Exhibitor Logistics & Deadlines

Exhibitor Logistics & Deadlines

AAA 2021 Conference: April 14–17, 2021, Denver, CO

Photo of the exhibit hall​​

HearTECH Expo Dates:
April 14–16, 2021

  • April 14: 4:00–7:30 pm Exhibit Hall Open
  • April 14: 5:00–7:00 pm Celebrate Audiology
  • April 15: 10:00 am–6:00 pm
  • April 16: 9:00 am–3:00 pm



Quick links: Exhibitor Manual | View Floorplan | NexxtShow Exhibitor Marketplace

2021 Highlights

  • Future Hub and Innovative Tech Tour—CEU-worthy education offered in the expo hall with a new emphasis on providing easier access to technology for attendees.
  • Academy Hands-On Pavilions offering best practices demos throughout each day
  • Standard booth sizes: 10x10, 10x20, 20x20, 20x30 and 30x30. No redraws to booths larger than 30x30 permitted, but multiple booths per company may be reserved.
  • Show opens at 4:00 pm on Wednesday—no sneak peek, all are welcome.
  • Happy Hour at HearTECH Expo, 5:00–6:00 pm on Thursday - opportunity for exhibitors to host a beverage or small bites in their booth for attendees to enjoy.
  • Alcohol: Exhibitors are now permitted to provide alcohol in booths anytime during show hours.

Exhibitor Housing and Registration

  • Exhibitor Registration and Housing opens on December 2, 2019.
  • Visit this page for hotel rates and distance from the convention center.

Housing Dates to Remember

August 10, 2020: Exhibitor Request a Block site opens; companies to submit room block requests online.

August 28, 2020: Request-A-Block site closes; last day for companies to submit room block requests.

October 5, 2020: Confirmations of hotel block sent to companies.

December 1, 2020: Exhibitor registration and general housing opens.

January 25, 2021: Last day to release rooms without penalty.  Companies are liable to pick-up 80% of inventory remaining in block on January 27.

February 26, 2021: Deadline to submit final room block reservations to Experient.  Guest names must be assigned to rooms.  Any rooms not assigned will be released to general inventory on February 27.

March 23-26, 2021Hotel Transfer Period: During this time, all hotel reservation information will be transferred from our registration site to the hotels directly.  No new reservations or changes to existing reservations can be made.

March 27, 2021: Companies can contact the hotel directly with any changes/cancellations.  All changes are subject to hotel availability.

If you need assistance with exhibitor housing, please contact Experient customer service e-mail audexh@experient-inc.com.

AAA 2021 Call for Abstracts

Expo Information

View the HearTECH Expo floorplan >>>

Booth Pricing

  • Priority Point: $23.50 per square foot
  • Standard: $27.00 per square foot
  • Non-profit: $21.00 per square foot
  • Island premium fee: $500 (waived for corporate partners)
  • Expo Suite—Exhibitor: $4,000
  • Expo Suite—Non-exhibitor: $9,500
  • Shared Space Fee: $1,000

Booth Sizes

Booth sizes range from 10x10 (100 square feet) to maximum size of 30x30 (900 square feet).

2021  Booth Payment Schedule

PAYMENT SCHEDULE: Exhibitors contracting exhibit space will have (3) scheduled payments:

  • $500 due upon reservation
  • 50% of total space cost is due on or before October 31, 2020
  • Remaining balance due on or before December 31, 2020.

*LATE FEE: Outstanding balances after December 31, 2020 will incur a late fee of $500.

Remit payment to:

American Academy of Audiology
11480 Commerce Park Drive, Suite 220
VA 20191

Booth Cancellation Fees

  • On/ before October 31, 2020 - $500
  • November 1-December 31, 2020 - 50% of total amount due
  • After December 31, 2020 – 100% of total amount due/NO REFUND OF ANY AMOUNT

Move-In and Tear-Down

Move In

The Exhibit Hall will open at 4:00 pm on Wednesday, April 14. To comply with required safety standards,all exhibitors must be show-ready by3:00 pm on Wednesday.

Sunday, April 11**

8:00 am–6:00 pm By appointment only

Monday, April 12**

7:00 am–6:00 pm

Tuesday, April 13**

7:00 am–6:00 pm


**Late Work Passes available for those who need additional set up time.**

Wednesday, April 14

7:00 am–3:00 pm
Show Management walkthrough 2:00–3:00 pm


Friday, April 16

3:00–10:00 pm

Saturday, April 17

8:00 am–3:00 pm

  • It is against exposition regulations to tear down prior to 3:00 pm on Friday. Early departure will result in priority point penalties and/or being banned from future expos.
  • Everything MUST be out by 3:00 pm Saturday otherwise freight will be removed and consigned at the exhibitor's expense.
  • Drivers must be checked in no later than 3:00 pm on Friday, April 3.

