Exhibitor Event Policies & Procedures

Exhibitors are permitted, with written AUA approval, to hold "exhibitor-sponsored" events during the 2027 AUA Annual Meeting in San Diego, California from Friday, May 21 – Monday, May 24, 2027, per the function guidelines below.

Permission to hold exhibitor-sponsored events, regardless of the venue, is restricted to companies who have a presence in the Science & Technology Hall and are therefore considered "Official Exhibitors." To become an official exhibitor, please contact Sarah Hardy at shardy@AUAnet.org

Exhibitor Space Request Timeline

Events Held In AUA Hotel Meeting Space

The AUA offers its assistance to exhibitors who wish to reserve AUA contracted meeting space for their events taking place during AUA2027 meeting dates. The AUA has reserved space at its Headquarter Hotels: Marriott Marquis San Diego Marina, Manchester Grand Hyatt San Diego and Hilton San Diego Bayfront.

Exhibitors cannot reserve meeting rooms or function space at any AUA Official Hotel without prior written AUA approval. This includes non-headquarter hotels who have contracted room blocks with the AUA.

Events Held Outside of AUA Hotel Meeting Space

All events taking place outside of official AUA hotels remain subject to the function guidelines outlined below and must be approved in writing by the AUA. This includes any and all events that are taking place during AUA2027 meeting dates with AUA attendees present, regardless of the location (i.e. restaurants, AUA official or unofficial hotels, special event venues, etc.) as well as company-wide meetings (i.e. staff offices, pre-con meeting space, etc.).

How To Request Event Approval and/or Meeting Space

The electronic Exhibitor-Sponsored Event and Space Request Form will be available beginning December 2026. All event approval and space requests must be submitted through the online form in order to be processed. Exhibitors must read and acknowledge the "Compliance with Exhibitor-Sponsored Event Guidelines" section outlined below before request(s) can be submitted. Space requests will be accepted on a first-come, first-served basis until Friday, April 30, 2027. If an exhibitor needs to cancel or make changes to an existing request, please contact Katie York at kyork@AUAnet.org.

Associated Fees

All applicable fees must be paid in full prior to approval and space assignment.

There are three separate fees associated with hosting an event at AUA2027. An administrative fee, an event fee and a late fee. The administrative fee is only charged when space is booked in one of the headquarter hotels. The event fee is only charged for certain types of events as outlined below. The late fee is charged when reservation requests are made after April 16, 2027.

Please note:

• Payments may be submitted via wire or credit card. An additional 3% surcharge will be applied to all credit card payments.
• All fees are non-refundable.

Fees are not a deposit toward hotel and venue costs. All additional services required are at the expense of the exhibitor, including but not limited to audio visual costs, room rental costs, and/or food and beverage minimums. More details on each type of fee, including the amount and when they're applied, can be found below.

Late Fee

NEW FOR 2027: Requests made after April 16, 2027 will incur a $500 late fee per requested event. This fee is in addition to administrative and event fees, as listed below.

Administrative Fees

The administrative fee will be charged once AUA confirms that there is adequate space available for your event at one of the headquarter hotels. You will receive a confirmation email that space is available within 2 business weeks after placing your request, along with an invoice to be paid within 5 business days. You will not be charged an Administrative Fee if adequate space is not available. Space will temporarily be held for 5 days, beginning the following business day after the invoice is sent. If the invoice is not paid within 5 business days, the temporarily held space will be released and may be assigned to other groups. Space is not guaranteed after the invoice due date has passed due to limited availability.

Example Scenario: A non-Presidents Circle exhibitor would like to host a pre-con for 3 hours, a committee meeting for 9 hours, and a staff office for 4 days.

Pre-con (8 hours) = $600
Committee Meeting (more than 8 hours) = $1,550
Staff Office (more than 8 hours for 4 days) = $6,200
Total Administrative Fee: $8,350

Event Fees

The AUA charges a non-refundable fee to exhibitors holding the following types of events, at any venue, with AUA2027 meeting attendees present:

• Promotional Social Functions
• Committee & Advisory Board Meetings
• Investigator/KOL/Thought Leader Meetings

Event fees are calculated based on the number of anticipated attendees. One fee covers up to 3 qualifying events. The fee will be calculated based on the event with the highest attendance number. If an exhibitor wishes to host more than 3 events, an additional event fee will be charged.

Example Scenario #1: An exhibitor wishes to host a promotional dinner for 60 people, an advisory board for 15 people, and a KOL Meeting for 20 people. All requested event types are applicable to the event fee (as listed below).

