Welcome! We encourage you to read through this overview of information for exhibitors preparing for the AAOS Annual Meeting. Some of the AAOS Annual Meeting rules and regulations are unique. It is recommended you also read through our Exhibit Prospectus and Rules and Regulations which contain full details regarding exhibiting at the AAOS Annual Meeting.

About the AAOS Annual Meeting

No other meeting in the world provides you the opportunity to meet face to face with more than 12,000 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 500+ posters and 88 scientific exhibits

Professional Attendance (4 year averages) Domestic Physicians: 9,087International Physicians: 4,983 Allied Health: 1,720 Total professional: 15,790 Exhibiting Companies: 706

Exhibit Hall Hours

Unopposed Exhibit Time Between 2 to 2.5 hours of unopposed time are provided each exhibiting day.

Wednesday March 15

Thursday March 16

Friday March 17

9:00 AM - 5:00 PM 9:00 AM - 5:00 PM 9:00 AM - 4:00 PM

Tuesday - Friday March 14-17

Saturday - Specialty Day March 18

8:00 AM - 6:00 PM 7:30 AM - 5:30 PM

Wednesday March 15

Thursday March 16

Friday March 17

10:00 - 10:30 AM 10:00 - 10:30 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. The maximum height limit is 25 feet.

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 14.

Dismantling of booths cannot begin until after the hall closes at 4:00 PM on March 17 or be subject to penalties enforced by AAOS. All exhibits must be packed with an outbound bill of lading turned to the Exhibitor Service Center by 2:00 PM on March 19.

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 14. Click HERE to access the form.

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 13, 2017 Complimentary wi-fi for individual (limited) use

The Exhibitor Service Manual, containing information and order forms for all exhibitor services and contractors, is available online at: www.aaos.org/exhibitors.

Following is a list of official AAOS vendors designated for the Annual Meeting.

• General Services Contractor: Freeman• Audio/Visual Equipment: PSAV• Catering: Centerplate *• Electricity: Freeman *• Internet/Phone: Smart City *• Lead Retrieval: Convention Data Services• Floral: Floral Exhibits• Photography: MedMeeting Images• Int’l Freight/Customs Broker: Agility Fairs & Events• AirFreight/Van Line Carrier: 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 31 Deadline to register badges that are to be mailed (U.S. addresses only) February 7 Badges mailed if requested by January 31 (U.S. addresses only) February 1 - March 13 Online badge registration continues within allotment at no charge and pick up onsite March 11 Onsite registration opens at 1:00 PM; March 13-16 badges cost $50 each

Express Badge Pick-up On-site:

Onsite Exhibitor Registration:

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 on-site at Exhibitor Registration to pick up their badge.

San Diego Convention Center - Hall F Lobby

Click HERE for additional badge registration information

NOTE: All exhibitors picking up or registering on-site will be required to show proof of affiliation with the exhibiting company (business card, etc.) and a photo ID.

Ordering Services for Your Booth

Area A – 30% Area B – 70%

January 10 Last date to enter names to existing room reservations January 17 Requests received for additional sleeping rooms over allotment will be assigned based upon availability February 14 Wyndham Jade will accept cancellations and replacements until February 14, 2017 at 5:00 PM CST February 24 Contact hotels directly to make changes

Click HERE for additional 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: aaoste@wyndhamjade.com

Badge Registration

Housing Reservations

AAOS requires exhibitors to secure sleeping rooms through AAOS’ official housing bureau, Wyndham Jade, or risk the loss of priori-ty points.

Exhibitors are able to reserve a maximum of three rooms per 100 sq. ft. of booth space. Out of this allotment, exhibitors are able to secure their sleeping rooms in properties designated by AAOS as follows:

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 with-in the booth space.

Exhibitors are not permitted to use live or human tissue in any booth to demonstrate techniques or instrumentation; compa-nies that process and market human or xenograft tissues may exhibit them in securely sealed packaging only, and cannot be removed from this 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 draw-ings and raffles must be submitted to AAOS for review and ap-proval by January 16, 2017. See our Rules and Regulations for more details.

The use of magicians, costumed characters, dancers or other entertainment of this nature 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. Requests may be sent to whitaker@aaos.org.

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 San Diego Conven-tion Center’s exclusive food and beverage contractor, Center-plate.

A form is be included in the Exhibitor Service Manual for exhibi-tors to request permission to distribute non-product items not detailed 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 sub-mitted to exhibits@aaos.org by December 14 for review and approval.

AAOS reserves the right to grant or deny permission to distrib-ute souvenirs or other free or special convention offers of any type.

Access to Other Booths

Exhibitors may not enter another exhibitor’s booth space with-out obtaining permission from that exhibitor. Exhibiting compa-nies are responsible for monitoring their own booth space. Lin-gering in the aisles surrounding other exhibitors’ booths is also 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

Any exhibitor 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 that are available at www.aaos.org/exhibitors. AAOS prohibits exhibitor events scheduled directly for meeting attendees that conflict with the AAOS scientific program and the exhibit hall hours. Meeting space is NOT available at the San Diego Convention Center.

Usage of “AAOS” and the 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 de-scriptive product literature.

Full guidelines on advertising are available HERE.

AAOS may have rules and regulations that are different from other exhibitions. Below are some of the policies that ex-hibitors frequently inquire regarding. Please review our Rules and Regulations for the complete, detailed rules and reg-ulations.

Rules and Regulations

We Promote You!

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 up-coming deadline dates.

DO • Stand at your exhibit and greet attendees and other exhibi-

tors 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 convention

center• 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• Review the exhibiting policies in advance of the meeting

DO NOT • 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• Dismantle your display until the exhibits are officially closed

• 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 2017 issue of AAOS

Now to over 26,000 AAOS members if company information was provided by November 17, 2016.• Publication of company name, address, booth number and product information in the Final Program if company information

was provided by December 15, 2016.• 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

several entrances to the exhibit hall. Please note: any booths secured or changes made to locations after February 1 will not be included on the printed exhibit hall floor plan.

Resources for Exhibitors

AAOS provides exhibitors with complimentary access to exhibit 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 resources to increase booth traffic.

Contact Us

Exhibits Communications Spe-cialist Jason Raymond Phone: 847-384-4174 Email: jraymond@aaos.org

Exhibits Coordinator Ken Schott Phone: 847-384-4186 email: schott@aaos.org

Exhibits Administrative Coordinator Marie Mauclair Phone: 847-384-4101 Email: mauclair@aaos.org

Exhibits Manager Patricia Whitaker Phone: 847-384-4188 email: whitaker@aaos.org

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 – Costs vary• Orthopaedist’s Bag - Cost: $8000