General Information FAQs

Exhibitors

The Science & Technology Hall will be open during the following hours:

Date

Time

Saturday, May 13

9 a.m. – 4 p.m.*

Sunday, May 14

9 a.m. – 6 p.m.*

Reception will be held from 4 – 6 p.m.

Monday, May 15

9 a.m. – 4 p.m.*

*Unopposed exhibit hours from Noon – 1 p.m.

What are the move-in/move-out dates and times?

Move In

Tuesday May, 9

See Targeted Move In Plan [pdf]

Wednesday May, 10

See Targeted Move In Plan [pdf]

Thursday May 11

See Targeted Move In Plan [pdf]

Friday May 12

8 a.m. – 4 p.m.
General Move In

Saturday May 13

8 – 9 a.m. *

*With advance approval only

Move Out

Monday May 15

4 – 11 p.m.

Tuesday May 16

8 a.m. – 4:30 p.m.

Wednesday May 17

8 a.m. – Noon

Where are the exhibits in the Boston Convention and Exhibition Center?

The Science & Technology Hall is located in halls B-C. Registration will be located in hall A.

Who is the General Services Contractor/Decorator for AUA2017?

GES is the General Services Contractor for AUA2017. As the General Services Contractor, GES provides such services as:

  • Freight Coordination
  • Booth furniture and accessories
  • Booth carpet
  • Custom exhibits
  • Rental exhibits
  • Installation and dismantling services
  • Graphics
  • Shipping
  • Plumbing
  • Audio/Visual
  • Electricity

GES is involved in almost every aspect of our show; because of this level of involvement they are an excellent resource to help you, the exhibitor, plan the best show possible and save money.

GES services can be ordered online via the GES Expresso System in the Exhibitor Services Manual, beginning in December 2016. You will have to register and establish an account with them to order services.

GES Contact Information

7050 Lindell Road
Las Vegas, NV 89118
Phone: 800-475-2098
Fax: 866-FAX-1GES (866-329-1437)
International Phone: 702-515-5970 / Fax: 702-263-1520
Online Chat: www.ges.com/chat

How do I arrange housing for myself and my staff?

OnPeak is the official housing service for AUA, and can help you with all of your housing needs.

OnPeak also provides a hotel list and map of AUA hotels. Please note that participating hotels will not honor direct reservations.

For more information and important deadlines visit our housing page.

Is there a shuttle bus to the convention center from my hotel?

Yes, there will be shuttle service from the Boston Convention and Exhibition Center to most AUA hotels beginning on Friday, May 12, through Tuesday, May 16.

How do I register my booth staff?

Each exhibitor receives five (5) complimentary exhibitor badges for every 100 square feet of booth space rented. It is highly recommended, not to mention convenient and easy, to register your booth staff for their badges online.

If you have any changes to your booth staff as the Annual Meeting approaches, remember that you can make changes online right up until the show date—your time in line at exhibitor registration on site will be greatly reduced if your list of booth staff is accurate and complete by the show date.

When you register your staff, you must choose between two methods of receiving your email confirmation:

  1. You may choose to receive one confirmation for all staff badges, sent to a single contact person of your choosing; or
  2. If you have a booth measuring 200 square feet or smaller, you may also choose to send an individual confirmation to each staff person receiving a badge.
How do I get my exhibitor badges on site?

When you pick up your exhibitor badges on site, you may choose between two different methods of badge pick-up:

  1. If you are the single contact for your group, and you have received the group confirmation, you may avoid lines at the full-service desk and use our Express Pick-up kiosk. This will allow you to print all of your badges at once, so that you may distribute them to your staff.

    Note: You should only choose this method if you are certain that you will be able to distribute ALL of your badges. If some members of your staff need to pick up their own badges on a "will-call" basis, you should visit the full-service exhibitor registration desk, and only request the badges you can distribute directly.
  2. If each member of your staff has received an individual confirmation, he/she may pick up his/her badge at the full-service exhibitor registration desk. Registrants picking up badges at the full-service desk must present a photo ID and business card.
What are the hours for exhibitor registration on site?

