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  • Booth Activity Requests
    Due by January 21, 2027
  •  -
  • What type of booth activity?*

  • Giveaway Items
    Exhibiting companies are permitted to distribute items from their exhibit booth during the meeting as long as these items meet the following conditions:
    • Items are educational in nature
    • Can be used during the meeting or in the professional activities of the attendee
    • Have a cost of $100 or less per item

     

    Items that do not require an approval:
    • Product literature and samples.
    • Food and beverage items ordered from the Venetian Convention and Expo Center exclusive food and beverage provider, SES (Specialized Event Services.

     

    Items that are not permitted for distribution:
    • Pocketknives, t-shirts, hats, lanyards, adhesive backed decals or stickers, unofficial badges, pins or buttons, large shopping bags, or tote bags.

     

    Bags
    Small paper or plastic bags for distributing company literature or products are acceptable if no larger than 14” x 11” including the handle. A sample or drawing with the dimensions must be submitted for review and approval. Large shopping bags or tote bags are strictly forbidden.

  • Raffles/Drawings

    Drawings and raffles may be conducted by an exhibitor provided the following conditions are met:

    • The item(s) to be awarded cannot exceed $100 in value and must be educational in nature.
    • Must comply with all local, state and federal laws governing such drawings or raffles. Determining compliance with legal obligation is solely the responsibility of the exhibitor.
    • Rules must be posted at the booth and must include: eligibility, date and time of the drawing, the words “no purchase necessary to enter,” and how winners are notified.
    • The drawing must take place after the conclusion of the AAOS Annual Meeting.
    • It is the responsibility of the exhibitor to notify the winner and to make arrangements for the transfer of the prize to the winner.
    • The exhibitor must agree to indemnify the American Academy of Orthopaedic Surgeons/American Association of Orthopaedic Surgeons, its official contractors, and the Venetian Convention and Expo Center, and their respective directors, officers, employees, representatives, agents, successors and assigns in the event of any claims arising from the raffle or drawing.
    • AAOS reserves the right to restrict drawings or raffles that it deems inappropriate or unprofessional.
  • Photography
    Photography and videotaping are strictly prohibited during exhibit hours and are not allowed in any area of the convention center outside an exhibitor’s own booth. Permission will not be granted for filming or photography in common areas, session rooms, lobbies, or other public spaces. Outside photography or film crews are not permitted in the exhibit hall at any time. This includes freelance videographers, third-party media teams, or production companies not contracted through AAOS.
     
    Exhibitors who wish to capture images or videos of their own booth may do so during non-exhibit hours, when attendees are not present in the exhibit halls.
     
    These activities may be conducted in one of two ways: by contracting the AAOS official photographer an order form will be available in the Exhibitor Service Manual or by using a full-time employee of the exhibiting company. 

  • Celebrity/Spokespersons

    Exhibitors may utilize the services of a celebrity only if this individual is routinely employed as a spokesperson for the product, service, or technology on display at AAOS 2027. Exhibitors wishing to have such a celebrity in their booth must submit the proposed schedule and activity for the celebrity.

    Exhibitors with less than 400 square feet of exhibit space are not eligible for this
    type of activity due to crowd control concerns.

  • Sports-Related Booth Activities

    Exhibitors may include sports related activities in their booth provided they receive AAOS approval and meet the following conditions:

    • pertain to range of motion
    • applicable for an exhibitor’s product(s)
    • adequate space within the booth to ensure activity will not obstruct the aisles or prevent access to any nearby exhibitor booth
    • does not create a sound or noise disturbance

    Only such activities that, in the sole discretion of the AAOS, are in keeping with the professional nature of the Annual Meeting will be permitted.

  • FUEL-POWERED VEHICLES
    Automobiles or other fuel-powered vehicles of any nature (including hybrids) must comply with the following:

    • Gas tank to be no more than 1/8 full of gasoline.
    • Batteries to be disconnected.
    • Gas caps locked.
    • Ignition keys to be removed and turned in to the contracted security
      team or have an agreement in place to hold your own keys.
    • Propane tanks to be removed.
    • Each vehicle must be equipped with its own fire extinguisher.
    • All vehicles require individual permits and must have Fire Marshal
      approval. Visit clarkcountynv.gov/government/departments/
      building___fire_prevention/index.php or call 702.455.3000 for details.
    • Visqueen must be placed underneath to protect the carpet.

     

    BATTERY-POWERED VEHICLES DISPLAYED AT THE VENETIAN EXPO
    Battery-powered automobiles must comply with the following:

    • Battery to be disconnected. If unable to disconnect, Facility approval
      will be required.
    • Battery must be less than 50% charged.
    • Charging is not permitted within the Facility.
    • Visqueen must be placed underneath to protect the carpet.
    • Ignition keys to be removed and turned in to the contracted security
      team or have an agreement in place to hold your own keys.
    • Each vehicle must be equipped with a type ABC fire extinguisher.
    • Fire watch is required overnight.
    • Vehicle may not be located near any load-bearing columns or walls.
    • A 20 ft. clearance surrounding the vehicle is required.

     

    AUTOMOBILE/FUEL-POWERED & BATTERY-POWERED VEHICLES INSIDE FACILITY
    Prior to submitting permit requests to the CCFD/FPB, requests for placement
    of automobiles, trucks, motorcycles, and other motorized vehicles (including
    hybrids) must be approved in advance by senior management of the facility.

     

    Please note each vehicle requires an individual permit and must have Fire
    Marshal approval. Requests should be submitted 45 days in advance and
    will be reviewed in a timely manner. The event’s official decorator/exhibit/
    production company is responsible for and must submit a floor plan of the
    proposed location of any automobiles, trucks, motorcycles, and other motorized
    vehicles to the CCFD/FPB for approval one month prior to the event. A Fire
    Marshal-approved copy must be forwarded to The Venetian Expo two weeks
    prior to vehicle move-in and placement. Any changes to approved plans will
    require additional approval by the CCFD/FPB.


    Visit clarkcountynv.gov/government/departments/building___fire_
    prevention/new_electronic_plan_submittal_process.php or call 702.455.3000
    for CCFD/FPB requirements.

  • Other Booth Activities

    The use of balloons, live animals, magicians, puppet shows, fortune tellers, dancers, costumed characters, celebrity look-a-likes, mimes, robots or other like entertainment is prohibited. Live performance of music is prohibited.

    Only such activities that, in the sole discretion of the AAOS, are in keeping with the professional nature of the Annual Meeting will be permitted.

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  • Would you like to learn more about featuring your booth activity alongside AAOS educational programming in the Annual Meeting app and website?
  • If you have any questions, contact exhibits@aaos.org 
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