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Please find below specific information and forms for exhibiting companies regarding the AAEP’s 2018 Trade Show. If you have any questions, please contact Debbie Miles, Trade Show Coordinator, at or (859) 705-0423. 

Move-in Dates & Times

  • Friday and Saturday, November 30 - December 1: 8:00 a.m. - 5:00 p.m.

  • Sunday, December 2: 7:00 - 9:00 a.m. 

Show Dates & Hours

  • Sunday, December 2:  10:00 a.m. - 6:00 p.m.

  • Monday, December 3:  9:00 a.m. - 6:00 p.m.

  • Tuesday, December 4: 9:00 a.m. - 4:00 p.m.

*Move out will begin at 4:00 p.m. on Tuesday.

Rules and Regulations



Exhibitor Registration will be located in the North Lobby of the Moscone Center.

Exhibitor Registration Hours:

  • Friday, November 30: 8:00 a.m. - 5:00 p.m.

  • Saturday, December 1: 7:30 a.m. - 7:00 p.m.

  • Sunday, December 2: 7:00 a.m. - 6:00 p.m.

  • Monday, December 3: 7:30 a.m. - 6:00 p.m.

  • Tuesday, December 4: 7:30 a.m. - 5:00 p.m.

Union Jurisdictions in San Francisco

Click here to read what union labor may be required to set up and dismantle your booth. This will be more strict than previous years - especially with material handling. Please read carefully so your are fully informed. 

Housing and Registration for Booth Personnel

Housing is now open for San Francisco! You will also need to register for your booth staff for badges. Click here to get started. Please contact Debbie Miles if you run into any difficulties. You may also send your badge list directly to Debbie if you prefer. 

Exhibitor Badges- Coming Soon

Freeman Service Kit

Click here to access the 2018 Freeman Service Kit. This is what you will use to order any/all furnishing for your booth including, but not limited to tables, chairs, electric, carpet, etc. This kit also includes shipping and labor information. Please note that the AAEP does not provide any furnishings for your booth.

Affiliate Space Request

Hospitality suites, special parties and other exhibitor-sponsored events will be allowed within the AAEP 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. For permission to use space within one of the contracted hotels, you must book 5 sleeping rooms within that hotel and be paid in full on your booth space. Please complete and return the Affiliate Request Form. The AAEP will review requests and space will be assigned, based on availability, after June 1.

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 Please note you must be a confirmed exhibitor in order to rent this list. The Pre-Convention mailing list will be available in November. 

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/Marketing Opportunities

Contact Dana Kirkland for more information.


Advertising Opportunities

Confirmed exhibitors are invited to advertise in the 2018 Convention Program. For information about advertising in the Annual Convention Program please contact:

Yvonne Long
The Horse Media Group

To advertise in Equine Veterinary Education, contact Dana Kirkland at 859-233-0147 or

Marketing Opportunities 

Don't miss out on gaining additional exposure for your booth with these add-ons. 

Final Booth Payments

Booth payments are due on or before June 4, 2018. We currently do not have an online payment format so if you prefer to pay by credit card, please use this form and return to Debbie Miles. You may pay your final balance by check or credit card. For those who pay in full by June 4, you will receive 2 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. 


View this year's floorplan here.

2018 Exhibitors

View a list of current exhibitors here.

Lead Retrieval

Lead retrieval allows for you to capture and follow-up on sales leads through members that engage with you in your booth. The AAEP offers a badge scanner that retrieves registration information from an attendee's badge. The information you will receive is the attendee's name, practice, address, phone, fax and email. You will receive all of the information from the badges that you scanned in a report at the end of the show. To order a lead retrieval system, download the lead retrieval from here. Questions? Contact Gem Hill with Experient at 888-267-4451 or