Cancellation Frequently Asked Questions for Exhibitors

Updated March 25, 2020: 3:30 p.m. CT

Will exhibitors be refunded for exhibit space, industry sessions and promotional opportunities?
The AAOS will refund exhibitors for exhibit space, industry sessions and promotional opportunities. We’ve developed four options for your consideration and sent an email letter to all partners on March 20, 2020. If you did not receive an email, please reach out to exhibits@aaos.org.

If an exhibitor selected to have either a portion or all of their AAOS 2020 Annual Meeting payments refunded, when will they receive it by?
All refunds are anticipated to be processed by April 30, 2020.  The form sent on March 20, 2020 must be submitted to receive a refund.

If I made a payment by credit card will my refund include the 2.5% credit card surcharge that was paid with my credit card transactions?
Yes, all credit card surcharges will be included in the refund if applicable.

Will AAOS 2020 be rescheduled to take place later this year?
Meetings the size of the Academy’s are planned years in advance, with hundreds of faculty members involved in planning sessions and research, as well as careful coordination with cities large enough to accommodate thousands of people at once. As such, rescheduling is not an option. However, while we might not be able to meet live and in person, we are committed to bringing the latest in orthopaedic education and research directly to our members.

Will exhibitors earn any priority points even though the exhibition did not take place?
Yes, any company who was an assigned exhibitor as of February 2, 2020 or later will receive the two priority points for AAOS 2020 that are awarded to exhibitors after each year’s Annual Meeting. These two points will be taken into account for AAOS 2021 space assignments. 

Will exhibitors be refunded for sleeping room costs?
MCI USA (the official housing vendor of AAOS 2020) will contact hotels to cancel sleeping room reservations and refund deposits to exhibitors that secured sleeping rooms in the official AAOS housing block. In the event exhibitors did not book with a hotel through MCI USA they must contact their hotel/lodging directly to cancel reservations.

Will exhibitors be refunded for meeting space, event venue expenses or AV and food and beverage agreements for my planned events?
AAOS is unable to provide refunds for any meeting space or event venues expenses you have contracted. Exhibitors are responsible to cancel all related activities including meeting or event space. Cancellation policies vary depending on the hotel or venue.

Will exhibitors be refunded for airline tickets or other travel costs?
AAOS is unable to provide refunds for personally booked travel expenses. In terms of air travel, many airlines are waiving change fees and daily updating their policies. Please work directly with your airline.

How do I cancel services for electrical, rigging, catering, and Wi-Fi placed?
The Orange County Convention Center (OCCC) will automatically cancel all electrical, rigging, catering and Wi-Fi orders placed less a $35 processing fee. There is no need to contact the AAOS or OCCC to initiate these cancellations. We anticipate a refund will be processed by April 24, 2020.

How do I cancel my order for booth furnishing (carpet, graphics, etc.) with Freeman?
Exhibitors will be contacted by Freeman with additional information regarding their placed order(s) by March 31, 2020.

I have shipped my booth/materials to the Freeman warehouse, what must I do to have them returned?
Exhibitors will be contacted by Freeman directly with additional information regarding their freight.

Will exhibitors be refunded for their lead retrieval purchases?

If lead retrieval services were purchased through the official vendor, Xpress Leads by Convention Data Services, they will be refunded for their purchase.

Can exhibitors still purchase or receive the AAOS 2020 attendee/registrant list?
Unfortunately, we cannot distribute or sell the registrant list because the event did not take place, and therefore the registrants are no longer slated to attend the Annual Meeting.  However, we are developing ideas to help connect exhibitors with those who planned to attend.  More information will be released as details become available.

When will exhibit space for the AAOS 2021 Annual Meeting become available?
Mark your calendars!  All exhibitors will be sent an email announcement with links to the AAOS 2021 Exhibit Prospectus, Rules & Regulations, and the Application for Exhibit Space when it is available on our website on April 29, 2020. 

For other questions please contact exhibits@aaos.org.