Booth Design and Construction

Booth Design and Construction Quick Links

Floor Covering Policies

All exhibitor floor spaces must be carpeted or covered with an AUA approved material (unfinished floors in booths are not allowed). Exhibits cannot extend beyond their leased dimensions into aisles, air spaces above aisles, or above other exhibit booths. It is the exhibitor’s responsibility to order carpet or floor covering; if not, carpet will be installed at the exhibitor’s expense.

Show Management shall have absolute authority to interpret, amend and enforce all Annual Meeting policies and rules regarding exhibits.

Clean Floor Policy

Due to the volume of crates at the AUA Annual Meeting, a Clean Floor Policy will be enforced for AUA2026. Any Exhibitor larger than 1,000 sq ft will be required to tag all crates for removal from the show floor by 8 p.m., on Wednesday, May 13, 2026. This rule is intended to assist our vendors in a successful opening and to provide ease of move-in for exhibitors with a later move-in time.

More information regarding our clean floor policy is available in the GES Exhibitor Service Kit.

Americans with Disabilities Act

Each Exhibitor shall have the sole responsibility for ensuring that its Exhibit Space is in full compliance with the Americans with Disabilities Act (ADA) and any regulations under that Act. Exhibitor acknowledges and agrees that, in connection with the Show, it will be a public accommodation as defined under Title III of the Americans with Disabilities Act ("ADA"). As a public accommodation, Exhibitor agrees that in connection with the Show, Exhibitor will: (i) provide, at its expense, any auxiliary aids and services as may be necessary to ensure effective communication with Exhibitor by attendees of the Show; (ii) assure, at its expense, that displays posted at or on Exhibitor’s booth(s) are accessible to individuals with disabilities; and (iii) not discriminate or retaliate against any individual in violation of the ADA.

In-Lines

In-line booths have a maximum of three sides exposed to an aisle and are generally arranged in a series along a straight line.

The back side of in-line booths will be bordered by drape that is eight feet (8') high. The backwall height of an in-line booth may not exceed eight feet three inches (8'3") including a sign and no booth display item or feature may exceed eight feet three inches (8'3") in height.

In-line Booth Design Rules

• No exhibit materials in the front five-foot (5') portion of the booth may exceed the height of four feet (4') (see Diagram A) to maintain clear visibility from one booth into the next.
• Signs or any exhibit material hanging above in-line booths are prohibited.
• Hard wall enclosed spaces require an UL approved battery-operated smoke detector and at least one mounted 2-A 40BC fire extinguisher. Enclosed spaces over 200 square feet in size require a minimum of two (2) exit doors.
• When three or more in-line booths are used in combination as a single exhibit booth, the four-foot (4') height limitation is applied only to that portion of the exhibit booth which is ten feet (10') from an adjoining booth or aisle – see Diagram B.
• There is no longer a 2’ setback limitation for all booth configurations for structures and counters.
• Exhibitors with in-line booths using any type of audio-visual system must submit design plans to the AUA for approval no later than Thursday, April 9, 2026 via the Booth Design Review Form.
• Submission of booth designs for in-line and corner booths to the AUA is not mandatory if not utilizing audio-visual equipment. However, if components of your booth are unique or require special consideration, the AUA encourages you to submit a drawing, showing scaled elevation, no later than Thursday, April 9, 2026 via the Booth Design Review Form.

If not pre-approved, the AUA reserves the right to require adjustments or alterations on-site.

Note: Regardless of the number of linear booths utilized, (e.g. 10' by 20', 10' by 30', 10' by 40', etc..) display materials should be arranged in such a manner as not to obstruct sight lines of neighboring exhibitors and located away from the edge of aisle for the safety of attendees and/or those walking in the aisles. – See Diagram B.

Corners

A corner booth is an in-line booth exposed to aisles on two sides (or three sides). All in-line booth rules (as stated above) apply to corner booths.

Endcaps & Peninsulas

These types of booth configurations are not allowed at the 2026 AUA Annual Meeting.

Islands

An island booth is defined as 20'x20' or larger with aisles on all four sides.

Island Booth Design Rules

Booth designs, showing scaled elevations from two perpendicular aisles and a plan view, with audio visual presentation plans included, must be submitted to the AUA for pre-approval via the Booth Design Review Form by Thursday, April 9, 2026. Multi-level or Covered Booth designs must be approved no later than Thursday, March 26, 2026, by the AUA.

Note: No island booth will be allowed to set up at AUA2026 without a pre-approved design.

