AAP Conference Exhibitor Facts and Sponsorship Opportunities
Exhibit space and sponsorships are limited and are reserved on a first-come, first-served basis. Exhibitor and sponsorship fees must be paid in full at the time of registration.
2025 AAP Annual Conference Exhibit Hall Dates
Dates: April 10-11, 2025
Venue Information
Hilton Austin | 500 E 4th St, Austin, TX 78701
Lodging
AAP has reserved a block of rooms at the Hilton Austin. Exhibitors are encouraged to use the “Book Hotel” link provided on the registration confirmation page to secure lodging, or you may contact the hotel at 512-482-8000. If contacting the hotel directly, make sure to let them know your reservation is for the AAP Conference. All cancellations or modifications must be made through the booking link or by contacting the Hilton. All lodging reservations must be secured by March 8, 2025.
AAP Room Rate: $289 single/double + tax
Check in: 3 p.m.
Check out: noon
If you have any questions or need assistance, please contact AAP’s Conference Lodging Coordinator, Nova Sisk, 256-218-5530, or email nova.sisk@RxAAP.com.
Secure your lodging by clicking here.
Exhibitor Schedule
Thursday, April 10, 2025
- 8 a.m. – 4:30 p.m. | Exhibit Set-Up
- 5:15 – 6 p.m. | Exhibit Hours exclusively for AAP/API Staff
- 6 – 9 p.m. | Exhibit Hours and Welcome Reception
Friday, April 11, 2025
- 9 a.m. – 12 p.m. | Exhibit Hours
- 12 – 5 p.m. | Exhibit Tear-Down
Exhibitor Kits
Exhibitor kits with exhibit hall logistics and material handling services will be emailed a minimum of 60 days prior to the conference so you can take advantage of discount pricing. The kit will contain information on show services, labor rates and drayage/freight handling options.
- The exhibit hall is carpeted.
- Complimentary basic Wi-Fi (suitable for checking emails only) will be provided throughout all conference spaces. Should you need additional bandwidth in your exhibit space, orders may be placed in the online exhibitor kit.
Exhibitor Floor Plan
AAP reserves the right to make exhibit space assignments in the best interest of the conference and update the exhibit hall floorplan as needed. All efforts are made to ensure that competing exhibitors are not located within close proximity of one another.
We will finalize exhibit space assignments and will communicate your assignment to you no later than March 14, 2025.
Lead Tracking
LeadCapture will be available to you at no charge through AAP’s event app. LeadCapture allows you to:
- Capture and rate leads instantly by scanning attendees’ badges with the Android or iOS app on your personal device.
- Collect custom information to identify qualified prospects.
- Export leads on demand.
Exhibitor Terms and Conditions
View Exhibitor and Sponsorship Opportunities
Conference Guide Materials – due February 21, 2025
Each exhibitor is expected to provide a high-resolution logo and company description for use in conference materials. Logo is due at time of registration. Acceptable logo formats include EPS, AI, PDF or a high-resolution JPEG or PNG and should have a transparent background.
Descriptions are limited to 100 words. AAP cannot guarantee that logos or descriptions will be included in materials if received after the print deadline of February 21, 2025.
Conference guide ads are also due on February 21, 2025. Please submit your artwork to marketing@RxAAP.com.
Conference Guide Details:
· Trim Size: 6″ x 9″
· Ink: CMYK process
· Bleed: 0.125″ beyond trim
· Live Matter: keep 1/4″ inside trim
· Format: print & digital PDF file
· Quality: 300 dpi
· Please do not include crop marks
Full-Page Advertisement:
· Non-Bleed Live Area: 5.5″W x 8.5″H
· Trim: 6″W x 9″H
Half-Page Advertisement:
· Non-Bleed Live Area: 5.5″W x 4.1″H
· Design to live area, no bleed allowed
Quarter-Page Advertisement:
· Non-Bleed Live Area: 2.65″W x 4.1″H
· Design to live area, no bleed allowed
Conference Discount Information – Due February 21, 2025
Exhibitors are encouraged to offer a special conference discount for pharmacy attendees at this event, if applicable. Exhibitor will be included on one-page printed flyer outlining all discounts and handed out to each attendee at the conference.
Please submit a description of your offer, limited to 50 words. Include details on how the pharmacy can obtain the discount. Please send all information to Lindsey Van Beek (lindsey.vanbeek@RxAAP.com) by Feb. 21, 2025.
Promotional Opportunity Deadlines
Conference Tote Bag Stuffer – Draft due for AAP review/approval by February 17, 2025; printed materials due March 3, 2025
Gold and Silver exhibitors may submit a preprinted, single flyer (maximum size 8.5″ x 11″), brochure, postcard or smaller promotional product for the tote bag that will be distributed to pharmacy attendees at registration.
Tote bag stuffers must be submitted for approval to marketing@RxAAP.com by February 17, 2025.
After approval is received, please send 800 stuffers/product samples no later than March 3, 2025, to: American Associated Pharmacies, Attn: Kaitlyn Wooley, 201 Lonnie E. Crawford Blvd., Scottsboro, AL 35769.
Digital Marketing Collateral – Due March 17, 2025
All exhibitors may submit electronic marketing collateral or show specials in PDF format for inclusion in the conference mobile app. Please submit your materials to marketing@RxAAP.com by March 17, 2025.
Shareable Social Media Graphics and Content
Social Media Posts
Please use this social media content to help generate excitement from your customers!
Facebook Posts
Post 1
Attending the 2025 AAP Annual Conference in April? We are… and you should, too! ALL independent pharmacists are invited. Check out the informative program for this important industry event. Your success has #NoLimitsWithAAP. See you in Austin!
Come by booth #___ to learn more about….
Post 2
You have #NoLimitsWithAAP ! We are going to the 2025 AAP Annual Conference in awesome Austin, Texas. ALL independent pharmacists are invited. Check out the exciting program planned. See you there!
Stop by and see us in booth #____ to learn more about….
X Posts
Post 1
Are you going to the AAP Conference in April? We are! Register here.
Post 2
We’re going to Austin in April. Will you be there? Register here. #NoLimitsWithAAP
Post 3
Attention ALL independent pharmacies. Join us in Austin for the 2025 AAP Annual Conference. #NoLimitsWithAAP
Save the social media graphics below to spread the word. You can even add your own logo! (To download image, right click your mouse and “save image as.”)
