Please find below specific information and forms for exhibiting companies regarding the AAEP's 2022 Trade Show. If you have any questions, please contact Debbie Miles, Trade Show Coordinator, at firstname.lastname@example.org or (859) 705-0423.
Trade Show Location
San Antonio, Texas
Henry B. Gonzalez Convention Center
Exhibit Halls 123
Show Dates & Hours (subject to change)
Saturday, November 19: 10:00 a.m. - 6:00 p.m.
Sunday, November 20: 10:00 a.m. - 6:00 p.m.
Monday, November 21: 10:00 a.m. - 4:00 p.m.
* Move out will begin at 4:00 p.m. on Monday and will continue from 8:00 a.m. - Noon on Tuesday, November 22.
Exhibitor Move-in Dates & Times
Thursday and Friday, November 17 and November 18: 8:00 a.m. - 5:00 p.m.
Saturday, November 19: 7:00 - 9:00 a.m.
Dedicated Break Times
Saturday, November 19: 11:30 a.m. - 2:30 p.m.
Sunday, November 20: 10:15 a.m. - 1:30 p.m.
Monday, November 21: 11:30 - 1:30 p.m.
Rules and Regulations
View the 2022 Exhibitor Prospectus here.
Exhibitor Registration will be located inside the Main Lobby of the Convention Center (entrance off Market Street)
Housing and Registration for Booth Personnel - Badge Registration and Housing are now open! Register booth personnel and book hotel rooms within the AAEP Block. If you need your passcode please email Debbie at email@example.com.
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.
Lead retrieval is now MORE THAN just lead collection. With eventBit on attendee badges, the reader or software you rent from Experient for lead retrieval will now capture near time aisle and booth traffic information. All of this new data will be aggregated in your exhibitor dashboard. 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 firstname.lastname@example.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.
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.
Build excitement during the 68th Annual AAEP Convention by participating in sponsorship. The Annual Convention is a valuable opportunity to promote your product(s) and/or service(s) to thousands of equine veterinarians, veterinary students, and technicians.
Benefits of sponsoring at the AAEP Annual Convention & Trade Show may include:
Increased booth traffic.
Enhanced visibility through signage of your company logo of products and/or services.
Develops your company’s relationship with the AAEP and its more than 9,000 veterinarian and student members worldwide.
Click here to see what packages are available. If you are interested in any of the packages listed, please contact Dana Kirkland at email@example.com or call (859) 705-0431.
Confirmed exhibitors are invited to advertise in the Annual Convention Program and the AAEP's monthly scientific journal, Equine Veterinary Education (EVE). Advertising opportunities are limited to trade show exhibitors only.
Information about advertising in the Annual Convention Program will be provided to exhibitors by early summer.
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 firstname.lastname@example.org or (859) 233-0147.
Final Booth Payments
Booth payments are due on or before September 23, 2022. For those who pay in full by September 23, 2021, 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. If you are approached by any housing company other than Experient or any other third-party company, please delete or ignore the message.
2022 Exhibitors & Floorplan
View this year's floorplan here.