• Island booths are to be constructed to allow a continuous five foot (5’) wide access path (egress) into the booth from all sides (aisles).
• Demonstration/theater areas must be set a minimum of five feet (5’) into the booth from any aisle, including seating, to prevent congestion in the aisles. The elimination of aisle congestion must also be factored into the design of video screen presentations, as attendees will not be permitted to stand in the aisles while viewing booth demonstrations.
• Exhibits with raised flooring in exhibit booths are required to comply with ADA regulation 303.
• The highest point of an exhibitor’s ground-supported booth display may not extend more than sixteen feet (16’) from the floor to the top of the display.
• Hanging signs should not exceed twenty-five feet (25’) from the floor to the top of the sign. The AUA reserves the right to moderate line-of-sight between the top of a structure and the bottom of a sign.
• Suspended truss or rigging hardware used to support signs or lighting is not considered part of the booth and is not factored into the maximum booth height.
• Hard wall enclosed spaces within a booth require an UL approved battery-operated smoke detector and at least one mounted 2-A 40BC fire extinguisher. Enclosed spaces over 200 square feet in size require a minimum of two (2) exit doors.
• GLP is the exclusive provider for motorized signage (truss and motor) and lighting at the WEWCC. GES can provide hanging sign services that do not fall under the motor and lighting category.There is no longer a 2' setback limitation for all booth configurations for structures and counters.

Island booths utilizing an area within their exhibit space to showcase medical affairs content are not exempt from these rules.

Perimeters and Perimeter Booth Design Rules

A perimeter booth is an in-line booth that backs to a facility wall, not to another booth or space within the S&T Hall.

Display height can be twelve feet (12') and extend from the rear borderline of the booth into the booth no more than five feet (5') (See Diagram C). All other in-line booth rules (as stated above) apply to perimeter booths.

Audio-Visual/Interactive Design Rules

• Exhibitors with island booths must include audio-visual plans with their island booth designs.
• Exhibitors with in-line booths using any type of audio-visual system must submit design plans to the AUA for approval no later than Thursday, April 9, 2026.
• Exhibitors conducting demonstrations or using any type of audio-visual equipment must provide an adequate seating or standing area in the booth to prevent aisle congestion (See Diagram J). Demonstrations and/or demonstration areas must be set a minimum of five feet (5’) from the edge of the booth to prevent congestion in the aisles.
• Audio equipment must be positioned to face the inside of the booth and sound must be directed into the booth. Monitors for videotapes and films, presentations or any other visual system may be used, provided they are placed at least five feet (5’) from the edge of the booth to prevent congestion in the aisles. Large video reproduction or digital information display screens should be positioned in such a way as to preclude viewing solely from aisles surrounding the booth.
• NEW: Sound volume must not exceed 55 decibels outside the booth.
• In regard to microphone usage, Exhibitors are responsible for maintaining frequency emissions at the Show to within their booth. Exhibitors with equipment radiating radio frequency interference beyond the boundaries of their booth are subject to disconnection of the equipment by Show Management.
• At the discretion of the AUA, those companies determined to be in violation of the demonstration and/or audio-visual rule will be asked to reduce the sound level and/or to direct attendees within the parameters of the booth. After the first warning, if the sound level remains unchanged and/or aisle congestion persists, then electricity in the booth will be disconnected and the presentation terminated.

Retail Sales Booth Design Rules

• Any booth involved in retail sales shall submit booth designs for pre-approval by the AUA before Thursday, April 9, 2026 via the Booth Design Review Form.
• Design plans must include vehicle staging, hanging signs, rigging components, enclosed spaces, and any audio-visual systems (theaters, video screens, audio systems, etc.) included in the booth. Design plans must be drawn to scale, indicating the scale used. All exhibit components and their dimensions must be included, including a scaled elevation drawing. Plans must clearly illustrate the exhibitor's adherence to all audio-visual, demonstration, and presentation rules and regulations, as well as the "transparency" concept. See Booth Diagrams for additional information.
• All decisions concerning booth design by Show Management will be binding upon the exhibitor and are final.
• All exhibitors should have plans to prevent congesting the aisles and disrupting neighboring exhibits. All attendees visiting booths should be inside booth boundaries at all times. Rope and stanchion to form orderly waiting lines inside exhibitor booth space are required for large gatherings and will be ordered and installed, if necessary, at the exhibitor's expense. Attendee congestion in the aisles outside a booth is an indicator of the need for a larger booth, which may be required by the AUA for the exhibitor to participate in future AUA exhibitions.
• The exhibitor and its representatives shall not congregate or solicit, trade or conduct business in the aisles of the S&T Hall, other exhibitor's exhibit space or in any other areas of the Show building, other than their leased booth space. Violators of this rule are subject to immediate removal from the Show and forfeiture of show badges.

