Important Dates

FAQs

What is the 2018 AANS Annual Scientific Meeting?
The 2018 AANS Annual Scientific Meeting is the world's premier neurosurgical event, with more than 3,200 neurosurgeons and other health care professionals expected to attend. This year's program will include an international symposium, superb invited speakers, practical clinics, breakfast seminars and 3‑D sessions in addition to oral abstract and electronic poster presentations.

Who is my primary contact for the exhibition needs?
Kim Schrader, Exhibits Manager, kls@aans.org or 847.378.0552.

What are the exhibition dates and times for 2018 AANS Annual Scientific Meeting?
Monday, April 30: 9 a.m.-4:15 p.m.
Tuesday, May 1: 9 a.m.-4:15 p.m.
Wednesday, May 2: 9 a.m.-2:15 p.m.

Where are the exhibits located?
The exhibits are located in the Ernest N. Morial Convention Center, Exhibit Hall HI.

What is the address of the convention center?
Ernest N. Morial Convention Center
900 Convention Center Boulevard
New Orleans, LA 70130
Phone: 504.582.3000

What is included in my exhibit booth rental fee?
All booths are 10x10 feet, or multiples thereof. All non-island booths will be provided with an identification sign and have an 8' high draped back wall with 36ʺ high side drape.

Is carpet and booth furnishings (table, chairs, etc.) included in the booth rental fee?
The exhibit hall is not carpeted. It is the responsibility of the exhibiting company to provide floor covering for their exhibit space and to order and pay for their booth furnishings (tables, chairs, electric, etc.). These items can be rented utilizing the order forms in the Service Kit.

What are the move-in/move-out dates and times?
Installation
Friday, April 27: 8 a.m.-4:30 p.m.
Saturday, April 28: 8 a.m.-4:30 p.m.
Sunday, April 29: 8 a.m.-3:30 p.m.

Dismantling
Wednesday, May 2: 2:15-11 p.m.
Thursday, May 3: 8 a.m.-2 p.m.

Note: Dismantling or "preparing to dismantle," prior to the show closing may result in a $1,000 fine, loss of priority points and a ban to exhibit at future meetings.

Who is the General Service Contractor for 2018 AANS Annual Scientific Meeting?
Freeman is the general service contractor for 2018 AANS Annual Scientific Meeting. As the general service contractor, Freeman provides such services as:

  • Freight coordination;
  • Booth furniture and accessories;
  • Booth carpet;
  • Custom exhibits;
  • Rental exhibits;
  • Installation and dismantling services;
  • Graphics; and
  • Shipping.

Freeman is involved in almost every aspect of our show; because of this, they are an excellent resource to help you, the exhibitor, plan the best show possible and save money.

Freeman services can be ordered online. You will have to register and establish an account with them to order services.

Freeman
1000 Elmwood Park Boulevard
New Orleans, LA 70123
Phone: 504.731.6137
Fax: 469.621.5612
Email: FreemanNewOrleansES@freemanco.com


How do I arrange housing for myself and my staff?
The AANS has secured group housing on a citywide basis for the 2018 AANS Annual Scientific Meeting. All exhibitors are required to subcontract their group block through the AANS Housing Bureau, onPeak. Priority points will be deducted from an exhibitor's profile if the said exhibitor does not subcontract through AANS for their block. Subtracted priority points will be assessed on the following scale: one point for each guest's name that is not subcontracted. Book your housing needs by Aug. 31, 2017, and your company will earn two priority points.

AANS Official Housing Bureau
onPeak
Erica Hines, Exhibitor Account
Phone: 678.553.0421
erica.hines@onpeak.com

For more information on housing, please click here.

How do I ship to the AANS Annual Scientific Meeting?
Freeman provides detailed instructions for shipping to AANS Annual Scientific Meeting in the Service Kit.

How do I order carpet and furniture for my booth?
Carpet, furniture and accessories are all available in the Exhibitor Service Kit. Freeman services can be ordered online.

How do I order services for my booth, such as electricity, internet access, etc.?
Ordering information is available via our online Service Kit.

What is an "Exhibitor Appointed Contractor?"
Exhibitors who plan to use a company other than those in the Service Kit must notify the AANS in writing on or before March 8, 2018. Please complete the EAC form for each Exhibitor Appointed Contractor (EAC), and submit it with a Certificate of Insurance.

The primary responsibilities of exhibitors using EACs are:

  • All EACs are required to provide proof of liability insurance, via a Certificate of Insurance.
  • EACs may not solicit business in the exhibit hall at any time.
  • Exhibitors are responsible for conveying information regarding the 2018 AANS Annual Scientific Meeting policies and rules to their EACs.

How can I get a mailing list of attendees registered for the 2018 AANS Annual Scientific Meeting?
Pre- and post-registration mailing lists are available. Pre-registration lists are available after the advance registration deadline of March 21, 2018. Post-registration lists are available after June 15, 2018. List prices are determined by number of registrants but average at approximately $500.

Lists are available on a one-time use basis and are intended solely to promote your participation at the meeting. The AANS must approve all materials used in association with the mailing list and recommends that materials NOT be printed prior to receiving approval. Use our online order form.

