Frequently Asked Questions - Exhibitors

Exhibitors FAQs

General Exhibiting Information

When and where is the Annual Meeting?

What are the exhibit hall hours?

What is the cost for exhibit space?

How can I apply for exhibit space?

When will exhibit space be assigned?

When is the full booth payment due?

When can I install/dismantle my booth?

Can I cancel my exhibit space?

What health and safety policies are in place to keep attendees and exhibitors safe?

Badges

How many badges does my company receive with a booth?

How can I exchange badges?

Will my badge admit me to scientific programming?

Housing/Travel Information

How can I make hotel reservations?

Where can I find housing instructions and travel information for Chicago?

What if I get solicited to reserve hotel rooms through a different company?

How can I get a letter of invitation from AAOS for visa purposes?

Booth Construction

What is the height limit for my booth?

Can I hang signs from the ceiling?

Ordering Services

Marketing

General Exhibiting Information

When and where is the Annual Meeting?

The AAOS 2022 Annual Meeting takes place Tuesday - Saturday, March 22 - 26, 2022, in Chicago, IL, at McCormick Place. The address is 2301 S. Dr. Martin Luther King Jr. Drive, Chicago, IL 60616. Exhibit dates are Wednesday - Friday, March 23 - 25, 2022.

What are the exhibit hall hours?

Wednesday, March 23 9:00 a.m. - 5:00 p.m.
Thursday, March 24 9:00 a.m. - 5:00 p.m.
Friday, March 25 9:00 a.m. - 3:00 p.m.


What is the cost for exhibit space?

All exhibit space costs $39 per square foot. There is a $200 corner fee added on for each open corner on a linear booth (10'x10', 10'x20', 10'x30').  The corner fee does not apply to island booths (20'x20' and larger)

How can I apply for exhibit space?

Submit the application for exhibit space along with a 50% deposit 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 50% deposit has been received 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.

When will exhibit space be assigned?

At this time exhibit space is assigned on a first-come, first-served basis based on when applications with 50% deposits are received by AAOS.

When is the full booth payment due?

Full booth payment is due on January 18, 2022.

When can I install/dismantle my booth?

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 25.

Can I cancel my exhibit space?

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 October 21, 2021 Full refund of fees paid
October 21, 2021 - January 18, 2022 AAOS retains 50% of exhibit space fees
After January 18, 2022 AAOS retains 100% of exhibit space fees


What health and safety policies are in place to keep attendees and exhibitors safe?

The health and safety of our attendees, exhibitors, partners, vendors, and staff is AAOS' highest priority. AAOS is currently working with McCormick Place to ensure that the AAOS 2022 Annual Meeting complies with all of Illinois' requirements.

Badges

How many badges does my company receive with a booth?

Exhibitors will receive five complimentary badges per 100 square feet of exhibit space purchased. The badge names must be registered by March 21, 2022 to be complimentary; badges registered March 22 or later will cost $50 each. Exhibitor badge registration details are available here. No additional badges over the allotment will be provided or sold.

How can I exchange badges?

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.

Will my badge admit me to scientific programming?

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, if it has not sold out.

Housing/Travel Information

How can I make hotel reservations?

Hotel rooms must be reserved through our housing vendor, onPeak.

Where can I find housing instructions and travel information for Chicago?

You can find all details regarding exhibitor hotel reservations, including the list of and map of the local hotels, here.

What if I get solicited to reserve hotel rooms through a different company?

AAOS has designated onPeak as the ONLY official housing and registration provider for the 2022 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 2023 Annual Meeting.

How can I get a letter of invitation from AAOS for visa purposes?

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

What is the height limit for my booth?

  • Linear booths: 8 feet

  • Island booths: 25 feet

Can I hang signs from the ceiling?

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

Who are the official contractors for the AAOS Annual Meeting?

Freeman is our official general services contractor. You can find the list of all of the official contractors, including Freeman, and all of their contact information in the Service Contractors Directory.

How do I order carpet, electricity, furniture, A/V equipment, booth packages, etc.?

Booth services such as these can be ordered through Freeman, our general services contractor, from the Exhibit Service Manual.

How do I order plexiglass dividers and other items for my booth for the purpose of protecting against the spread of COVID-19?

These items can also be ordered through Freeman, our general services contractor, from the Exhibit Service Manual.

How do I order other services such as catering, internet, and lead retrieval?

These orders can be made through our other official vendors. Information and ordering forms are included in the Exhibit Service Manual.

How do I ship my booth materials to Chicago?

Our official air/van freight vendor is ELITeXPO. However, you may use any shipping company of your choice. You can find information about shipping with ELITeXPO, shipping labels, and international freight/customs information in the Exhibit Service Manual. 

Marketing

How can I promote my booth to attendees?

AAOS offers a wide range of promotional and advertising opportunities to suit any exhibitor's budget and goals. Take time now to carefully review this array of opportunities to maximize your company's visibility and exhibit investment. In addition, AAOS welcomes the opportunity to develop customized opportunities with you.

Are there speaking sessions available for exhibitors?

AAOS offers four types of surgeon engagement opportunities to exhibiting companies. Fees for each type of opportunity vary and timeslots are assigned on a first-come, first-served basis. They include:

How can I purchase the attendee list?

Attendee lists are available for purchase only by exhibiting companies. Complete pre-registration and post-meeting attendee lists are available, as are lists for specific specialties. Data in these lists include the attendee's name, title, address, phone number, as well as hospital affiliation if supplied by the attendee. E-mail addresses are NOT included. For details and to place an order, login to your Exhibitor Dashboard.

Can I advertise outside of the convention center?

AAOS has designated EMC Outdoor & Events as the official contractor for offering outdoor advertising opportunities to AAOS 2022 exhibiting companies. Click here for details.