Exhibitors' Frequently Asked Questions

General Exhibiting Information

The 2019 Annual Meeting is taking place March 12-16, 2019, in Las Vegas, NV, at the Venetian/Sands Expo. The address is 201 Sands Ave., Las Vegas, NV 89169. Exhibit dates are March 13-15.

Wednesday, March 13 9:00 AM - 5:00 PM
Thursday, March 14 9:00 AM - 5:00 PM
Friday, March 15 9:00 AM - 3:00 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 50% deposit of the booth fee, by August 9. You can pay by credit card, check, or wire transfer. Credit card payments will be assessed a non-refundable 2.5% credit card surcharge. An application is not considered as received until the deposit payment has been received by AAOS.

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.

The exhibit space assignment process will begin August 10. The process takes a couple of weeks, so expect to be notified of assignment on August 28. Island booths – booths 20’x20’ and larger, will be finalized via live online booth assignment. This will allow exhibitors to finalize their booth selection in real time. The appointment date and time will be sent to island exhibitors via e-mail on August 13 with more detailed instructions on the process and their assigned time to be called for booth selection. Live booth assignment will take place August 15-23. Linear booths will be assigned based on their exhibit space selections from the application. Exhibitor appointment times and booth assignment order are determined by the priority point system.

Full booth payment is due on November 12.

All requests must be made in writing. Send an e-mail to exhibits@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, 2018 Full refund of fees paid
August 10 - November 12, 2018 AAOS retains 30% of exhibit space fees
November 13 - December 12, 2018 AAOS retains 50% of exhibit space fees
after December 12, 2018 AAOS retains 100% of exhibit space fees

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 is available here opening in October. 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 12-15. 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

MCI, USA (formerly known as Wyndham Jade), AAOS’s official housing bureau, will email exhibitors the details regarding the online process one week prior to the Tier 2 & 3 housing opening. Exhibitor housing will open in groups:

Tier 2 - August 22, 2018 at 11:00 AM CST - Online housing opens for exhibitors with allotment of 10 or more rooms (booth size 400 sq. ft. to 1500 sq. ft.).
Tier 3 - September 5, 2018 at 11:00 AM CST - Online housing opens for exhibitors with allotment of 9 or less rooms (booth size 300 sq. ft. or less).

Details about exhibitor housing and a list of hotels are available here.

AAOS has designated MCI/Wyndham Jade as the ONLY official housing and registration provider for the 2019 Annual Meeting. Any other agency attempting to present themselves as an official partner of AAOS is doing so fraudulently. Use of any other agency, or booking through a hotel directly will result in a loss of priority points for the 2020 Annual Meeting.

At your request, AAOS will provide you with a letter of invitation to the Annual Meeting. Send an e-mail to exhibits@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.

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