about the aaos annual meeting health: 1,720 exhibiting ompanies: ... during the online registration...
TRANSCRIPT
Welcome! We encourage you to read this overview of information for exhibitors preparing for the AAOS Annual Meeting. As some of the AAOS Annual Meeting rules and regulations are unique, it is recommended you also read the
Exhibit Prospectus and Rules and Regulations.
About the AAOS Annual Meeting
No other meeting in the world provides you the opportunity to meet face-to-face with more than 13,000 orthopaedic surgeons and 1,500 health care professionals.
The AAOS Annual Meeting is the world’s largest orthopaedic meeting showcasing the following during 5 days of Scientific Programming: • 25+ Symposia• 200+ Instructional Courses• 800+ Paper Presentations• 1000+ posters and 88 scientific exhibits
Total attendance: 29,234 (4 year averages)U. S. Physicians: 8,950 International Physicians: 4,924 Allied Health: 1,720 Exhibiting Companies: 693
Exhibit Hall Hours
Unopposed Exhibit Time 2.5 hours of unopposed time are provided each exhibiting day.
Wednesday March 7
Thursday March 8
Friday March 9
9:00 AM - 5:00 PM 9:00 AM - 5:00 PM 9:00 AM - 4:00 PM
Tuesday - Friday March 6-9
Saturday - Specialty Day March 10
8:00 AM - 6:00 PM 7:30 AM - 5:30 PM
Wednesday March 7
Thursday March 8
Friday March 9
10:00 - 11:00 AM 10:00 - 11:00 AM 10:00 - 11:00 AM
12:30 - 1:30 PM 12:30 - 1:30 PM 12:30 - 1:30 PM
3:30 - 4:00 PM 3:30 - 4:00 PM 3:30 - 4:00 PM
Linear booths (100 sq. ft. - 300 sq. ft.)
Consist of black 8-foot high back drape and 3-foot high side drapes mounted on aluminum tubular frames. Signs, construc-tion, decoration, and equipment may not rise above 8 feet or be placed outside the booth space.
Island booths (400 sq. ft. or larger)
Consist of an open area of exhibit space with aisles on all four sides. Booth must be accessible from all sides. No identification sign or pipe and drape are provided. Hanging signs are allowed.
Height Limits: Halls B, C, D, E, G, and H: 22 feet for shaded areas under truss ways, 25 feet for all non-shaded areas Hall F: 25 feet for all areas.
Install/Dismantle
A target move-in schedule for booth installation is provided in the Exhibitor Service Manual. Each exhibitor has a date assigned for delivery of their shipments and installation of the booth. Booths must be set by 5:00 PM on March 6.
Dismantling of booths cannot begin until after the hall closes at 4:00 PM on March 9 or be subject to penalties enforced by AAOS. All exhibits must be packed with an outbound bill of lading turned in to the Exhibitor Service Center by 2:00 PM on March 11.
For complete details regarding booth construction visit our Display Regulations.
Exhibitors may use Exhibitor-Designated Contractors for booth installation and dismantling. Request to use EDCs are due by January 5. The EDC request form will be available on October 6. Click HERE for complete details regarding EDCs.
Building Your Booth
Exhibit space includes the following:
• Booth number affixed on aisle carpet • 7” x 44” identification sign (linear booths only)• Black back and side drapes (linear booths only) • Tuxedo aisle carpet and vacuuming of aisles• General perimeter security• Five exhibit badges for each 100 sq. ft. of exhibit space,
badges are complimentary if registered by March 5, 2018 • Complimentary wi-fi for individual (limited) use
The Exhibitor Service Manual, containing information and order forms for all exhibitor services and contractors, is available here: Exhibitor Service Manual.
Following is a list of official AAOS vendors designated for the Annual Meeting.
• General Services Contractor: Freeman • Audio/Visual Equipment: PSAV • Catering: Centerplate * • Electricity: Morial Convention Center * • Internet/Phone: Morial Convention Center * • Lead Retrieval: Convention Data Services • Floral: Floral Exhibits • Photography: MedMeeting Images • Int’l Freight/Customs Broker: Agility Fairs & Events • AirFreight/Van Line Information: ELITeXPO
* Exclusive vendors
Exhibitors may register a maximum of five representatives for each 100 square feet of exhibit booth space. There will be no additional badges provided or sold over this allotment.