Note: The AUA reserves the right to prohibit and/or suspend the installation of exhibits or displays without written advance booth design approval and retail sales approval (prior to Thursday, April 9, 2026). The AUA also reserves the right to close retail booths if surrounding booths are disrupted by cash sales activity or at the discretion of AUA Show Management.

Booth Setup & Labor

Move In

A targeted move-in schedule for AUA2026 will be developed and distributed in the online Exhibitor Service Kit in November 2025. Exhibitor booth installation times (targeted and general) are tentatively scheduled for Tuesday, May 12 through Thursday, May 14, from 8 a.m.-5 p.m. Installation of all exhibits must be completed by EOD Thursday, May 14.

In the event that an Exhibiting Company has not arrived on the exhibit floor by 5 p.m. on Thursday, May 14, 2026, and has not been granted pre-approval for late set-up, the AUA reserves the right to use the vacant exhibit space as it sees fit, with no obligation to issue a refund. Any exhibit materials, either in the vacant booth or on the loading dock, for that exhibit space, will be placed in storage at the exhibitor’s expense. Substitute booth space (if available) will be provided at the discretion of the AUA. The exhibitor is responsible for all fees associated with removing freight from storage property from WEWCC and the Show. Such exhibitor shall not be entitled to a refund of any payment.

Show Hours

The hours of the S&T Hall are below:

NEW Please note the new opening time each day for the S&T Hall, and the new closing time on Sunday.

Move Out

Dismantling and packing of exhibits will not be permitted before 3:30 p.m. on Sunday, May 17, 2026. Failure to comply with this regulation will result in the forfeiture of priority points earned at the Show. All exhibitors must be completely dismantled and packed, all appropriate shipping paperwork filed at the GES Service Desk and carriers called by Noon on Monday, May 18, 2026. It is the exhibitor's responsibility to arrange for exhibit material shipment, installation and return shipment. Any freight left on the exhibit floor without proper documentation after Monday, May 18, 2026, will be shipped via GES at the exhibitor's expense.

Exhibitor Services Kit

The Exhibitor Services Kit will be available online beginning in November 2025. This comprehensive manual provides you with complete information on all contractor services, registration, housing, lead retrieval, labor and more.

Contractors, Facility, and Labor

NEW: All EAC's must be in good standing with the WEWCC's EAC program. More information can be found on the facilities website.

Booth Labor

GLOBAL EXPERIENCE SPECIALISTS (GES), the AUA General Services Contractor, and qualified display contractors (Exhibitor Appointed Contractors) at the WEWCC will use unionized labor to install and dismantle displays and decorations. HiTech is the exclusive provide for electrical, plumbing, and air compression services, Smart City is the exclusive provider for internet, and Aramark Environmental is the exclusive provider for cleaning on the Show Floor. GLP is the exclusive provider for motorized signage (truss and motor) and lighting. GES can provided hanging sign services that do not fall under the motor and lighting category. S&T Hall labor must wear appropriate show badges or wristbands, possess company photo identification, Union identification and register through AUA security in order to enter the halls. Labor will be required to report to a specific access area of The Walter E. Washington Convention Center before work can be started. All Exhibitor Appointed Contractors must comply with The Walter E. Washington Convention Center’s contractor security regulations, as well as AUA security regulations.

For more labor information, contact GES at the GES National Service Center at 1-800-801-7648.

For security and access questions, contact Siena Manoogian at operations@AUAnet.org or 410-689-3728.

Labor Disputes – Closing of Exhibits

If the exhibitor or their Exhibitor Appointed Contractor (EAC), affiliates, agents or other contractors is the subject of a labor or similar dispute resulting in picketing or overt demonstration in or near the Show building or is involved in any way with the organizing of labor or the aggravation of labor to cause disruption to the Show, the AUA reserves the right to terminate the Contract for exhibit privileges forthwith, close the exhibit and remove the exhibitor's property from the exhibit space.

Exhibitor and Exhibitor Appointed Contractor Insurance Requirements

For more information on insurance for exhibitors and their designated contractors, visit our Exhibitor website.

Insurance

Exhibitors and their agents and contractors shall, at their sole cost and expense, procure and maintain insurance to protect all parties against bodily injury and property damage claims arising from Exhibitor’s participation in the show, including but not limited to worker’s compensation as required by Washington, DC and United States statutes and commercial general liability insurance.

