SS25 Dates, Deadlines and Forms coming soon. Details for 2024 are provided as a point of reference.
Association Forms
| 9/12/25 | Deadline for submitting Booth Activities Information & Deadline for Onsite Daily News and Company Profile. Log into exhibitor portal to update. |
| 9/12/25 | Island Booth Structure and Schematics due to AHA. See Booth Construction Guidelines. |
| 9/12/25 | EAC: Notification of Use Form and Proof of Insurance due to AHA |
| TBD |
Deadline to request early move-in. NOTE: Booths requiring additional move-in time, please contact Show Management at julie.welsh@heart.org for early move-in requests. Requests should include time and date of preferred move-in as well as how your freight will arrive at the facility- advanced warehouse or direct. Deadline to do so is September 13th.
|
Contractor Services
| TBD | Convention Data Services Early Bird discount deadline for Lead Retrieval |
| TBD | Convention Data Services Advanced discount deadline for Lead Retrieval |
| 10/09/25 | Freeman Advanced discount deadline |
| 10/10/25 | Electrical Advanced order deadline |
| 10/10/25 | Freeman Audio Visual Advanced discount deadline |
| TBD | Telecommunications Internet discount deadline |
| 10/25/25 | Deadline for Food and Beverage Orders through SODEXO-Live Hospitality (orders after this date will incur a 20% late fee) |
Move-In/Move-Out/Shipping
| 10/7/25 | First day Freeman will accept boxed, crated, skidded material shipments to warehouse. |
| 10/30/25 | Last day Freeman will accept materials to Freeman Warehouse without penalty. |
| 11/03/25 | Freeman will begin to accept materials shipped directly to show site at Ernest N. Morial Convention Center. |
| 11/06/25 |
Exhibitor Move-In 8:00 a.m. – 5:00 p.m. NOTE: Deadline to request early move-in. NOTE: Booths requiring additional move-in time, please contact Show Management for early move-in requests. Requests should include time and date of preferred move-in as well as how your freight will arrive at the facility- advanced warehouse or direct. Deadline to do so is September 12th. |
| 11/07/25 | Exhibitor Move-In Begins 8 a.m. – 5:00 p.m. |
| 11/07/25 | Exhibit hall aisles and booths must be cleared of boxes and crates by 5:00 p.m. The exhibit hall closes at 5 p.m. No one will be allowed to remain in the hall after this time without show management approval. |
| 11/08/25 | Scientific Sessions Exhibits Day 1 open 9:00 a.m. – 4:30 p.m. |
| 11/09/25 | Scientific Sessions Exhibits Day 2 open 9:00 a.m. – 4:30 p.m. |
| 11/10/25 | Scientific Sessions Exhibits Day 3 open 9:00 a.m. – 3:00 p.m. |
| 11/10/25 | Exhibit Dismantle 3:00 p.m. – 7:00 p.m. |
| 11/11/25 | Exhibit Dismantle 8:00 a.m. – 5:00 p.m. |
| 11/12/25 | Exhibit Dismantle 8:00 a.m. – 5:00 p.m. |
