Exhibitor Resources
This webpage contains valuable information regarding AAMI eXchange’s rules and regulations for setting up your exhibit space, shipment and other important dates, including booth personnel registration/housing and services that can be ordered through official AAMI eXchange vendors.
►Update Company Profile – Complete by May 5
Please be sure to update and/or review your company profile HERE.
- The password to access your profile was included in your booth confirmation email from AAMI. If you did not receive it, email AAMI staff at eXchange@aami.org. The password can be shared with other staff who will need access.
- Note: this password is NOT the same one you use for the GES service kit. See "Exhibitor Service Kit" below for more information.
Company Profile Includes:
- Company Exhibiting As
- Booth Number
- Company Website
- City/State/Country
- Company Email
- Company Phone#
- Company Logo
- Welcome Message
- Company Brands
- Company Description
- Product Categories
- Social Media
►Exhibitor Hall Move-In & Move-Out Hours
Wednesday, June 14
12:00 p.m.-5:30 p.m. - Move-in by appointment only for booth 400 sq. ft. or larger, mini-islands
Thursday, June 15
8:00 a.m.-4:30 p.m. - Move-in
Friday, June 16
8:00 a.m.-12:00 p.m. - Move-in (set-up must be completed by this time)
5:30 p.m.-7:00 p.m. - Opening Reception
Saturday, June 17
10:00 a.m.-12:00 p.m. - Hall open to exhibitor personnel only with an exhibitor badge, no exceptions
12:00 p.m.-5:00 p.m. - Hall open to everyone
Sunday, June 18
10:00 a.m.-12:00 p.m. - Hall open to exhibitor personnel only with an exhibitor badge, no exceptions
12:00 p.m.-4:00 p.m. - Hall open to everyone
4:00 p.m.-8:30 p.m. - Move-out (exhibitors found dismantling/packing their booth prior to this time maybe penalized by forfeiting priority points, delayed booth selection for 2024, or excluded from exhibiting at a future conference)
Monday, June 19
8:00 a.m.-12:00 p.m. - Move-out
You can find the overall conference schedule-at-a-glance HERE.
►Exhibitor Service Kit
GES is the official general service contractor for the AAMI eXchange, providing shipping, material handling, furniture rental, carpeting, labor, electrical, and more.
What's included with your booth (every 10'x10'=100 sq. ft.)?
- 8' back drape (blue); 3' side drape (blue); 11"x17" booth ID sign
- Flooring is REQUIRED in your booth.
- NOT included: carpet/flooring, furniture, electric, wi-fi
►Login to the GES Service Kit HERE for Information On: (use your current GES login or create an account for new user) Early Pricing Deadline is May 17
- Booth Furnishings Rental
- Shipping, Drayage and Material Handling
- Labor and Equipment (electrical, plumbing, lighting, cleaning, sign hanging/rigging, forklift)
- Utilities (electrical, lighting, plumbing)
- Exhibitor Appointed Contractors (EACs) and Third Parties
- GES Regulations and Guidelines
►Other Official Vendor Forms & Services Available:
- Audio Visual – CCR Solutions Inc. Early Pricing Deadline is May 19
- Catering – SAVOR - Coming Soon (exclusive, no outside food permitted without written permission from show management)
- Wi-Fi/Telecommunications – SmartCity (exclusive) Early Pricing Deadline is May 23
- Lead Retrieval – American Trade Show Services (exclusive) Early Pricing Deadline is May 19
- Booth Insurance – Rainprotection Insurance - ALL EXHIBITORS MUST SUBMIT PROOF OF INSURANCE BY MAY 5 OR YOU WILL NOT BE ABLE TO MOVE-IN - PLEASE CLICK "BOOTH INSURANCE" FOR MORE INFORMATION.
- Ancillary Meeting Request Form - AAMI
Exhibitors are responsible for the following services (if needed), which are not included in the booth space fee: booth furnishings, carpet/flooring (mandatory), inbound and outbound shipping and freight handling costs, electrical, internet and other
utility services, audiovisual equipment, booth installation and dismantling, booth cleaning an individual booth security.