3 events - 2 less than 50 attendees, 1 more than 50 attendees = $8,000 Event Fee

*Calculated based on highest attendance. Event Fee covers all 3 events.

Example Scenario #2: An exhibitor wishes to host 3 advisory board meetings for 20, 15, and 25 people respectively, and 1 promotional social function for 70 people. The Event fee to host these 4 events would be $13,000 total.

3 advisory board meetings with less than 50 people = $5,000 Event Fee
1 promotional social function with more than 50 people = $8,000 Event Fee
Total Combined Event Fee: $13,000

Meeting Types and Associated Event Fees

Responsibility for Charges and Services

Any and all charges for services levied by the hotels, other venues, and/or vendors are the responsibility of the function organizer (or exhibitor). The AUA is not responsible for payment of any services connected with the event. The AUA has no authority over any service charges, rental fees, food & beverage minimums, set-up fees, labor contracts, etc., that are required by any venue or vendor.

*Please see individual permissible educational event contract for a detailed outline of what is included with the support fee.

Types Of Approved Meetings And Functions

Exhibit Company Staff Rooms

• Offices
  Rooms reserved for exhibit company staff to use as an office, workroom, hospitality suite or meal room. AUA2027 attendees are not permitted in this space unless they are a full-time employee of the Exhibiting Company for which the room is reserved.

• Meeting Rooms
  Rooms reserved for exhibit company staff to use as a space to hold a pre-con meeting or a daily debrief meeting. AUA2027 attendees are not permitted in this space unless they are a full-time employee of the Exhibiting Company for which the room is reserved.

Non-Promotional Social Functions

Social functions are strictly networking events with no educational or promotional components. These include, but are not limited to, events such as receptions and dinners held at nearby restaurants, special event venues, or AUA official or unofficial hotels contracted meeting space.

Promotional Social Functions

A social event is considered promotional if it includes presentations of any type, product demonstrations, and/or any visible advertising at the event. These include, but are not limited to, events such as receptions and dinners held at nearby restaurants, special event venues, or AUA official or unofficial hotels.

Committee and Advisory Board Meetings

These are meetings of committees, task forces or advisory members, executive boards, or steering committees involving Exhibiting Companies, that meet at AUA as part of their regular meeting schedule.

Investigator/KOL/Thought Leader Meetings

These are sponsored and financially supported meetings held by a pharmaceutical/biotech organization, academic center, non-profit organization, or consortium. Investigator meetings are closed to the public and must focus on institutional review board or regulatory agency approved protocol and must review or conduct results of a specific study, current clinical trial or products. Promotional meetings for data presentation or to launch a drug or study are prohibited.

Contracted Educational Events

The AUA offers special events created for industry sponsorship. These events are of limited availability and must be contracted with the AUA. The program application for these events will suffice as the Exhibitor-Sponsored Event Approval Form. The content of these events should not duplicate content presented in other AUA-sponsored educational programs. The following events should be contracted separately through the AUA:

Satellite Symposia: CME Programming

Satellite Symposia are strictly educational meetings that offer CME credit and a modest meal as defined by the AMA Code of Ethics. The AUA does not manage or provide CME accreditation for these events; however, designation of AMA PRA Category 1™ credit is required. A support fee is attached to this event and additional benefits accompany this opportunity. For more information on this program, contact Mikayla Barlett at mbarlett@AUAnet.org.

Product Theaters: Non-CME Programming

The Product Theater is the premiere venue for industry to hold non-CME educational programming regarding new products and services and the latest in data and research findings to meet patients’ needs. A limited number of 45-minute timeslots will be available inside the theater located within the S&T Hall. There is a fee associated with this event which includes the theater space, a basic A/V package, as well as a generous promotional package. These events are open to all AUA2027 attendees. For more information, contact Darci Berliant at DBerliant@AUAnet.org.

Device Tech Talks

Modeled after Ted Talks, the Device Tech Talk stage is for device companies to give a short promotional pitch and demonstration of their product. Each company will have 20 minutes to showcase their product followed by a 5-minute Q&A session with the audience. To learn more or to request a contract please contact Darci Berliant at dberliant@AUAnet.org.

Skills Enhancement Workshops

The AUA offers Skills Enhancement Workshops for sponsorship by day in the topic area of your choice. The objective of the space is to provide hands-on industry-supported education in the Science & Technology Hall.

