General Information FAQs - AUA Annual Meeting


General Information FAQs

AUA2024 – Exhibitors

What is included with my booth fee?

  • Booth space with 8' draped back wall and 3' draped side rail (in-line booths only)
  • A company identification sign (in-line booths only)
  • Five exhibitor badges per 100 square feet of booth space
  • Access to Plenary Sessions, Poster and Podium Sessions, Instructional Courses (IC) (ticket prices apply)
  • Complete online exhibitor listing on the Annual Meeting website via the AUA2024 Interactive Floor Plan and AUA Mobile App.
  • Exhibitor listing (Booth #, Company Name, City, State, Phone, Email, URL, and Product Categories) in the printed AUA Meeting Program+ (subject to publication deadline.)
  • Company name and booth number listed in AUA Daily News (subject to publication deadline.)
  • Opportunity to choose your 2025 booth location
  • Opportunity to earn priority points for exhibiting in 2024
  • Access to the Exhibitors' Lounge
  • Twenty-four-hour Science & Technology Hall perimeter security service
  • Note: Booth floor covering is mandatory and must be provided by the exhibitor (Not included in the booth fee).

Sample 10 x 10

Sample 10 x 10

Everything else, from carpet to furniture to electricity and internet to trash cans, must be ordered from our vendors or shipped to the show site by the exhibitor.

Are there rules concerning what I can place in my booth?

In-line, island, and booths conducting retail sales have specific design requirements that ensure sightlines of neighboring booths and maintain the flow of traffic in the aisles. For complete design requirements for your booth, consult the AUA Exhibitor Rules and Regulations (available November 2023). If you have questions regarding your design, contact Siena Manoogian, Annual Meetings Coordinator, at

Do I have to submit a booth design/floor plan for AUA approval?

You must submit a floor plan for approval if:

  • You have an island booth (a booth that opens on all 4 sides, typically measuring at least 20'x20')
  • You are conducting retail sales in your booth
  • You have a multi-level booth
  • You have AV in your booth

You must submit plan view and elevation view drawings of your booth. Please submit these designs via the Booth Design Approval Form.

Note: Booths of the types indicated above that do not have pre-approved floor plans (designs) will not be allowed to setup at AUA2024.

Does the AUA allow endcap or peninsula booths at the Annual Meeting?

The AUA does not allow endcap or peninsula booths in the Science & Technology Hall. This is a new policy for AUA2024.

Are there any rules regarding giveaways in my booth?

Yes! All gifts, giveaways, and contest items are subject to approval by AUA and, in compliance with the CMSS Code for Interaction with Companies, must be educational in nature. Contests must be open to all attendees.

All exhibitors who plan to distribute giveaways must complete the Booth Activity and Giveaway Form.

Are there any rules regarding presentation in my booth?

Booth activities, such as presentations and demonstrations, must be submitted to AUA for prior approval. The specific rules regarding these presentations are available in the AUA Exhibitor Rules and Regulations.

Speaker presentations are subject to the AUA Speaker Policies, and required prior approval by AUA.

Please complete the Booth Activity and Giveaway Form.

Does the AUA allow Retail Exhibitors at the Annual Meeting?

Eligibility to exhibit at the AUA Annual Meeting is determined solely by the AUA and generally restricted to companies directly related to the urological/medical field. The AUA reserves the right to require information from companies concerning their business at the AUA Annual Meeting and company business history before booth assignment is finalized. Retail sales of exhibitor goods must be approved in writing by the AUA at the time of contract. Any exhibitor not providing the AUA with advance written notice of the intent to conduct Retail Sales at AUA2024 may have their booth closed by AUA Show Management at any time.

How do I obtain a sales tax & vendor license information?

Sales Tax and Vendor License Information
Retail sales exhibitors are responsible for all pertinent business licenses, certificates, sales permits, and taxes required by the City of San Antonio and the State of Texas. Additional information regarding Texas sales tax is available online from the Texas Department of Taxation:

How do I arrange housing for myself and my staff?

OnPeak is the official housing service for AUA2024 and can help you with all your housing needs. OnPeak also provides a hotel list and map of AUA hotels. Please note that participating hotels will not honor direct reservations.

