Meeting Reschedule Frequently Asked Questions for Exhibitors

Updated December 2, 2020

Why was the AAOS 2021 Annual Meeting rescheduled?
This decision to reschedule was made after significant evaluation and scenario planning focusing on the health and safety of all meeting participants. To host a meeting of our scope and size during the spring of 2021 remains very unpredictable given the recurring surges of COVID-19 across the country. To minimize any risk to public health and safety, the AAOS Annual Meeting will now take place later in 2021 at the same San Diego location.

What are the new meeting dates for the AAOS 2021 Annual Meeting?
The Annual Meeting will take place on August 31 – September 3, 2021 in San Diego, California.  Exhibit dates are September 1 – 3, 2021.

My company has already applied for exhibit space and plans to exhibit at the rescheduled AAOS 2021 Annual Meeting.  What is the next step?  
ACTION ITEM #1:  Due to the rescheduled meeting dates, Halls E-H will have a limited installation schedule (see below).  As a result, the anchor exhibitors have been reassigned to new booth locations and the floor plan has been reconfigured. All exhibitors are required to submit new booth preferences based on this reconfigured floor plan and installation schedule by January 21.  An email with the steps for submitting updated booth preferences was sent on December 3. If you never received an email for booth preferences, please contact us at exhibits@aaos.org.

Installation Schedule
The times below are the earliest that exhibit booth installation can begin in each hall and should be considered when selecting booth preferences. 

  • Halls A-D: Installation begins Wednesday, August 25 at 1:00 PM
  • Hall E: Installation begins Saturday, August 28 at 1:00 PM
  • Halls F-H: Installation begins Sunday, August 29 at 1:00 PM

*Installation of exhibits will take place using a target move-in schedule, based upon booth size and location.

ACTION ITEM #2:  The Exhibit Agreement has been amended to reflect the new meeting dates and updated AAOS policies, rules and regulations contained in the Exhibit Prospectus.  All companies that have submitted application/contracts for exhibit space are required to agree to the amended Exhibit Agreement.

My company has applied for exhibit space but can no longer exhibit due to the meeting being rescheduled.  How do I cancel my exhibit space application?
To receive a full refund of exhibit and enhanced listing fees, cancellation requests must be emailed to exhibits@aaos.org by January 21, 2021.  Enhanced listings fees will only be refunded with the cancellation of exhibit space. 

My company has not applied for exhibit space but would like to exhibit at the rescheduled AAOS 2021 Annual Meeting.  What is the initial exhibit space application deadline?
Applications for exhibit space are due no later than January 21, 2021 to be assigned under the priority point system. All exhibit space applications received after January 21, 2021 will be assigned on a first come, first serve basis. In order to be assigned exhibit space, all exhibit space applications must be submitted with a 50% deposit. Exhibit fees rolled over from AAOS 2020 can be applied toward the rescheduled Annual Meeting but companies must still submit an exhibit space application for AAOS 2021.  Submit your application now!

Will there be any changes to the exhibit hall floor plan?  
Yes, due to a limited booth installation schedule for Halls E-H, the floor plan has been reconfigured. All exhibitors that submitted an application prior to December 3, 2020 should submit new booth location preferences.  An email with the installation schedule for each hall, link to the updated exhibit hall floor plan and details on how to submit updated booth preferences has been sent on December 3, 2020.  If you have not received this email, please contact us at exhibits@aaos.org. Exhibit space applications submitted on or after December 3, 2020 will not need to submit updated booth preferences. 

When will exhibitors with exhibit space of 20' x 20' or larger (island booths) be able to finalize their booth selection?
On January 26, 2021, exhibitors with exhibit space of 20' x 20' or larger (island booths) will be emailed an appointment date and time.  Appointments for final booth selections will take place February 1 – 17, 2021.

When will initial space assignments be confirmed?
Initial space assignments will be confirmed via email on February 23, 2021.

Have any other important dates like the cancellation/refund or final payment dates been changed due to the AAOS 2021 Annual Meeting being rescheduled?
Yes, important dates have been updated. Please review the Important Dates or Exhibit Prospectus for specific details.

What precautions/social distancing guidelines are being implemented to ensure the safety of all meeting attendees?  
The health and safety of our attendees, exhibitors, partners, vendors and staff is AAOS’ highest priority. AAOS is currently working with the San Diego Convention Center to ensure that the AAOS 2021 Annual Meeting complies with all of California’s social distancing requirements. Due to the unpredictability of the pandemic, these guidelines for an August/September 2021 event are not yet available. As soon as these guidelines/requirements become available, AAOS will email all exhibiting companies and post online at www.aaos.org/exhibitors.

My company has submitted an Early Housing Request form prior to the announcement to reschedule the AAOS 2021 Annual Meeting.  Will I be able to change my request?
All submitted early housing request have been cancelled.  No action is needed on your part.  An email with details on housing and the process for resubmission of requests will be emailed in January 2021.

How does my company submit an Early Housing Request form?
Information on housing will be available in January 2021.

When will promotional and advertising opportunities be available?
Promotional and advertising opportunities will be available to all exhibitors on December 10, 2020.  Only exhibiting companies are eligible to secure the full suite of promotional and advertising opportunities.