23rd Annual Scientific Assembly

March 16-20, 2017
Hyatt Regency Orlando, Florida

Exhibit Hall Information

Exhibit Hall Schedule

The exhibits will be located in the Regency Ballroom S & T.

3:00pm–6:00pm Exhibitor Set up

FRIDAY, MARCH 17, 2017
8:00am–9:30am Exhibitor Set up
10:00am–12:45pm Exhibit Hall Open to Attendees
6:00pm–7:00pm Opening Reception in Exhibit Hall

9:30am–1:45pm Exhibit Hall Open to Attendees
(Scheduled Attendee Break 9:45am-10:15am)
(Scheduled Attendee Break 12:05pm-1:30pm)
12:05pm–1:30pm Round Robin Eat & Greet
1:45pm–2:45pm Exhibit Hall Closed
2:45pm–5:30pm Exhibit Hall Open to Attendees
(Scheduled Attendee Break 3:00pm-3:30pm)

SUNDAY, MARCH 19, 2017
7:00am–10:30am Exhibit Hall Open to Attendees
(Scheduled Attendee Break 9:45am-10:15am)
10:30am–12:30pm Exhibitor Break down

Exhibit Hall hours are subject to change.


Sponsorship Opportunities

Sponsoring an official conference event or activity not only offers a more rewarding experience for attendees, it increases your organization’s visibility among them. In addition, AAEM gives special recognition to sponsors through official signs and prominent listings in the official meeting programs. Browse all sponsorship opportunities today!


Booth Information and Fee

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.


To reserve an exhibit space, complete the exhibit application and return it to AAEM 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 30, 2017. No refunds are given for cancellations made after January 30, 2017.

BOOTH FEE: $1,900

  • 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 (Jan/Feb Issue)
  • Electronic pre-registration attendee list (name only)
  • Company listing in the final on-site 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
  • 2017 “We’re Exhibiting” logo 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

Exhibitor personnel must be registered to receive a name badge. Exhibitor badges allow admission to the exhibit hall only.


Who’s Attending