Each supporting company will own one day of programming in an AUA-built 30' x 40' workshop; each workshop will be in the AUA show look, placed in a designated Skills Enhancement Workshop area in the S&T Hall and will feature highly visible signage with your program details. Included with each workshop are carpet and basic furnishings, as well as a comprehensive marketing plan to drive attendee traffic to your programs. To learn more or to request a contract please contact Sarah Hardy at shardy@AUAnet.org.

Bioskills Lab

In our hands-on Bioskills Lab sessions, you’ll have the chance to hold hands-on workshops to introduce your latest innovations and offer attendees the opportunity to experience and test products under expert guidance. The Bioskills Lab mobile trailer offers a turn-key experience, including supplies, PPE and an experienced staff to assist with your trainings. To learn more or to request a contract please contact Sarah Hardy at shardy@AUAnet.org.

Date And Time Restrictions For Exhibitor-Sponsored Events

In order to maximize attendee engagement in the scientific program and the S&T Hall, we limit the number of available exhibitor-sponsored events, as well as the times they are permitted. Please see the chart below for permitted dates and times associated with each exhibitor-sponsored event.

*The AUA welcomes exhibitors to attend the Urology Care Foundation's 2027 benefit on Friday, May 21 as a great way to network. This exciting event will unite the urology community in an effort to raise awareness and support the Urology Care Foundation’s Research and Education programs. For information and sponsorship opportunities please contact Cynthia Duncan at cduncan@AUAnet.org.

Official Vendors

There are various vendors affiliated with the convention center and each individual hotel. A list of exclusive vendors will be provided to the exhibitor upon assignment of meeting space. Use of any outside vendors that are not included within the official vendor list is prohibited unless prior written approval was given by both the AUA and the venue.

Compliance With Exhibitor-Sponsored Event Guidelines

1. Exhibitors and all persons furnished by or acting on behalf of Exhibitors will comply at their own expense with all applicable laws, ordinances, regulations and codes, including the identification and procurement of required permits, certificates, licenses, insurance, approvals, inspection, regulatory (e.g. emission) and safety (e.g. UL) requirements. Exhibitors acknowledge and understand that products may be subject to restrictions upon export from the United States and upon resale after export. Exhibitors represent and warrant that they will comply fully with the United States Foreign Corrupt Practices Act of1977, all relevant regulations of the U.S. Department of Commerce, with the U.S. Export Administration Act, and with any other import and/or export control laws or regulations of the United States. Exhibitor shall promptly notify Show Management if the Exhibitor knows or has reason to believe that any of Exhibitor’s products contain a defect that could create a product hazard or risk of serious injury or death.
2. The exhibitors requesting space or approval to hold an event are responsible for the actions of anyone affiliated with this event and will be expected to follow all rules and guidelines outlined in the “Exhibitor-Sponsored Event Guidelines” and AUA’s Code of Conduct. It is the exhibitor’s responsibility to distribute copies of this information to the appropriate company personnel and/or any agents, representatives or contractors involved in planning activities at the AUA Annual Meeting (e.g. third-party planners, advertising and PR agencies, contractors, staff, etc.).
3. Groups occupying space in the hotels must provide appropriate staff to coordinate all such activities.
4. Exhibitor-sponsored events are limited to (1) sign per event to avoid over-branding key hallways.
5. The AUA reserves the right to attend any exhibitor-sponsored function without notice.
6. In limited circumstances, the AUA reserves the right to reassign meeting space to accommodate the needs of any AUA programming or other events. The AUA will make reasonable efforts to minimize disruption of Exhibitor event planning and written notice will be given by the AUA to the affiliated party.
7. Functions found to be in violation of these guidelines shall be immediately discontinued and the exhibiting company hosting the event will forfeit their priority points gained for that year.
8. The exhibitor waives any rights to claims of damages arising out of the enforcement of these Policies.
9. Violators of these policies will jeopardize their ability, as well as the ability of any third-parties associated with planning their event, to participate in future AUA Annual Meetings.
10. These AUA guidelines may be amended at any time by the AUA, and all amendments shall be equally binding on all parties. In the event of any amendment or addition to these policies, written notice will be given by the AUA to such parties.
11. The exhibitor shall protect, indemnify, hold harmless and defend the American Urological Association, Inc., the American Urological Association Education and Research, Inc., the Urology Care Foundation, and any and all of their respective officers, directors, agents, employees, and assigns (together “AUA”) against all claims, liabilities, losses, damages and expenses, including reasonable attorneys’ fees and costs of litigation; provided that the foregoing shall not apply to injury, loss or damage caused by or resulting from the gross negligence of the AUA.
12. All maters and questions not covered by the above policies are subject to the discretion of the AUA.