Annual Meeting / Plan Your Experience / Frequently Asked Questions / Exhibitors' Frequently Asked Questions

Frequently Asked Questions - Exhibitors

Exhibitor FAQ

General Exhibiting Information

The 2020 Annual Meeting is taking place Tuesday, March 24 - Saturday, March 28, 2020, in Orlando, FL, at the Orange County Convention Center, West Building. The address is 9800 International Drive, Orlando, FL 32819. Exhibit dates are Wednesday, March 25 - Friday, March 27, 2020.
Wednesday, March 25 9:00 a.m. - 5:00 p.m.
Thursday, March 26 9:00 a.m. - 5:00 p.m.
Friday, March 27 9:00 a.m. - 3:00 p.m.

All exhibit space costs $39 per square foot. Our smallest booth size is a 10’x10’ and costs $3,900.

Send the application for exhibit space to AAOS, along full payment of the booth fee. 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 full payment has been confirmed 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. Learn more about the Company Review Process here.

Space is assigned on a first-come, first-served basis for applications received by AAOS with payment until all space is sold.

Full booth payment was due on October 24, 2019.

Freeman, our general service contractor, assigns each exhibitor a target move-in date and time. This information can be found in the Exhibit Service Manual. Companies may begin dismantling at 3:00 p.m. on Friday, March 27.

All cancellation 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 May 23, 2019 Full refund of fees paid
May 23 - October 24, 2019 AAOS retains 30% of exhibit space fees
October 25 - November 25, 2019 AAOS retains 50% of exhibit space fees
After November 25, 2019 AAOS retains 100% of exhibit space fees

Badges

Exhibitors will receive five complimentary badges per 100 square feet of exhibit space purchased. The badge names must be registered by March 23, 2020 to be complimentary; badges registered March 24 or later will cost $50 each. Exhibitor badge registration details are available here. No additional badges over the allotment will be provided or sold.

Exhibitors can physically exchange badges on-site but must present the actual badge to be switched to the new name. Badge exchanges are free of charge. Exchanged badges do not count against the allotment.

Yes, an exhibitor badge gives you access to all educational programs. You may also purchase tickets for programs that require a ticket purchase, such as Instructional Courses, on the day of the course.

Housing/Travel Information

Hotel rooms must be reserved through our housing vendor, MCI, USA

You can view this information, including a list and map of the local hotels, here

AAOS has designated MCI as the ONLY official housing and registration provider for the 2020 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 2021 Annual Meeting.
International exhibitors that require visas to travel to the United States can request invitation letters from AAOS. These letters do not guarantee that visas will be approved, but can be presented with your visa application process and may be required by the U.S. consulate in some countries. Click here to request an official AAOS invitation letter.

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.

Ordering Services

Freeman is our official general services contractor.

Booth services such as these can be ordered through Freeman, from the Exhibit Service Manual. Electricity must be ordered directly from the Orange County Convention Center.
These orders can be made through the official vendors, and information and ordering forms are included in the Exhibit Service Manual.
You may use any shipping company of your choice. Our preferred vendors’ information, along with shipping labels for the correct address, and international freight/customs information, is included in the Exhibit Service Manual.

Marketing

Insertion orders must be placed by February 7. Send orders and sample prototypes to sierra@aaos.org for approval by February 14. For more information on the Orthopaedist’s Bag, click here.