January 23 Deadline to register badges that are to be mailed (U.S. addresses only) February 7 Badges mailed if requested by January 23 (U.S. addresses only) October 6 - March 5 Online badge registration continues within allotment at no charge and pick up onsite March 4 Onsite registration opens at 1:00 PM; March 6-9 badges cost $50 each
Express Badge Pick-up On-site: During the online registration process, provide the email address for each individual being registered and they will be sent a confirmation email with a bar code that they can scan onsite at Exhibitor Registration to pick up their badge.
Onsite Exhibitor Registration: Morial Convention Center - Lobby E
Ordering Services for Your Booth
AAOS requires exhibitors to secure sleeping rooms through AAOS’ official housing bureau, Wyndham Jade, or risk the loss of priority points.
Exhibitors are able to reserve a maximum of three rooms per 100 sq. ft. of booth space for Tier 3 and 4. Out of this allotment, ex-hibitors are able to secure their sleeping rooms in properties designated by AAOS as follows:
Area A – 30% Area B – 70%
The list of A and B properties is available here.
October 30, 2017 Requests received for additional sleeping rooms over allotment will be assigned based upon availability. January 4, 2018 Last date to enter names to existing room reservations. Rooms without names will be dropped from
your block at 5:00 PM CST. Deposits are nonrefundable for cancellations made after January 4, 2018, 5:00 PM CST for Tier 3 and 4.
February 12, 2018 Wyndham Jade will accept cancellations and replacements until February 12 at 5:00 PM CST. Deposits are nonrefundable for cancellations for Tier 3 and 4.
February 24, 2018 Contact hotels directly to make changes.
Click HERE for complete Housing information
Housing Warning Please be aware of false and fraudulent housing claims. Exhibitors often receive calls and emails from “pirate” companies claiming to be the official housing bureau. AAOS has designated Wyndham Jade as the ONLY official housing vendor for the AAOS Annual Meeting.
Wyndham Jade Contact Information: Phone (U.S./Canada): 800-931-6027 │ Phone (International): 972-349-5559 Email: [email protected]
Badge Registration
Housing Reservations
Booth Activities
The goal of the AAOS is to provide an exhibit hall which reflects the professional nature of the Annual Meeting.
Exhibitors are permitted to demonstrate equipment and make informational presentations regarding products and services provided that all exhibitor personnel and attendees remain within the booth space.
Exhibitors are not permitted to use live or human tissue in any booth to demonstrate techniques or instrumentation; companies that process and market human or xenograft tissues may exhibit them in securely sealed packaging only, and these tissues cannot be removed from its packaging.
Drawings and raffles may be conducted by an exhibitor provided certain conditions are met: items awarded must be educational in nature and cannot exceed $100 in value. All drawings and raffles must be submitted to AAOS for review and approval by January 5, 2018. See our Rules and Regulations for complete details.
The use of magicians, costumed characters, dancers or other entertainment of this nature is prohibited.
Video displays are permitted and encouraged, but should be relevant to the company and/or product(s) being exhibited. Video display of entertainment events in an exhibit booth, in-cluding sporting events, television shows, movies, and concerts is prohibited.
Only such activities that, in the sole discretion of the AAOS, are in keeping with the professional nature of the Annual Meeting will be permitted. Any questionable activities must have the written permission of the AAOS Exhibits Manager. Email any request to [email protected].
Booth Giveaways
Exhibitors are permitted to distribute product samples from their exhibit booth during the meeting and these items do not require approval by AAOS. In addition, the following non-product items do not require approval from AAOS: writing pens, pencils, pads of paper, rulers, tape measures, luggage tags and food and beverage items ordered from the Morial Convention Center’s exclusive food and beverage contractor, Centerplate.
A form is included in the Exhibitor Service Manual for exhibitors to request permission to distribute non-product items not de-tailed above. These premiums should be items that can be used during the meeting or in the professional activities of the attendee and have a cost per item of $25 or less. Golf balls, pocket knives, T-shirts, hats, lanyards and tote bags are items that will not be approved.
Large shopping bags or tote bags are strictly forbidden. Small paper or plastic bags for distributing company literature or products are acceptable if no larger than 14” x 11” including the handle. A sample or drawing with the dimensions must be submitted to [email protected] by January 5, 2018 for review and approval.
AAOS reserves the right to grant or deny permission to distribute souvenirs or other free or special convention offers of any type.
Access to Other Booths
Exhibitors may not enter another exhibitor’s booth space without obtaining permission from that exhibitor. Exhibitors are responsible for monitoring their own booth space. Lingering in the aisles surrounding other exhibitors’ booths is prohibited.
