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Please find below specific information and forms for exhibiting companies regarding the AAEP’s 2017 Trade Show. If you have any questions, please contact Debbie Miles, Trade Show Coordinator, at or (859) 705-0423. Use our Quick Facts Sheet as an easy reference for show dates and hours, shipping information and order deadlines.

Move-in Dates & Times

  • Thursday, November 16 and Friday, November 17:  8:00 a.m.-5:00 p.m.

  • Saturday, November 18: 7:00-9:00 a.m.

Show Dates & Hours

  • Saturday, November 18: 10:00 a.m. - 6:00 p.m.

  • Sunday, November 19:  9:00 a.m. - 6:00 p.m.

  • Monday, November 20: 9:00 a.m. - 4:00 p.m.

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

Exhibitor Registration will be located next to the main AAEP registration area.

Exhibitor Registration Hours:

  • Thursday, November 16 and Friday, November 17:  8:00 a.m. - 5:00 p.m.

  • Saturday, November 18: 7:00 a.m. - 6:00 p.m.

  • Sunday, November 19: 8:00 a.m. - 6:00 p.m.

  • Monday, November 20: 8:00 a.m. - 4:00 p.m.

Read the 2017 Exhibitor Prospectus by clicking on the image to the right.


Housing and Badge Registration

Housing for the AAEP Trade Show in San Antonio is now open. All exhibiting companies will receive an email from Experient with the housing link and your company’s passcode to login. You will use this same link and login to enter your badges for booth personnel. You will be able to enter names at any time and changes can be made as well. You can just log in to edit your list. Here is the link you will use for housing and badge registration- if you need your passcode at any time or any assistance, please feel free to contact Debbie Miles at

Freeman Service Kit

Use the Freeman Service kit to find show dates/hours, shipping information, labor, furniture rental, electrical and internet information as well as marketing opportunities provided by the AAEP. 

For any questions regarding Freeman Services please contact Exhibitor Services at 210-554-2021.

Lead Retrieval Form

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 list or the AAEP pre-convention 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 either list. 

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 Opportunities

The AAEP has a comprehensive sponsorship program available exclusively to AAEP exhibitors. Click on the links below to browse available sponsorship packages. Contact Dana Kirkland at or 859-233-0147 for more information. 

Advertising Opportunities

Confirmed exhibitors are invited to advertise in the 2017 Convention Program, the 2018 AAEP Resource Guide and Membership Directory and the AAEP’s monthly journal, Equine Veterinary Education (EVE). Advertising opportunities are limited to trade show exhibitors only. Advertising in the 2017 Annual Convention Program or the 2018 Resource Guide and Membership Directory will be handled by The Horse Media Group LLC. For additional information and rates, contact Kelly Stephens at 859-276-6740 or

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

Marketing Opportunities

Looking for ways to get more exposure beyond your booth? We have few opportunities for you. You can add a logo to your listing on the AAEP convention appdisplay a new product in one of our Display cases that are highly visible in the AAEP Connect Area or present a new product or promote your company to a small group of members during lunch inside the trade show.

Final Booth Payments

Booth payments are due on or before June 5, 2017. 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. 

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.