Date

Time

Thursday, May 11

Noon – 6 p.m.

Friday, May 12

7:30 a.m. – 6 p.m.

Saturday, May 13

7 a.m. – 5 p.m.

Sunday, May 14

7 a.m. – 6 p.m.

Monday, May 15

7 a.m. – 4:30 p.m.

Will my exhibitor badge allow me access to AUA educational courses?

Your exhibitor badge will allow you access, space permitting, to any non-ticketed educational course. If you would like to attend a ticketed course, you must register as an attendee and purchase a course pass. Course passes can be purchased on site at the Exhibitor Registration full-service desk.

How do I ship my booth/materials to AUA2017?

GES provides detailed instructions for shipping to AUA2017 in their Exhibitor Service Kit.

What are the insurance requirements for exhibitors?

AUA's policy regarding exhibitor insurance requirements is available in the AUA Exhibitor Rules and Regulations [pdf]. The policy states, in part, that:

  • Exhibitors and their contractors must have liability insurance policies in force;
  • Exhibitors who desire insurance on their exhibits must obtain the same at their own expense—the AUA does not provide any insurance for exhibitors and assumes no liability for loss;
  • Certificates of insurance must be procured by the exhibiting company and its contractors no later than 30 days prior to the Show;
  • Certificates of insurance must be provided on demand to the AUA by the exhibiting company while the Exhibitor is at the Show.

Please carefully review the AUA policy regarding exhibitor liability insurance, as stated in the AUA Exhibitor Rules and Regulations [pdf].

I don't have exhibit insurance. What do I do?

Low-cost exhibit insurance that meets our insurance requirements is available – visit our insurance provider.

Do I need to order carpet for my booth?

YES! Carpet, furniture, and accessories are all available for order from GES Exposition Services. GES even has complete exhibit systems available for order.

Do I need to order furniture (table, chairs, etc.) for my booth?

YES! All furniture, carpet and accessories are available for order from GES Exposition Services. GES even has complete exhibit systems available for order.

What is included in my exhibit booth rental fee?
  1. Your booth rental fee includes 8' high back drape and/or 3' high side drape (depending on whether your booth is an in-line or island design)
  2. One (1) ID sign (7" x 44") displaying the name of your company.

Everything else, from carpet to furniture to electricity and internet to trash cans, must be ordered from our vendors or shipped to the show site by you. View our list of official contractors.

Are there rules concerning what I can place in my booth?

Yes! In-line, peninsula, island, and booths conducting retail sales have specific design requirements that ensure sight-lines of neighboring booths, and maintain the flow of traffic in the aisles. For complete design requirements for your booth, consult the AUA Exhibitor Rules and Regulations [pdf]. If you have questions regarding your design, contact Andrew Niles, Convention Operations Manager, at ExhibitorOperations@AUAnet.org.

Do I have to submit a booth design/floor plan for AUA approval?

You must submit a floor plan for approval if:

  • You have an island booth (a booth open on all 4 sides, typically measuring at least 20' x 20')
  • You are conducting retail sales in your booth
  • You have a multi-level booth

You must submit plan view and elevation view drawings of your booth. Please submit these designs via the Booth Design Approval Form.

Note: Booths of the types indicated above that do not have pre-approved floor plans (designs), will not be allowed to set-up at AUA2017.

Are there any rules regarding giveaways in my booth?

Yes! All gifts, giveaways, and contest items are subject to approval by AUA and, in compliance with the CMSS Code for Interaction with Companies [pdf], must be educational in nature. Contests must be open to all attendees.

Please complete the Booth Giveaway Approval Form.

Are there any rules regarding presentations in my booth?

Yes! Booth activities, such as presentations and demonstrations, must also be submitted to AUA for prior approval. The specific rules regarding these presentations are available in the AUA Exhibitor Rules and Regulations [pdf].

Speaker presentations are subject to the AUA Speaker Guidelines, and also prior approval by AUA.

