Please find below specific information and forms for exhibiting companies regarding the AAEP's 2021 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
Nashville, Tennessee
Music City Center
Exhibit Halls BCD
Move-in Dates & Times
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Friday and Saturday, December 3 and December 4: 8:00 a.m. - 5:00 p.m.
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Sunday, December 5: 7:00 - 9:00 a.m.
Show Dates & Hours (subject to change)
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Sunday, December 5: 10:00 a.m. - 6:00 p.m.
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Monday, December 6: 10:00 a.m. - 6:00 p.m.
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Tuesday, December 7: 10:00 a.m. - 4:00 p.m.
* Move out will begin at 4:00 p.m. on Tuesday and will continue from 8:00 a.m. - Noon on Wednesday, December 8.
Dedicated Break Times
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Sunday, December 5: 11:30 a.m. - 1:00 p.m.
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Monday, December 6: 10:00 a.m. - 1:00 p.m.
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Tuesday, December 7: 12:00 - 1:00 p.m.
Rules and Regulations
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Click on the image to view the 2021 Exhibitor Prospectus |
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Exhibitor Registration will be located right inside the entrance to Hall D (far right side of exhibit hall)
Housing and Registration for Booth Personnel - Housing information and badge registration will be available in August.
Freeman Service Kit - Freeman Service Kits will be available in August.
Lead Retrieval
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 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 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 Opportunities
Build excitement during the 67th 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:
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Increased booth traffic.
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Enhanced visibility through signage of your company logo of products and/or services.
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Develops your company’s relationship with the AAEP and its more than 9,000 veterinarian and student members worldwide.
Here are some opportunities during this year’s convention in Nashville!
Educational Sessions (Exclusive Sponsorships)
Sunday Afternoon, Dec. 5
Monday Afternoon, Dec. 6
Tuesday Afternoon, Dec. 7
Wednesday Morning, Dec. 8
Member Services (Co-Sponsorship)
If you are interested in any of the packages listed, please contact Dana Kirkland at dkirkland@aaep.org or call (859) 705-0431.
Advertising Opportunities
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 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 20, 2021. To pay online, click here. For those who pay in full by September 20, 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.
2021 Exhibitors & Floorplan
View this year's floorplan here.