Insurance carriers for this insurance shall have no less than an "A-Class VIII rating" according to A.M. Best’s rating and shall be authorized to do business in Washington, DC. Said insurance coverage shall be in effect from the first day of the Exhibitor Move-in Period to the last day of the Exhibitor Move-out Period. This insurance shall not be canceled prior to the termination date of insured’s contract with the AUA or until after thirty (30) days prior written notice has been given to the AUA. It is agreed that any insurance maintained by the American Urological Association (AUA), its affiliates (the American Urological Association Education and Research, Inc. (AUAER) and the Urology Care Foundation, Inc. (Foundation)), Global Experience Specialists (GES), The Washington Convention and Sports Authority t/a Events DC, and the District of Columbia, and their parent company, affiliates, subsidiaries, successors and assigns, and their respective members, officers, directors, agents and employees shall apply (if at all) in excess of, and not contribute with, coverage provided by the Exhibitor or any of its agents, contractors or representatives.

Certificate of Insurance

NEW: Exhibitor Appointed Contractors (EAC) are required to procure and submit proof of insurance to GES through the Exhibitor Service Manual no later than Thursday, April 9, 2026. No EAC will be allowed to work at the Show without compliant and approved insurance coverage and appropriate documentation. The specific EAC limits required by GES can be found in the Exhibitor Service Manual No EAC will be allowed to work at the Show without approved insurance coverage and appropriate documentation. Coverage is required from the dates of move-in until move-out.

Exhibitors should also have insurance coverage for the entirety of the move in and move out of the Show. They should be able to provide insurance upon request of AUA at any time. Failure to provide AUA with insurance could lead to the immediate removal of the booth from the show floor.

The American Urological Association (AUA), its affiliates (the American Urological Association Education and Research, Inc. (AUAER) and the Urology Care Foundation, Inc. (Foundation)), Global Experience Specialists (GES), The Washington Convention and Sports Authority t/a Events DC, and the District of Columbia shall not be held liable for any loss, theft, damage, or injury occurring in connection with the Exhibitor's participation, regardless of cause.

Exhibitors can obtain a Certificate of Insurance for their Workers’ Compensation policy from their insurance agent. International exhibitors that do not have a Workers Compensation policy are to provide a Certificate of Insurance, or similar documentation of coverage for employee injuries, to the AUA.

Indemnification

Exhibitors and their agents and contractors shall indemnify, hold harmless and defend the American Urological Association (AUA), its affiliates (the American Urological Association Education and Research, Inc. (AUAER) and the Urology Care Foundation, Inc. (Foundation)), Global Experience Specialists (GES), The Washington Convention and Sports Authority t/a Events DC, and the District of Columbia and their parent company, affiliates, subsidiaries, successors and assigns, and their respective members, officers, directors, agents and employees (also referred to as "INDEMNIFIED PARTIES") from and against any and all claims, demands, suits, liability, damages, loss, costs, attorneys’ fees and expenses of whatever kind or nature, which result from, arise out of, or are connected with any acts, or failures to act, of the Exhibitor, or any of its officers, agents, employees, invitees or other representatives, including, but not limited to, claims of damage or loss resulting from the breach of Show Terms, Conditions or Rules, or damage of any kind or nature arising out of or in connection with the Exhibitor’s use and/ or occupancy of Exhibit Space, and claims of damage or loss to any third party resulting from any infringement of a copyright or patent or the unauthorized use of a registered trademark or from failure to comply with the EU General Data Protection Regulation (GDPR) or other privacy regulations. The Exhibitor is responsible and accountable for the actions of its staff and any appointed contractor or vendor.

Waiver of Liability

NEITHER AUA NOR ANY OF ITS AFFILIATES, OR THEIR MEMBERS, OFFICERS, AGENTS, OR EMPLOYEES SHALL BE HELD LIABLE FOR, AND ALL ARE RELEASED FROM LIABILITY FOR, ANY DAMAGE, LOSS, HARM OR INJURY TO THE PERSON OR PROPERTY OF THE EXHIBITOR OR ANY OF ITS OFFICERS, AGENTS, EMPLOYEES OR OTHER REPRESENTATIVES, RESULTING FROM THEFT, FIRE, WATER, ACCIDENT OR ANY OTHER CAUSE. The following policies are required:

