26th Annual Scientific Assembly

Exhibitor Information

Schedule and Important Dates

Important Dates   

Exhibitor Registration Now Open: Reserve your exhibit space early for optimal booth location.
November 1, 2019: Deadline to submit advertising for March/April issue of Common Sense
January 20, 2020: Booth assignments distributed, Exhibitor Service Kits available online
January 20, 2020: Cancellation deadline for full refund minus a $100 service charge
March 12, 2020: Deadline to submit registration bag inserts and final program ads
March 16, 2020: Deadline to sign up for Passport to Prizes/Descriptions due
March 20, 2020: Deadline to submit Mailing Label preference
March 20, 2020: Deadline to book hotel reservation at the group rate
April 3, 2020: Deadline to provide booth personnel information
April 20, 2020: Exhibitor move in from 12:00pm-4:00pm
April 20, 2020: Open Reception in Exhibit Hall from 5:45pm-6:45pm
April 21, 2020: Hall open to attendees 9:30am-1:30pm and 2:25pm-5:30pm
April 22, 2020: Hall open to attendees 9:30am-4:00pm
April 22, 2020: Exhibitor move-out from 4:00pm-6:00pm


Exhibit Hall Schedule

The exhibits will be located in the Phoenix C Ballroom.

Monday, April 20, 2020

12:00pm-4:00pm Exhibitor Set-up
5:45pm-6:45pm Opening Reception in Exhibit Hall

Tuesday, April 21, 2020

7:00am-8:00am Poster Set-up
9:30am-1:45pm Exhibit Hall Open to Attendees

(Scheduled Attendee Break 9:45am-10:15am)
(Scheduled Attendee Break 12:05pm-1:30pm)

1:45pm-3:00pm Exhibit Hall Closed
3:00pm-5:30pm Exhibit Hall Open to Attendees

(Scheduled Attendee Break 3:25pm-4:00pm)

Wednesday, April 22, 2020

7:00am-8:00am Poster Set-up
9:30am-4:00pm Exhibit Hall Open to Attendees

(Scheduled Attendee Break 9:45am-10:15am)
(Scheduled Attendee Break 12:05pm-1:30pm)
(Scheduled Attendee Break 3:20pm-3:50pm)

4:00pm-6:00pm Exhibitor Break-down

Exhibit Hall schedule is subject to change.


Floor Plan and Booth Information

Exhibitor Floor Plan

View the floor plan.

Booth fee: $1,900


Booth Information

Each exhibit booth will comprise an area of 80 square feet, 8’ deep by 10’ wide. The booth will be equipped with an 8’ draped back wall, 3’ draped side rails, and a 7”x 44” sign noting the organization name and booth number. Drape color will be burgundy.

Exhibit fixtures will be permitted to a maximum height of 8 feet. Exhibit fixtures more than 4 feet in height must be placed at least 4 feet from the aisle line to avoid blocking the sight line from the aisle to adjoining booths.

The exhibit hall is carpeted, however exhibitors may order additional carpet from the service contractor or place their own in their booth space. Additional aisle carpet will not be provided.

Booth cleaning is mandatory after move-in and is not included in the booth rental fee. AAEM may order daily cleaning if booth appearance is unsightly; the cost will be charged to the exhibitor.


What's Included

  • One 8' deep by 10' wide draped exhibit space
  • Identification sign displaying organization name and booth number
  • General maintenance of the common areas of the exhibit hall
  • Exhibitor listing in AAEM’s membership magazine Common Sense (March/April Issue)
  • Electronic pre-registration attendee list (name only)
  • Company listing in the final onsite syllabus including company description and contact information
  • Enhanced exhibitor profile in the event mobile app to include, company description, contact information and social media links
  • 2020 “We’re Exhibiting” graphic for use on marketing materials and website
  • 15% discount on advertising in Common Sense
  • Access to networking opportunities throughout the conference and during the Opening Reception
  • Four (4) exhibit booth personnel registrations

Exhibitor personnel must be registered to receive a name badge. Exhibitor badges allow admission to the exhibit hall only and must be worn in the exhibit hall during the conference.


Exhibitor Application

To reserve an exhibit space, submit the application at the link above with full payment.

Booth spaces are assigned on a first-come, first-serve basis and only as long as booth space remains available (if space constraints exist, AAEM reserves the right to change booth allocation). Full payment of the booth rental fee must be received before booth assignment is confirmed.

If an exhibitor wishes to cancel exhibit space after an assignment is made, written notification must be sent to AAEM. A full refund minus a processing charge of $100 will be granted if cancellation is made by January 14, 2020. No refunds are given for cancellations made after January 13, 2020.


Service Contractor Kit


View Exhibitor Policies