What is "lead retrieval?" How do I order it for my booth?
"Lead retrieval" is a service that allows you to collect contact information electronically from attendees who visit your booth. Many exhibitors find this service valuable as it allows you to follow up with interested attendees after the show. AANS exhibitors can rent a device for use during the show that will allow you to scan an attendees' badge and capture the contact information stored there.

CompuSystems, our registration vendor, offers lead retrieval service for exhibitors. There are different service packages to choose from which allow you to select the sort of device you prefer (handheld or desktop), how you wish to retrieve and use the collected data and optional post-show sales follow-up services. Lead-retrieval services can be ordered online through our Service Kit or on-site.

How many badges do I get with my booth rental?
Each exhibiting company is entitled to five complimentary badges per 10x10 foot booth contracted, whether requested in advance or onsite. All badges required beyond the free allotment will cost $100 each before March 21, 2018. All badges requested on or after March 22, 2018, onsite or badge substitutions will cost $150 each.

How do I get my exhibitor badges onsite?
Badges will be distributed onsite at the Exhibitor Registration Desk to each booth personnel. Photo ID is required at the time of badge pick-up. Representatives without a badge will not be admitted to the exhibit hall under any circumstances.

Can I purchase a pass to the hall without exhibiting?
The AANS does not offer day passes for the exhibit hall. The exhibit hall is closed to the public. Only contracted exhibitors and registered medical attendees are allowed to enter the exhibit hall. If you are a potential exhibitor interested in taking a tour of the hall, please contact Kim Schrader at kls@aans.org.

Will my exhibitor badge allow me attend AANS educational courses?
Exhibitors may attend the Plenary Sessions, Scientific Sessions and Section Sessions free of charge, once all attending doctors have been seated. Exhibitors may purchase tickets for Breakfast Seminars on-site if tickets are available. Exhibitors may not register for or attend Practical Clinics.

Can exhibitors attend the Opening Reception?
For each 10x10 foot booth contracted, exhibitors will receive two complimentary tickets (up to a maximum of 10 tickets) to the Opening Reception on Sunday evening, April 29, 2018. Additional tickets may be purchased for $250, no refunds. Dress code for the Opening Reception is business casual.

Are there any rules regarding booth presentations or giveaways in my booth?
Distribution of product samples and souvenirs is permissible. Approval of samples and souvenirs must be obtained from the AANS exhibits manager at least one month prior to the meeting. Distribution of such products or souvenirs will be allowed, provided it is done in a dignified manner, does not create a nuisance and causes no interference with adjoining exhibits. Unapproved items will be removed from the exhibit floor. For approval, send a pre-production sample of all giveaways and handouts to Kim Schrader at kls@aans.org.

In-booth demonstrations are approved in the Exhibit Hall during published exhibit hours. All demonstrations must be performed in the booth and may not extend into the aisle.

I would like to rent a hospitality suite/meeting space in or near the Ernest N. Morial Convention Center. How do I do this?
The AANS can assist you with booking meeting space at the AANS official hotels. You can request meeting space in any of the AANS official hotels by completing the Function Space Request Form. Available space runs out very quickly so be sure to make your request as early as possible.

If you would like meeting space in the Convention Center, please consider an Expo Suite in the Exhibit Hall. Contact Kim Schrader at kls@aans.org for more information.

Is there a shuttle bus to the convention center from my hotel?
Yes, there will be shuttle service to the Ernest N. Morial Convention Center from some of the AANS hotels beginning on Saturday, April 28 through Wednesday, May 2, 2018. Shuttle bus service will run to and from the convention center and the official AANS housing partners: New Orleans Marriott, Astor Crowne Plaza – New Orleans French Quarter, Courtyard New Orleans French Quarter/Iberville, Hilton New Orleans Riverside, Hyatt Centric French Quarter New Orleans, InterContinental New Orleans, Le Meridien New Orleans, Loews New Orleans Hotel, Omni Royal Orleans, Renaissance New Orleans Arts Warehouse District Hotel, Sheraton New Orleans Hotel, The Ritz-Carlton New Orleans and Windsor Court Hotel.

Embassy Suites by Hilton New Orleans Convention Center, Hampton Inn & Suites New Orleans – Convention Center, Le Meridien New Orleans and New Orleans Downtown Marriott at the Convention Center are all within walking distance of the convention center.

Are there rules concerning the construction of my booth?
In-line, corner and island booths have specific design requirements that ensure sight-lines of neighboring booths and maintain the flow of traffic in the aisles. For complete design requirements for your booth, consult the AANS Exhibitor Rules and Regulations in the Exhibitor Prospectus. If you have questions regarding your design, contact Kim Schrader at kls@aans.org.

Do I have to submit a floor plan for AANS approval?
You must submit a floor plan for approval if:

  • You have an island booth (a booth open on all 4 sides, typically measuring at least 20x20 feet).
  • You have a multi-level booth.

Floor plans can be submitted to Kim Schrader at kls@aans.org.

Where and when is the 2019 AANS Annual Scientific Meeting?
The meeting will be held April 13-17, 2019 at the San Diego Convention Center, in San Diego.

How do I reserve exhibit space for the 2019 AANS Annual Scientific Meeting?
AANS will begin accepting exhibit applications for the meeting on Monday, April 30, 2018.