Scientific Exhibit Guidelines
Share your company’s latest research with AES attendees through a scientific, educational exhibit designed to inform—not promote.
Scientific Exhibits give your company’s scientists an opportunity to present research through a series of posters in a half-day or full-day session. These exhibits differ from traditional poster presentations in that they may present a broader range of material, such as multiple clinical trial results or a thematic overview of one area of development.
Presenting a range of data helps attendees better understand the evolution of drug and device development.
A limited number of slots are available.
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General Guidelines
- Scientific Exhibits are separate from commercial exhibits and may not be discussed, referenced, or promoted in the exhibit hall or in your commercial booth.
- Scientific Exhibits must be staffed exclusively by scientists and investigators. AES encourages participation by investigators involved in the studies presented.
- Commercial and marketing staff may not participate in Scientific Exhibits and may not be present in the exhibit room during display times.
- Exhibits must be scientific and/or educational and conservative in appearance—informational, not promotional.
- No promotion may be conducted in the scientific exhibit area, and no commercial materials may be distributed.
- Copies of scientific information, such as posters, may be provided to exhibit attendees.
- Language used in the exhibit should not suggest that investigational compounds are proven safe and effective for unapproved indications.
- The content of the exhibit should reflect the current state of research, including an overview of earlier studies that led to the current work.
Generating an Audience for Your Exhibit
As a scientific exhibitor, you are responsible for generating your own audience. Review the AES exhibitor prospectus for available advertising and door drop opportunities. Scientific exhibitors must comply with all AES guidelines regarding onsite signage and other promotion of the exhibit, as outlined in the letter of agreement provided upon approval.
You must also follow all guidelines and requirements relating to the use of the AES name or event in your advertising.
AES will provide the following support for Scientific Exhibits:
- Exhibit titles, companies, and specific times and locations will be published on the online program, and in the AES mobile app.
- Complimentary one-time use of the pre-event registrant list (postal addresses only; no email addresses) to mail an AES-approved item at the exhibitor’s expense.
- Post-event registrant lists (postal addresses only; no email addresses) will be provided so exhibitors may send an AES-approved follow-up item at their own expense.
Application Process and Deadlines
- Applications must be submitted no later than Wednesday, July 1, 2026.
- Submission of a signed application means your company is committing to a scientific exhibit if the application is accepted and agrees to the AES cancellation policy.
- The scientific exhibit review process is designed to ensure that approved exhibits meet the learning needs of AES members. Content must be based on the highest level of available evidence at the time of the exhibit.
- Letters of agreement will be provided to companies whose scientific exhibits are approved. These letters will reflect AES compliance with the Council on Medical Specialty Societies’ Code of Conduct with Companies and will include guidance on signage, promotional materials, and other exhibit rules.
- You will be invoiced for your scientific exhibit at the same time your letter of agreement is sent.
- Prompt payment is expected. Failure to remit payment by the deadline may result in forfeiture of your exhibit and guaranteed space.
Scientific Exhibit Times at AES 2026
Scientific Exhibits may be held during the following times:
| |
Standard Time Slots |
Premium Time Slots |
| Sunday, December 6 |
8:00 – 11:00 AM
2:00 – 5:00 PM |
11:00 AM – 5:00 PM |
| Monday, December 7 |
8:00 – 11:00 AM
2:00 – 5:00 PM |
11:00 AM – 5:00 PM |
Scientific Exhibit Room Set Up and Fees
Your cost depends on room size and the time assigned. AES offers two room sizes for 2026:
Standard Package
Highlight your science in this affordable exhibition
Includes room with:
- Ten (10) 4' x 8' double-sided exhibit poster boards
- Two (2) six-foot skirted tables
- Four (4) chairs
- One (1) sign easel outside the room
1.5 hours of set up time (Strictly Limited)
3 hours of exhibit time
Price: $8,000
Advanced Package
Expanded set up time and space give you the chance to make your ideal scientific exhibit a reality!
Includes a large room with:
- Twenty (20) 4' x 8' double-sided exhibit poster boards
- Four (4) six-foot skirted tables
- Eight (8) chairs
- One (1) sign easel outside the room.
5 hours of set up time
6 Hours of Exhibit Time
Price: $15,000
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