Please complete the Booth Presentation/Activity Approval Form online.

How do I order services for my booth, like catering, internet access, etc.?

The Boston Convention and Exhibition Center (BCEC) provides many of these services. Please see the BCEC Exhibitor Ordering Guide [pdf] for detailed information.

What is "lead retrieval?"

"Lead retrieval" is a service that allows you to collect contact and demographic information electronically from attendees who visit your booth. Many exhibitors find this service valuable, as it allows you to follow up with interested attendees after the show.

AUA exhibitors are offered lead retrieval services through CompupuSystems, our registration provider. CompuSystems offers a lead retrieval app that can downloaded right to exhibitors own smart devices or a handheld android device that is equipped with the lead retrieval app to scan attendee badges and capture their information.

Choose from different service packages that include additional services such as a blue-tooth printer, electronic marketing services, delivery and training. Exhibitors receive ComupuSystems' premier post show follow up service, myLeads FREE with every order. myLeads allows you to view and download all your leads in real-time while providing a powerful suite of post-show follow-up services, including printing mailing labels and reports to measure ROI.

How do I order lead retrieval for my booth?

Lead-retrieval services can be ordered online. Early-bird rates are available for those who order in advance. Please note that some services will require nightly charging. View the Lead Retrieval Order Form [pdf]

What is an "Exhibitor Designated Contractor?"

An Exhibitor Designated Contractor (EDC) is any contractor other than GES Exposition Services, used by an exhibitor for general booth labor. A complete description of the rules and requirements of EDC's is available in the AUA2017 Exhibitor Rules and Regulations [pdf].

The primary responsibilities of exhibitors using EDC's are:
  • Exhibitors must notify AUA of their intent to use EDC's. Our online Exhibitor Service Manual contains an interactive form for this purpose.
  • All EDC's are required to provide proof of liability insurance, via a Certificate of Insurance. These certificates are to be sent to Andrew Niles, Exhibit Operations Manager.
  • EDC's may not solicit business in the Hall at any time.
  • The EDC must send names of workers in advance of the show to AUA Security to receive installation/dismantling passes allowing access to the exhibit hall.
  • Exhibitors are responsible for conveying information regarding AUA2017 and AUA exhibitor policies and rules to their EDC's.
I would like to rent a hospitality suite/meeting space in or near the Boston Convention and Exhibition Center. How do I do this?

AUA can assist you with booking meeting space near the Boston Convention and Exhibition Center (meeting space within the Convention Center, aside from the ExpoSuites available in the Science & Technology Hall, is taken entirely by AUA educational programs). You can request meeting space in AUA hotels by completing the Exhibitor Function Space Request Form. Available space runs out very quickly, so be sure to make your request as early as possible.

If you would like hospitality/meeting space on the Science & Technology Hall, consider an ExpoSuites. Contact Frank Sheridan at exhibits@AUAnet.org for more information.

What is an ExpoSuite?

The AUA ExpoSuites are meeting rooms built on the AUA Science & Technology Hall to enable companies to have a private area for staff to meet, relax or to entertain or meet with healthcare professionals away from the main traffic of the exhibits. Located on the perimeter of the AUA Science & Technology Hall, your ExpoSuite will provide the privacy of a hotel suite without the challenging transportation logistics. Your staff will have access to your ExpoSuite one hour before the Science & Technology Hall opens.

Are exhibitors allowed to hold social functions during the AUA Annual Meeting?

Yes, with certain restrictions. For more information on what exhibitor-sponsored events are permitted at AUA2017, please read the Exhibitor Function Guidelines. If you would like to request permission to hold an event, complete the Exhibitor Function Space Request Form, which is linked to the Guidelines.

How can I get a mailing list of attendees registered for AUA2017?

The AUA offers a pre-registration list, which will be available for a limited time leading up to the Annual Meeting. This list contains approximately 6,000 names. We also offer a post-attendance list for 6 months after the meeting.

There is a charge for both of these lists. Lists are single-use, do not contain email addresses, and are available in Excel format.