Scientific Sessions 2024

Dates, Deadlines & Forms

SS24 Dates, Deadlines & Forms coming soon. SS23 details provided as a reference.

Association Forms

8/31/23 Deadline for submitting Booth Activities Information & Deadline for On-Site Meeting Guide listing and Company Profile.  Log into exhibitor portal to update.
9/1/23 Island Booth Structure and Schematics due to AHA. See Booth Construction Guidelines.
9/1/23 EAC: Notification of Use Form  and Proof of Insurance due to AHA.


Contractor Services

8/24/23 Convention Data Services Early Bird discount deadline for Lead Retrieval
10/5/23 Convention Data Services Advanced discount deadline for Lead Retrieval
10/12/23 Deadline for Food and Beverage Orders through Aramark (orders after this date will incur a 10% late fee)
10/12/23 Freeman Advanced discount deadline
10/16/23 Electrical Advanced order deadline
01/16/23 Freeman Audio Visual Advanced discount deadline
10/16/23 Telecommunications Internet discount deadline



10/2/23 First day Freeman will accept boxed, crated, skidded material shipments to warehouse.
10/30/23 Last day Freeman will accept materials to Freeman Warehouse without penalty.
111/9/23 Freeman will begin to accept materials shipped directly to show site at McCormick Place Convention Center.

Exhibitor Move-In 8:00 a.m. – 5:00 p.m.

NOTE: Booths requiring additional move-in time, please contact Show Management at for early move-in requests.

11/10/23 Exhibitor Move-In Begins 8 a.m. – 5:00 p.m.
11/10/23 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.
11/11/23 Scientific Sessions 2023 Exhibits open 9:00 a.m. – 4:30 p.m.
11/12/23 Scientific Sessions 2023 Exhibits open 9:00 a.m. – 5:00 p.m.
11/13/23 Scientific Sessions 2023 Exhibits open 9:00 a.m. – 3:00 p.m.
11/13/23 Exhibit Dismantle 3:00 p.m. – 7:00 p.m.
11/14/23 Exhibit Dismantle 8:00 a.m. – 5:00 p.m.
11/15/23 Exhibit Dismantle 8:00 a.m. – 5:00 p.m.