Exhibit Hall Hours

Wednesday, April 14

3:00 pm—All exhibitors must be show-ready in order to comply with safety requirements.
4:00 pm—HearTECH Expo open
5:00–7:00 pm—Celebrate Audiology

Thursday, April 15

10:00 am–6:00 pm, Happy Hour in the Hall 5:00 pm – 6:00 pm

Friday, April 16

9:00 am–3:00 pm

Exhibitor Events—Non-Compete Times

When planning your events, keep in mind the following AAA 2021non-compete times for any private events involving more than 20 attendees:

Wednesday, April 14

8:00 am–7:30 pm

Thursday, April 15

7:30 am–6:00 pm

Friday, April 16

8:00 am–6:00 pm

Saturday, April 17

8:30 am–12:00 pm

Booth and Show Details

The Colorado Convention Center, Halls A & F
700 14th St, Denver, CO 80202

NexxtShow early deadline date for discounted services is Friday, March 12.

Booth Information

  • NexxtWall Color: Black
  • Aisle Carpet: Ocean with Gray main aisles
  • Per show management, all booths must be carpeted or have floor covering

Inline Booth Package Includes the Following:

  • 8' High NexxtWall backwall (black)
  • 3' High NexxtWall sidewall (black)
  • Exhibitor ID sign (7' x 44")
  • Maximum height restriction is 8'

Island Booths (20x20 and up)

  • Maximum height restriction is 20'

*IN ORDER TO COMPLY WITH LOCAL RULES AND REGULATIONS, ALL EXHIBITORS MUST BE SHOW READY BY 3:00 PM, Wednesday, April 14. No new orders after 12 pm on Wednesday (decorator, electric, rigging, AV, etc.). Any orders received after 12 pm on Wednesday, April 14 will be addressed after the opening event ends at 7:30 pm.

Tear-Down Information

  • All carriers must check in no later than 2:00 pm Saturday, April 17 for freight pickup, otherwise freight will be rerouted at exhibitor's expense.
  • Please note: AFR is the official custom furniture provider for this event. If you wish to us a different provider you will incur material handling fees.
  • Due to show timing, ALL freight will incur Overtime Outbound charges. Please budget accordingly.

Shipping Information

A separate form outlining drayage and related costs is located in the Exhibitor Marketplace. Please read this information carefully. If you have questions, contact NexxtShow at 877-836-3131.

Advanced Shipments

NexxtShow will receive and hold all crated exhibits in storage up to 30 days (starting March 9, 2021) prior to show set-up. Uncrated or pad wrapped pieces will not be accepted in advanced storage. (These items must be shipped directly to The Colorado Convention Center.) Any shipment arriving at the advance shipping warehouse after April 6, 2021, will be charged an additional 35% per cwt, $50 minimum.


Advance Shipments must arrive by April 6, 2021.

Exhibiting Company and Booth #
HearTECH Expo 2021/NexxtShow
14700 E. Smith Rd
Aurora, CO 80011

DIRECT Shipments to the Convention Center:

Shipments can be sent directly to the convention center starting April 12, 2021. Shipments arriving at the facility earlier than move-in WILL BE REFUSED. Shipments may arrive after move-in begins but before the show ends. All direct shipments must be consigned to NexxtShow.

Exhibiting Company and Booth #
HearTECH Expo 2021 c/o NexxtShow
Colorado Convention Center (Halls AF)
700 14th Street, Denver, CO 80202

HearTECH Expo Authorized Vendors—all vendor information is available in the exhibitor marketplace (opening in Fall 2020).

  • Electrical - The Colorado Convention Center
  • Rigging - NexxtShow
  • Booth Cleaning - NexxtShow
  • Telecom/Internet – SmartCity Networks
  • Food & Beverage - Centerplate
  • Audio Visual - Gravity Productions
  • Floral - Interior Gardens
  • Housing/Lead Retrieval/Attendee Lists – Maritz Global Events
  • Lead Retrieval/Attendee Lists – Maritz Global Events
  • Security - Lincoln Security
  • Insurance - Rainprotection

NexxtShow cost expectations:

  • Material handling—$120 per 100 lbs.
  • 6' skirted table—$195
  • Carpet for 10x10—$245
  • Booth labor
    • Standard rate—$110
    • Overtime rate—$160
    • Double time rate—$210

NexxtShow Lounge—be sure to visit the NexxtShow lounge whenever you need a break! Open throughout load-in, show hours and load-out, it's your show oasis complete with bottled water, snacks and comfy furniture.

NexxtShow Service and Personal Exhibitor Assistants (P.E.A.) can help to ease the planning process while helping you to stay within budget. Visit the exhibitor marketplace or www.NexxtShow.com.

Call, chat or e-mail the NexxtShow helpline—877-836-3131 or help@nexxtshow.com.