• Commercial General Liability: Liability (comprehensive) policy with coverage in such amounts as are adequate, but in no event less than $1 million (U.S.) in respect of injuries to any one person in any one occurrence, with a $2 million aggregate, and $1 million in respect to damage to property providing coverage against claims for bodily injury or death and property damage occurring in or upon or resulting from Exhibitor’s use of occupancy of the Exhibit Space and endorsed to include non-owned and hired automobile liability coverage (if Exhibitor does not maintain owned automobile liability coverage).
• Worker's Compensation Insurance: Exhibitor agrees to procure and maintain, at its sole cost and expense, Worker's Compensation insurance in the minimum amount required by statute and will provide AUA proof of coverage upon request at any time
• Commercial Automotive Liability: For owned vehicles other than private passenger automobiles, Commercial Automobile Liability coverage with limits not less than $1 million each occurrence combined single limit for bodily injury or death and property damage
• Additional Insured Endorsement: the Commercial General Liability (comprehensive) policy described above shall include the following additional insured endorsement language:
  
  "American Urological Association (AUA), its affiliates (the American Urological Association Education and Research, Inc. (AUAER) and the Urology Care Foundation, Inc. (Foundation)), Global Experience Specialists (GES), The Washington Convention and Sports Authority t/a Events DC, and the District of Columbia and their parent company, affiliates, subsidiaries, successors and assigns, and their respective members, officers, directors, agents and employees of each of these above-mentioned organizations and entities shall be named as Additional Insureds."

Official Vendors

View AUA2026 Official Vendors

Booth Diagrams

Facility Rules & Ordering

Cleaning Services

The AUA will provide cleaning service for all aisles. Cleaning service for individual booths should be ordered through Aramark as the exclusive service provider for all vacuuming and porter services at the Walter E. Washington Convention Center. Booths must be kept clean during exhibit hours. Debris must not be allowed to collect on the floor or display area. Exhibitors serving food and/or beverages must have adequate trash receptacles and porter/cleaning personnel to keep their activity from interfering with neighboring booths. The AUA reserves the right to order cleaning services at the exhibitor's expense for a booth not in good order. Additional information will be supplied in the Exhibitor Services Kit.

Freight/Material Handling

Access to the loading docks will be controlled by GES in order to provide and maintain a safe and efficient move-in and move-out schedule. GES will provide and operate all material handling equipment with appropriate labor within the convention center to move freight to and from trucks to the exhibit booths. All unloading, reloading and handling of empty containers will be performed by GES labor.

Exhibitors delivering booth components with a Personally Operated Vehicle (POV) must check in at the marshaling yard to obtain a POV dock pass. Drivers will display the GES distributed POV dock pass to The Venetian Convention & Expo Center security at the loading dock access check point and will be directed to their designated unloading area. GES will have equipment and personnel available to assist exhibitors to keep the loading and unloading of freight orderly and on schedule. An exhibitor may move materials that can be carried by hand, by one person in one trip, without the use of dollies, hand trucks, or other mechanical equipment.

Electricity and Plumbing

Electricity and plumbing in the Science & Technology Hall is exclusively supplied by HiTech at the Walter E. Washington Convention Center. Additional information for ordering these services will be supplied in the online Exhibitor Services Kit.

Exhibit Rigging and Hanging Signs

GLP is the exclusive provider for motorized signage (truss and motor) and lighting. GES can provide hanging sign services that do not fall under the motor and lighting category. Electrical service for hanging sign motors is not included with the rigging costs and must be ordered separately. Be sure to include overhead service when placing your electrical order.

Rigging of exhibit components, trusses, and hanging signs are only allowed above island booths.

No hanging or rigging components can exceed the outer boundaries of the exhibit booth’s perimeter or the safe loading of the facility ceiling.

Booth rigging components, including truss, lighting and signs, must conform to the rules, regulations and facility limitations of the Walter E. Washington Convention Center and the AUA.

Security

Security will be stationed in the S&T Hall from Monday, May 11 through Tuesday, May 19, to provide general security for the overall exhibit area. Security will be stationed in the Business Suite Hall from Tuesday, May 12 to Tuesday, May 19.

Exhibitors, however, are responsible for safeguarding their material and equipment against theft. The AUA, GES and the Walter E. Washington Convention Center are not responsible for any loss, theft, or damage to exhibitor property.

Gratuities

GES and the WEWCC request that exhibitors refrain from tipping their employees. Work rules prohibit the solicitation and/or acceptance of tips at Walter E. Washington Convention Center.

Any discourtesies or attempts to imply that service will be expedited by tipping should be reported immediately to GES or Show Management.