►Booth Construction Guidelines – Submit by April 14
Booths that require design approval are:
- 400 square feet or larger
- Mini-islands
- Automobiles on show floor
- Hanging lighting
- Review the guidelines HERE.
►Exhibit Rules & Regulations
- Review the information HERE.
►Registration – Booth Staff - NOW Open - Submit by June 2
- Exhibitors receive one (1) COMPLIMENTARY FULL conference registration and three (3) COMPLIMENTARY Expo Plus registrations per 100 sq. ft. for booth personnel. Additional booth personnel badges for company representatives may be purchased for $50 each.
- Expo Plus badges provide access to the exhibits on Friday, Saturday and Sunday, keynote presentations, lunches, Saturday and Sunday receptions, and AAMI's Career Center - NOT included are the education sessions.
- Swapping out names on badges will NOT be permitted once the conference has started.
- INSTRUCTIONS:
- Fill out the Booth Personnel Allotment Form HERE. This form is ONLY for your allotment and additional $50 booth personnel badges. When complete, email to eXchange@aami.org. If any Booth Personnel that want to register for the golf tournament or technical training workshops, that will need to be done online.
- Complete the credit card authorization payment form HERE if required. Payment by wire transfer or check, email us at eXchange@aami.org.
- To register additional team members for a full registration, that is NOT using one of your booth personnel comps, you can register online HERE.
►Expo Plus Pass for Your Customers - Complimentary - Submit by June 2
Unlimited Expo Plus passes to distribute to your customers and prospects. This three-day pass, up to a $130 value, includes:
- Access to the Expo Hall Saturday and Sunday
- AAMI's Career Center
- Keynote Presentations all three days
Note: it does NOT include Friday, lunches, receptions, and education sessions.
To request information and how to register your customers, please email AAMI staff at eXchange@aami.org.
►Housing & Group Block Reservations - Deadline April 21st
Housing is OPEN, and the link can be found HERE. Also click the link to read about third party housing "pirates and poachers", not affiliated with AAMI, who are contacting exhibitors for hotel reservations.
Deadline to reserve at the general block rate is May 25th.
►Information on Sponsorships & Branding at the eXchange
The brochure and contract can be found HERE.
►Exhibitor Social Media Kit / Advertising Media Planner / Press Releases
- Press Releases: Plan to make a big announcement or showcase a new product during the eXchange? Send your announcement and press releases to AAMI's Digital News Editor, Brian Stallard ( bstallard@aami.org) with "AAMI eXchange Press Release" in the subject line and AAMI will feature it on a dedicated section of the AAMI website press room.
- Advertising Media Planner: More information HERE.
- Exhibitor Social Media Package: Get the buzz going for your booth on social media!
Ready to pack your booth with interested attendees? Get the buzz going on social media with custom frames and branded imagery to share your exhibit booth with your network—and beyond! If you would like to use the standard images or booth number images, use our provided Photoshop templates or upload the .png image to an online photo editor, like Canva.
►Conference Attendee List
The conference attendee list will be sent twice: pre-conference by May 24 and post-conference by June 30. It will ONLY INCLUDE those attendees who
gave permission to share their contact information with exhibitors:
- First & Last Name
- Title
- Company
- Mailing Address
- Registration Type
►USE OF LIST: The list is intended to be used to promote your booth leading up to the conference and a one-time use for follow-up after the conference.
►LIST RESTRICTIONS: Data may NOT be harvested, sold to others, incorporated into any type of database, used to generate mailing lists, or employed for any promotional purpose, especially mass email and mail solicitation. AAMI prohibits the registration list to be used as a pre or post-conference lead sheet. Abuse of this list will result in prevention of further event involvement.
NOTE: AAMI does NOT solicit or sell attendee lists or membership lists, so please ignore any emails you receive from third party companies doing so.
►Questions?
Contact AAMI staff at eXchange@aami.org.