For more information and important deadlines visit our housing page.

WARNING: Contact by any company soliciting as the "official" AUA2024 housing company, offering special non-refundable rates at AUA headquarter hotels, and requesting credit card information should be considered a scam.

Is there a shuttle bus to the convention center from my hotel?

During the Annual Meeting, the AUA will provide shuttle transportation.

How do I order services for my booth, like furniture, catering, shipping, internet access, etc.?

The Henry B. González Convention Center (HBGCC) as well as GES provides many of these services. Please see the HBGCC Ordering Guide and the GES Exhibitor Service Manual for detailed information.

Where can I find a list of the AUA2024 Official Vendors?

View a full list of all the official vendors for AUA2024.

What is "lead retrieval?"

"Lead retrieval" is a service that allows you to collect contact and demographic 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.

AUA exhibitors are offered lead retrieval services through CompuSystems, our registration provider. CompuSystems offers a lead retrieval app that can be downloaded right to exhibitors own smart devices or a handheld device that is equipped with the lead retrieval app to scan attendee badges and capture their information.

Choose from different service packages that include additional services such as a blue-tooth printer, electronic marketing services, delivery, and training. Exhibitors receive ComupuSystems' premier follow-up service, myLeads FREE with every order. myLeads allows you to view and download all your leads in real time while providing a powerful suite of post-show follow-up services, including printing mailing labels and reports to measure ROI.

How do I order lead retrieval for my booth?

Lead retrieval services can be ordered online. Early-bird rates are available for those who order in advance. Please note that some services will require nightly charging. View the Lead Retrieval Order Form located in the Exhibitor Service Manual.

How do I ship my booth/materials to the convention center for AUA2024?

You have two options when shipping your materials to the convention center: you may ship in advance to the GES warehouse or ship directly to the convention center. All exhibitors are encouraged to ship in advance to the GES warehouse. Shipping in advance to the GES warehouse allows you to confirm your materials have arrived and assures that your materials will be in your booth when you arrive. Please refer to the shipping information in the Exhibitor Service Manual (available November 2023).

GES provides detailed instructions for shipping to AUA2024 in their Exhibitor Service Manual.

What is an "Exhibitor Designated Contractor?"

An Exhibitor Designated Contractor (EDC) is any contractor other than GES Exposition Services used by an exhibitor for general booth labor. A complete description of the rules and requirements of EDC's is available in the AUA2024 Exhibitor Rules and Regulations.

The primary responsibilities of exhibitors using EDC's are:

  • Exhibitors must notify AUA of their intent to use EDC's. Please fill out our Exhibitor Designated Contractor Form to notify the AUA.
  • All EDC's are required to provide proof of liability insurance, via a Certificate of Insurance. These certificates are to be sent via the EDC Insurance Form.
  • EDC's may not solicit business in the S&T Hall at any time.
  • Exhibitors are responsible for conveying information regarding AUA2024 and AUA exhibitor policies and rules to their EDC's.

Submit your EDC information and EDC Certificate of Insurance via the website in November 2023.

I don't have exhibit insurance. What do I do?

Low-cost exhibit insurance that meets our insurance requirements is available. Visit our Insurance page (available November 2023) for more information.

I would like to rent a hospitality suite/meeting space in or near the Henry B. González Convention Center. How do I do this?

The AUA can assist with booking meeting space near the Henry B. González Convention Center. You can request meeting space in AUA hotels by completing the Exhibitor Event and Space Request Form (available November 2023). All events, regardless of venue, require written approval from the AUA. Space is limited and reserved on first-come, first-served basis.

Meeting space within the Convention Center, aside from the ExpoSuites available in the Science & Technology Hall, is occupied entirely by AUA educational programs. If you would like hospitality/meeting space in the Science & Technology Hall, consider renting an ExpoSuite.

What is an ExpoSuite?

