Please find below specific information and forms for exhibiting companies regarding the AAEP's 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
Orlando, Florida
Orange County Convention Center
Exhibit Halls BCD
Show Dates & Hours
- Sunday, December 8: 10:00 a.m. - 6:00 p.m.
- Monday, December 9: 10:00 a.m. - 6:00 p.m.
- Tuesday, December 10: 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 11.
Exhibitor Move-in Dates & Times
- Friday, December 6 and Saturday, December 7: 8:00 a.m. - 5:00 p.m.
- Saturday, December 8: 7:00 - 9:00 a.m.
Dedicated Break Times
- Sunday, December 8: 11:30 a.m. - 2:00 p.m.
- Monday, December 9: 11:00 a.m. - 2:00 p.m.
- Tuesday, December 10: 11:00 a.m. - 2:00 p.m.
Trade Show Reception
Sunday, December 8
4:30 p.m. - 6:00 p.m.
Exhibit Hall BC
Rules and Regulations
View the 2024 Exhibitor Prospectus here.
Register booth personnel and book hotel rooms within the AAEP Block. If you need your passcode please email Debbie at dmiles@aaep.org.
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 for 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.
Freeman Service Kits are now available. Below is the link to the Freeman Service Kit. PLEASE NOTE: We do not provide anything with your booth space. If you need any furnishings such as chairs, tables, carpet, electric, internet, etc. please use this link to order furnishing. You will also find shipping information within the kit. Click here to view the kit.
For Quick Information, click here for the Quick Facts Sheet.
Lead Retrieval
Maritz is the official provider for Lead Retrieval equipment. Choose the solution that will instantly capture contact and demographic data. Every lead choice allows you to gather data from attendee badges, rank leads, provide custom surveys, add notes to leads, access and download data from your secure portal, mix and match scanning solutions, scan leads with or without data connection, view and edit data in real time. 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 October. An excel file will be emailed which contains member name, mailing address and email address (for those members who do not opt out).
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 of COI. You may also use an Exhibitor Appointed Contractor (EAC). Click here for an EAC form.
Sponsorship and Advertising Opportunities
Click here to view all Sponsorship Opportunities.
Expand Your Visibility With These Add-Ons
Add Your Logo - Make your company stand out in the exhibitor listings by adding your company logo! Your logo will be added to the Website Listing, Convention App Listing, Printed Program Listing and placed on the Large Floor Plan at the Entrance to the trade show.
Display Cases - Do you have a product you want to show off? Be front and center with a Display Case in the AAEP Connect Area. Visible from both sides, consider this an extension of your booth!
Product Demo Theater - Give a demo in front of a live audience during the lunch break. This is a chance for you to present research, a new product or demo your equipment to our members. The theater includes a podium, large monitor, mic and comfy seating for members.
Final Booth Payments
Booth payments are due on or before September 23, 2024. For those who pay in full by September 23, 2024, you 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 and calling to book your hotel rooms. If you are approached by any housing company freight or any other third-party company, please delete or ignore the message. Any legit information will come directly from Debbie Miles. None of our official vendors will call you. If in doubt, contact Debbie Miles to confirm.
2024 Exhibitors & Floorplan
View this year's floorplan here.
Tax Information for Selling in Florida
Selling and Taking Orders – Florida Tax Information
The purpose of the AAEP Trade Show is to further educate veterinarians on new technologies in the industry through display. Sales and orders are permitted during the show. Exhibiting companies are responsible for permits and payment of sales tax, if applicable. An exhibitor must register to collect, report, and remit sales tax and discretionary sales surtax on sales of tangible personal property or services subject to sales tax in Florida when: • the exhibitor agreement authorizes the exhibitor to make retail sales of tangible personal property or taxable services in Florida; or • the exhibitor agreement authorizes the exhibitor to make remote sales pursuant to section (s.) 212.0596, Florida Statutes (F.S.), available at leg.state.fl.us. An exhibitor who does no other business in Florida requiring registration is not required to
register when: • the exhibitor agreement prohibits the sale of tangible personal property or services; or • the exhibitor agreement only allows the exhibitor to make sales for resale. The exhibitor must obtain a copy of the purchaser’s Florida Annual Resale Certificate for Sales Tax (Form DR-13) or a transaction authorization number issued by the Department of Revenue. Note: Exhibitor agreements must be made available to the Department for inspection and copying. To register or obtain information about registering, visit floridarevenue.com/taxes/registration. For general information about Florida sales and use tax, such as registering, calculating tax, and filing and paying tax, visit floridarevenue.com/taxes/sut. For more Tax Information and Sellers Permit, a document can be found on the last page of the Exhibitor Prospectus. The tax rate for Orlando is 6.00%.