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Important Dates and Deadlines for Exhibitors

  • 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 JUNE

    Initial Space Assignment Application Deadline

    Application and 50% deposit must be received to be included in the initial round of space assignments & earn 2 priority points
    28 JUNE

    Exhibit Space 50% Cancellation Deadline

    Between this date and Oct. 17, AAOS retains 50% of the total cost of exhibit space
    16 JULY

    Real-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-time
    25 JULY

    Real-Time Exhibit Space Assignments Start

    Island booths only - 20' x 20' and larger
    15 AUG

    Real-Time Exhibit Space Assignments End

    Island booths only - 20' x 20' and larger
    22 AUG

    Official Exhibit Space Assignment Confirmations Sent

    Official booth assignments along with additional planning information sent to all exhibitors (island and linear).
    17 OCT

    Full 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 OCT

    Exhibit 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 larger
    16JULY 11 a.m. CT

    Tier 2 Housing Opens

    Tier 2 housing is available to exhibitors with a booth size 400 - 600 sq. ft.
    24JULY 11 a.m. CT

    Tier 3 Housing Opens

    Tier 3 housing is available to exhibitors with a booth size 300 sq. ft. or less
    12 AUG

    Requests for Additional Hotel Rooms

    Additional rooms will be assigned based on availabilty
    22 AUG

    Exhibitor Housing Available to All Tiers

    Online housing reservations open for exhibitors of any booth size
    9 JAN

    Last Date to Enter Names to Reservations Within an Exhibtor's Block

    Rooms without names will be dropped from an exhibitor's block
    16 JAN

    Last Day for Housing Deposit Refunds

    Starting at 5:00 PM CT, housing deposits are non-refundable.
    21 JAN

    Hotel 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 FEB

    Last 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 registration *please reach out to the Exhibits Team at exhibits@aaos.org if you are having trouble logging in to the new Exhibitor Resource Center
    22 JAN

    Deadline 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. *available to U.S. addresses only
    4 FEB

    Exhibitor Badges Mailed

    All pre-registered badges will be sent in the mail on this date *available to U.S. addresses only
    4 MAR

    Pre-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 *available to all exhibitors that selected Express Badge Pick-Up as their distribution preference
  • 24 OCT

    Exhibitor Service Manual Available

    Includes all order forms and brochures related to booth services for rental and/or purchase
    19 DEC

    Lead Retrieval Early Bird Discount Deadline

    Order form available in Exhibitor Service Manual
    17 JAN

    Catering Orders Discount Deadline

    Order form available in Exhibitor Service Manual
    30 JAN

    Lead Retrieval Advance Discount Deadline

    Order form available in Exhibitor Service Manual
    5 FEB

    Freeman Orders Discount Deadline

    Carpet, furniture, A/V, labor, utilities, and more. Order forms in Exhibitor Service Manual
    5 FEB

    Photography Discount Deadline

    Order form avilable in Exhibitor Service Manual
    18 FEB

    Floral Orders Discount Deadline

    Order form available in Exhibitor Service Manual
  • 3FEB 2025

    First Day Advance Warehouse Shipments Will Be Accepted

    Includes all order forms and brochures related to booth services
    7 FEB

    International Shipments: Arrival of LCL Sea Freight to San Diego Terminal to Advanced Warehouse

    10 FEB

    International Shipments: Arrival of FCL sea freight to San Diego Port to Advanced Warehouse

    14 FEB

    International Shipments: Air Sea Freight to San Diego Airport to Advanced Warehouse

    25 FEB

    Last Day Advance Warehouse Shipments Will Be Accepted

    5 MAR

    First Day Direct Shipments to the SDCC Will Be Accepted

    Per the exhibitor's target move-in date
  • 9JAN 2025

    Pre-Meeting Attendee Lists Available

    9JAN 2025

    AAOS Now Daily Edition

    Ad commitment deadline for Monday edition
    17JAN 2025

    Orthopaedist's Bag Order Deadline

    24JAN2025

    Orthopaedist's Bag Materials Shipment Deadline

    This is the last day materials will be accepted at the AAOS warehouse
    24FEB 2025

    In-Booth Education Listing Order Deadline

    17FEB 2025

    AAOS Now Daily Edition

    Ad commitment deadline for Tuesday - Thursday editions
    17FEB 2025

    Digital Displays Ad Order Deadline

    24FEB 2025

    Digital Displays Ad File Deadline

  • 14JAN 2025

    Island Booth Floor Plans Due

    Floor plans must be sent to AAOS for approval by this date
    14JAN 2025

    Booth Activity/Giveaway Request Deadline

    Requests must be sent to AAOS for approval by this date
    14JAN 2025

    Exhibitor-Appointed Contractor (EAC) Request Due

    Requests must be sent to AAOS for approval by this date
    14JAN 2025

    Certificate of Insurance (COI) from EAC Due

    COIs must be sent to AAOS for approval by this date
    14JAN 2025

    Multi-Level and Covered Booth Floor Plans Due

    Floor plans must be sent to the SDCC Fire Marshal by this date
    28JAN 2025

    Certificate 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. PT

    Installation 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. PT

    Official Opening of the Exhibit Hall

    The exhibit hall will be open to attendees at this time
    12MAR 3–5 p.m. PT

    Happy Hour in the Exhibit Hall

    Take advantage of this time by planning in-booth presentations and demonstrations.
    13MAR 8 a.m. PT

    Exhibitor's Open Forum

    Plan on attending this pivotal event where your voice can directly shape the future of AAOS Annual Meetings
    13MAR 3 p.m. PT

    Official 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

  • *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.

  • 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.