Please find below specific information and forms for exhibiting companies regarding the AAEP's Trade Show. If you have any questions, please contact Debbie Miles, Trade Show Coordinator, at dmiles@aaep.org or (859) 705-0423.
Trade Show Location
San Diego, California
San Diego Convention Center
Exhibit Halls A-D
Show Dates & Hours (subject to change)
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Thursday, November 30: 10:00 a.m. - 6:00 p.m.
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Friday, December 1: 10:00 a.m. - 6:00 p.m.
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Saturday, December 2: 10:00 a.m. - 4:00 p.m.
* Move out will begin at 4:00 p.m. on Saturday and will continue from 8:00 a.m. - Noon on Sunday, December 3.
Exhibitor Move-in Dates & Times
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Tuesday, November 28 and Wednesday, November 29: 8:00 a.m. - 5:00 p.m.
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Thursday, November 30: 7:00 - 9:00 a.m.
New this year! Dedicated Break Times
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Thursday, November 30: 11:30 a.m. - 2:30 p.m.
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Friday, December 1: 10:15 a.m. - 1:30 p.m.
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Saturday, December 2: 11:30 - 1:30 p.m.
Rules and Regulations
View the 2023 Exhibitor Prospectus here.
Exhibitor Registration will be located in the Lobby of the Convention Center outside Exhibit Hall D.
Housing and Registration for Booth Personnel - Register booth personnel and book hotel rooms within the AAEP Block. If you need your passcode please email Debbie at dmiles@aaep.org.
Freeman Service Kit
Freeman is the General Service Contractor for the AAEP Trade Show. Please use this link to access the Service Kit. Please note: AAEP does not provide any furnishings or Electric with your booth. If you need any furnishings such as tables, chairs, carpet, electric, internet, etc. you will be able to order through the Freeman Service Kit. You can also arrange to ship your freight through Freeman.
Freeman Service Kits are now available- Below is the link to the Freeman Service Kit. PLEASE NOTE: we do not provide anything with your booth space. If you need any furnishings such as chairs, tables, carpet, electric, internet, etc… please use this link to order furnishings. You will also find shipping information within the kit. Click here to view the kit.
For Quick Information, click here for the Quick Facts Sheet.
Lead Retrieval
Maritz is the official provider for Lead Retrieval equipment. Choose the solution that will instantly capture contact and demographic data. Every lead choice allows you to gather data from attendee badges, rank leads, provide custom surveys, add notes to leads, access and download data from your secure portal, mix and match scanning solutions, scan leads with or without data connection, view and edit data in real time. As a reminder, you will only receive full contact information when you scan the attendee's badge. Click here to download the order form.
Affiliate Space Request
Hospitality suites, special parties and other exhibitor-sponsored events will be allowed within the contracted hotels as long as they are social in nature or for the employees of the company (sales meetings). Hotel space may not be used for educational purposes, nor may any affiliate event conflict with scheduled AAEP programming. In order for the hotel to assign space, you must complete and return the Affiliate Request Form. All requests must be approved before hotels will assign space. Hotels will assign space on a first come, first serve basis.
Pre-Convention Mailing List
To rent the AAEP full membership mailing list, please fill out the appropriate order form below and return it to Kristin Walker at kwalker@aaep.org. Please note you must be a confirmed exhibitor in order to rent this list. The Pre-Convention mailing list will be available in October. An excel file will be emailed which contains member name, mailing address and email address (for those members who do not opt out).
Certificate of Insurance
All exhibiting companies are responsible for carrying a General Liability Insurance Policy in the amount of $1 million. A copy of your Certificate of Insurance (COI) must be provided to the AAEP prior to move in. Click here for a sample COI. You may also use an Exhibitor Appointed Contractor (EAC). Click here for an EAC form.
Sponsorship and Advertising Opportunities
Create a relationship with several thousand equine veterinarians, techs, and students by promoting your company and image through sponsorship during the AAEP’s 69th Annual Convention in San Diego. The AAEP Annual Convention is the world’s most comprehensive continuing education event devoted to equine practice. The following sponsorships are now available exclusively to exhibitors on a first-come basis with details of each package individually linked for your feasibility.
Advertise in AAEP’s Official Convention Program in San Diego
The AAEP Annual Convention is coming to San Diego! Be a part of the world’s most comprehensive continuing education event devoted to equine practice through advertising.
Space is limited so don’t miss an opportunity to advertise in the 2023 AAEP Convention Program! View the Convention Program Insertion Order here.
Preferred placement is available, and you MUST be a current exhibitor to purchase advertising space. For more information, contact Dana Kirkland at dkirkland@aaep.org.
Why advertise in EVE?
Gain exposure to the most trusted veterinary professionals in the equine industry - AAEP members. The journal is mailed to approximately 8,000 domestic and international licensed veterinarians. Space is available in spread, full-page, 1/2 page and 1/4 page.
As an added benefit and at no additional cost, advertisements will also appear in the digital version of EVE available on the AAEP website and in the members-only AAEP Publications App. Ad will link directly to a website if a URL is included within the ad. To view a sample edition of EVE, click here.
To advertise in EVE, contact Dana Kirkland at dkirkland@aaep.org or (859) 233-0147.
Marketing Opportunities
Final Booth Payments
Booth payments are due on or before September 25, 2023. For those who pay in full by September 25, 2023, you will receive two points towards your point accumulations for the pre-sell time slots.
Solicitors & Scams
Please be aware of people or groups pretending to sell the AAEP attendee lists and calling to book your hotel rooms. If you are approached by any housing company freight or any other third-party company, please delete or ignore the message. Any legit information will come directly from Debbie Miles. None of our official vendors will call you. If in doubt, please contact Debbie Miles to confirm.
2023 Exhibitors & Floorplan
View this year's floorplan here. To view a list of the current 2023 exhibitors, click here.