Distribution of Materials
Distribution of printed materials by an exhibitor or its agents is limited to within the exhibitor’s allotted exhibit or meeting space. Such materials are not permitted to be distributed in the aisles, lobbies, registration, Academy Hall, publication bins, on counters and/or tables, in or near education rooms, parking lots, and/or in any hotel.
Meeting Space
Exhibitors planning on holding an event or function that will take place outside of their assigned exhibit booth space during the AAOS Annual Meeting dates must secure approval from AAOS and comply with the policies set forth in the Meeting Space Guidelines available HERE.
AAOS prohibits exhibitors from holding events for meeting attendees that conflict with the AAOS scientific program and the exhibit hall hours. Meeting space is NOT available at the Morial Convention Center.
Usage of “AAOS” logo In advertising and promotions
The use of the name, insignia, logo, logotype or other identifying marks of the American Academy of Orthopaedic Surgeons/ American Association of Orthopaedic Surgeons is never to be used in signs, advertising or promotions in any media or on descriptive product literature.
Full guidelines on advertising are available HERE.
AAOS has rules and regulations that may be different from other exhibitions. Below are some of the most asked about policies. Please see our Rules and Regulations for the complete details.
Rules and Regulations
We Promote Your Presence!
For More Information
www.aaos.org/exhibitors - Direct link to all exhibit-related information for the Annual Meeting.
Exhibit Prospectus – Complete details regarding AAOS rules and regulations and exhibiting information.
Monthly Newsletters - Monthly from September through March, AAOS emails updates to assist you with preparing for a successful Annual Meeting. Take the time to read these communications as each will contain important information, as well alert you of upcoming deadline dates.
DO • Stand in your exhibit and greet attendees warmly • Engage attendees in friendly conversation; establish a con-
nection• Make visitors happy they stopped by your exhibit; thank
them for stopping• Have a system for capturing, qualifying, and following up on
leads• Keep your exhibit space neat and clean • Wear your official meeting badge while in the exhibit hall • Review the exhibiting policies in advance of the meeting • Have staff in your exhibit space at all times while exhibits
are open• Have sufficient staffing to allow for rest and breaks • Dress in a professional manner• Wear comfortable shoes; consider having an extra pair to
change into
DO NOT • Dismantle your display until the exhibits are officially closed • Sit while attendees are in the area of your exhibit • Talk or text on your cell phone while in your exhibit space • Eat, drink, read or otherwise be distracted• Stand with your arms crossed, folded or behind your back • Chew gum• Engage in conversation with your fellow exhibit staff when
attendees are nearby• Pursue an attendee while outside your exhibit space • Enter the exhibit space of other exhibitors without
permission
• Inclusion of company name and product categories on the AAOS web site. • Publication of company information and exhibit description in the Exhibitor Guide, mailed with the January 2018 issue of AAOS
Now to over 26,000 AAOS members if company information was provided by November 8, 2017.• Publication of company name, address, booth number and product information in the Final Program if company information
was provided by December 12, 2017.• Inclusion of company name, booth number and company description on the MyAcademy meeting app.• Printed exhibit hall maps that include exhibitor names and booth numbers available at each Exhibitor Directory located at the
entrance to the exhibit hall. Note: any booths assignments made after January 31, 2018 will not be included on the printedexhibit hall floor plan.
Resources for Exhibitors
AAOS provides exhibitors with complimentary access to ex-hibit related articles and webinars. These tools can be found on our website here: Resources and Education for Exhibitors
We highly recommend that you read the article 13 Ways to Improve Your Exhibit Effectiveness designed specifically for the AAOS Annual Meeting to provide exhibitors with re-
Contact Us at:
Exhibits Communications Specialist Jason Raymond Phone: 847-384-4174 Email: [email protected]
Exhibits Coordinator Ken Schott Phone: 847-384-4186 email: [email protected]
Exhibits Administrative Coordinator Marie Mauclair Phone: 847-384-4101 Email: [email protected]
Exhibits Manager Patricia Whitaker Phone: 847-384-4188 email: [email protected]
Engaging Attendees Advertise Your Booth
• Exhibitor Description – Add a 500-character description toyour online profile. Cost: Free
• Attendee Mailing List – E-mail addresses are not included.Cost: $450 - $1800
• Profile Enhancements – Cost: $500 - $1000• Advertising and Sponsorships – Cost: Varies• Orthopaedist’s Bag - Cost: $8000