Please find below specific information and forms for exhibiting companies regarding the AAEP’s 2020 Trade Show. If you have any questions, please contact Debbie Miles, Trade Show Coordinator, at email@example.com or (859) 705-0423.
Trade Show Location
Mandalay Bay Resort and Convention Center
Exhibit Halls BC
Move-in Dates & Times
Friday and Saturday, December 4 and December 5 8:00 a.m. - 5:00 p.m.
Sunday, December 8: 7:00 - 9:00 a.m.
Show Dates & Hours (subject to change)
Sunday, December 6: 10:00 a.m. - 6:00 p.m.
Monday, December 7: 10:00 a.m. - 6:00 p.m.
Tuesday, December 8: 10:00 a.m. - 4:00 p.m.
*Move out will begin at 4:00 p.m. on Tuesday and will continue from 8 a.m. - Noon on Wednesday, December 9.
Dedicated Break Times
Sunday, December 6: 11:30 a.m. - 1:00 p.m.
Monday, December 7: 10:00 a.m. - 1:00 p.m.
Tuesday, December 8: 12:00 - 1:00 p.m.
Rules and Regulations
Exhibitor Registration will be located in the Bayshore Lobby of the Mandalay Bay.
Housing and Registration for Booth Personnel
Please use this link to book your hotel rooms in Las Vegas as well as register your badges for booth personnel.
You should have received an email from Experient with your log in information. If you do not have this information please contact Debbie Miles. Click here to register.
Freeman Service Kit
Please use this link to order any furnishings you need for your booth – tables, chairs, carpet, etc. You will also use this link to order internet and electric if needed. Please note that AAEP does not provide anything with the booth space.
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 Mandalay Bay 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 begin assigning space on June 1 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 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.
Contact Dana Kirkland for more information.
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, ½ page and ¼ 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 advertise in EVE, contact: Dana Kirkland; (859) 233-0147; Email: email@example.com.
Convention App Logo and Trade Show Wall Display: You can add your company logo to the exhibitor list on the AAEP Convention App and have your company logo placed over your booth number on a giant floorplan wall structure right outside the exhibit hall (Entrance Unit).
Final Booth Payments
Booth payments are due on or before September 21, 2020. To pay online, click here. For those who pay in full September 21, 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.