block
Rooms without names will be dropped from an exhibitor's block16 JANLast Day for Housing Deposit Refunds
Starting at 5:00 PM CT, housing deposits are non-refundable.21 JANHotel Charges Credit Cards for 2-Night Deposit
Hotels will start charging credit cards on file. This may take up to 7 business days for the hotels to complete.18 FEBLast Day to Make Reservation Changes Through onPeak
Starting February 20, please contact hotels directly to make any reservation changes or cancellations -
24 OCT
Online Exhibitor Badge Registration Opens
Login to the Exhibitor Resource Center to access badge registration22 JANDeadline to Pre-Register Exhibitor Badges to Be Mailed
Make sure to pre-register your badges by the deadline to have them mailed to you in advance. This will save you time & ensure a smooth check-in process onsite at the meeting.4 FEBExhibitor Badges Mailed
All pre-registered badges will be sent in the mail on this date4 MARPre-Registered Exhibitor Badge Barcode Emails Sent
Keep an eye on your inbox to ensure you receive your barcode for a quick & efficient entry onsite, as the barcodes will be quickly scanned onsite at Exhibitor Registration -
24 OCT
Exhibitor Service Manual Available
Includes all order forms and brochures related to booth services for rental and/or purchase19 DECLead Retrieval Early Bird Discount Deadline
Order form available in Exhibitor Service Manual30 JANLead Retrieval Advance Discount Deadline
Order form available in Exhibitor Service Manual5 FEBFreeman Orders Discount Deadline
Carpet, furniture, A/V, labor, utilities, and more. Order forms in Exhibitor Service Manual18 FEBFloral Orders Discount Deadline
Order form available in Exhibitor Service Manual17 JANCatering Orders Discount Deadline
Order form available in Exhibitor Service Manual5 FEBPhotography Discount Deadline
Order form avilable in Exhibitor Service Manual -
4FEB 2025
First Day Advance Warehouse Shipments Will Be Accepted
Includes all order forms and brochures related to booth services7 FEBInternational Shipments: Arrival of LCL Sea Freight to San Diego Terminal to Advanced Warehouse
10 FEBInternational Shipments: Arrival of FCL sea freight to San Diego Port to Advanced Warehouse
14 FEBInternational Shipments: Air Sea Freight to San Diego Airport to Advanced Warehouse
25 FEBLast Day Advance Warehouse Shipments Will Be Accepted
5 MARFirst Day Direct Shipments to the SDCC Will Be Accepted
Per the exhibitor's target move-in date -
23JAN 2025
Orthopaedist's Bag Order Deadline
9JAN 2025Pre-Meeting Attendee Lists Available
TBDAAOS Now Daily Edition
Ad commitment deadline for Monday edition13FEB 2025Orthopaedist's Bag Materials Shipment Deadline
This is the last day materials will be accepted at the AAOS warehouse24FEB 2025In-Booth Education Listing Order Deadline
TBDAAOS Now Daily Edition
Ad commitment deadline for Tuesday - Thursday editions17FEB 2025Digital Displays Ad Order Deadline
24FEB 2025Digital Displays Ad File Deadline
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14JAN 2025
Island Booth Floor Plans Due
Floor plans must be sent to AAOS for approval by this date14JAN 2025Booth Activity/Giveaway Request Deadline
Requests must be sent to AAOS for approval by this date14JAN 2025Exhibitor-Appointed Contractor (EAC) Request Due
Requests must be sent to AAOS for approval by this date14JAN 2025Certificate of Insurance (COI) from EAC Due
COIs must be sent to AAOS for approval by this date14JAN 2025Multi-Level and Covered Booth Floor Plans Due
Floor plans must be sent to the SDCC Fire Marshal by this date28JAN 2025Certificate of Insurance (COI) from Exhibitors Due
Compliant COI must be sent to AAOS or purchased from Exhibitorinsurance.com by this date -
8MAR 1 p.m. PT
Onsite Badge Registration Opens
10MAR 5 p.m. PTInstallation of Exhibit Booth Must Be Complete
If an exhibit has not begun the process of being set up by 3 p.m. on Monday, March 10, 2025, the exhibitor will be deemed to have cancelled the exhibit space contract. Booths must be fully set by 5 p.m. on Monday, March 10, 2025.11MAR 9 a.m. PTOfficial Opening of the Exhibit Hall
The exhibit hall will be open to attendees at this time12MAR 3–5 p.m. PTHappy Hour in the Exhibit Hall
Take advantage of this time by planning in-booth presentations and demonstrations.13MAR 8 a.m. PTExhibitor's Open Forum
Plan on attending this pivotal event where your voice can directly shape the future of AAOS Annual Meetings13MAR 3 p.m. PTOfficial Closing of the Exhibit Hall
The exhibit hall will be closed to attendees at this time. All exhibits must remain intact until Thursday, March 13, at 3 p.m.
Exhibit Hall Schedule and Hours
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*A target move-in schedule will be utilized for the installation of exhibits and is based upon an exhibitor’s booth size and location. This schedule is included in the Target Move-In Floor Plan.
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Tuesday, March 11
9 a.m.–5 p.m.Wednesday, March 12
9 a.m.–5 p.m.Thursday, March 13
9 a.m.–3 p.m. -
Tuesday, March 11
9:30–11 a.m.
12:30–1:30 p.m.
3–3:30 p.m.Wednesday, March 12
9:30–11 a.m.
12:30–1:30 p.m.
3–5 p.m.Thursday, March 13
9:30–11 a.m.
12:30–1:30 p.m. -
Tuesday, March 11
3:30–4 p.m.Wednesday, March 12
10–11 a.m.Thursday, March 13
10–11 a.m. -
Wednesday, March 12
3–5 p.m.