The AUA2024 ExpoSuites are meeting rooms built in the Science & Technology Hall to enable companies to have a private area for staff to meet, relax or to engage with healthcare professionals away from the main traffic of the exhibits. Located on the perimeter of the Science & Technology Hall, your ExpoSuite will provide the privacy of a hotel suite without the challenging transportation logistics. Your staff will have access to your ExpoSuite one hour before the Science & Technology Hall opens.

ExpoSuite Application
ExpoSuite Information

Are exhibitors allowed to hold social functions during the AUA Annual Meeting?

Yes, with certain date and time restrictions. Educational components are not permitted during AUA Social functions. For more information on types of exhibitor-sponsored events permitted at AUA2024, please read the Exhibitor-Sponsored Event Guidelines outlined in the Rules and Regulations. If you would like to request permission to hold an event, visit the Exhibitor-Sponsored Event Guidelines page and complete the Exhibitor-Sponsored Event and Space Request Form (available November 2023).

How do I register my booth staff?

Each exhibitor receives five (5) complimentary exhibitor badges for every 100 square feet of booth space rented. It is highly recommended, not to mention convenient and easy, to register your booth staff for their badges online.

If you have any changes to your booth staff as the Annual Meeting approaches, remember that you can make changes online right up until the show date—your time in line at exhibitor registration on site will be greatly reduced if your list of booth staff is accurate and complete by the show date.

When you register your staff, you must choose between two methods of receiving your email confirmation:

  1. you may choose to receive one confirmation for all staff badges, sent to a single contact person of your choosing, or,
  2. if you have a booth measuring 200 square feet or smaller, you may also choose to send an individual confirmation to each staff person receiving a badge.

Will my exhibitor badge allow me access to AUA educational courses?

Your exhibitor badge will allow you access, space permitting, to any non-ticketed educational course. If you would like to attend a ticketed course, you must register as an attendee and purchase a course pass. Course passes can be purchased on site at the Exhibitor Registration full-service desk.

How do I pick up my exhibitor badges on site?

When you pick up your exhibitor badges on site, you may choose between two different methods of badge pick-up:

  1. If you are the single contact for your group, and you have received the group confirmation, you may avoid lines at the full-service desk and use our Express Pick-Up kiosk. This will allow you to print all of your badges at once, so that you may distribute them to your staff.

    (Note: You should only choose this method if you are certain that you will be able to distribute all of your badges. If some members of your staff need to pick up their own badges on a "will-call" basis, you should visit the full-service exhibitor registration desk, and only request the badges you can distribute directly.)

  2. If each member of your staff has received an individual confirmation, he/she may pick up his/her badge at the full-service exhibitor registration desk. Registrants picking up badges at the full-service desk must present a photo ID and business card.

What are the hours for exhibitor registration on site?

Thursday, May 2

8 a.m. – 6 p.m.

Friday, May 3

6:30 a.m. – 6 p.m.

Saturday, May 4

6:30 a.m. – 6 p.m.

Sunday, May 5

6:30 a.m. – 4 p.m.

How can I rent an attendee mailing list of registered attendees for AUA2024?

The AUA offers a pre-registration list, which will be available for a limited time leading up to the Annual Meeting. This list contains approximately 6,000 names. We also offer a post-attendance list for 6 months after the meeting.

There is a charge for both lists. Lists are single use, do not contain email addresses, and are available in Excel format. Download the attendee mailing list order form.

Where are the exhibits located at Henry B. González Convention Center?

The Science & Technology Hall is located in the Henry B. González Convention Center in Exhibit Halls 2-4. Exhibitor Registration will be located in The Square in Hall 1.

When is the Science & Technology Hall open?

View the Science & Technology Hall location and schedule.

What are the food options at the convention center?

The convention center offers a variety of options to grab a quick sandwich or a sit-down meal. For-purchase meals will be available throughout the convention center, at The AUA Café in The Square in Hall 1, and various locations inside of the S&T Hall in Halls 2-4.

What is the dress code during the Annual Meeting?

AUA2024 is a professional environment and exhibitors are expected to dress accordingly.

How do I become a sponsor at AUA2024?

Sponsorship opportunities are available to all confirmed AUA2024 exhibitors. Visit the sponsorship opportunities and the Corporate Catalog (coming soon). Please email for further inquiries.