Exhibitor FAQs

You can reserve and pay for your SAEM27 exhibit booth through our online exhibitor registration portal.

For information about booth packages, pricing, and included benefits, please review the SAEM27 Exhibitor Prospectus.

All 10' x 10' exhibit booths include a 6-foot table, two chairs, a wastebasket, pipe and drape in show colors, a booth identification sign, exhibit hall carpeting, and perimeter security.

All booth packages also include company recognition on the SAEM27 mobile app.

Additional benefits vary by booth package (Premier, Select, or Classic). For a complete list of benefits, please review the SAEM27 Exhibitor Prospectus

Absolutely! SAEM27 offers a variety of sponsorship opportunities designed to increase your organization's visibility, engage attendees, and connect with leaders in academic emergency medicine.

Explore available opportunities in the SAEM27 Exhibitor Prospectus and reserve your sponsorship through our online portal.

Interested in customized sponsorship opportunities or year-round engagement with SAEM? Contact us at exhibitors@saem.org to discuss options.

Yes! 

Exhibitors may select their preferred booth location from available spaces within their purchased booth category (Premier, Select, or Classic). Booth locations are designated by category on the SAEM27 Exhibit Hall floor plan and are available on a first-come, first-served basis.

All booth assignments are subject to availability and final approval by SAEM. We encourage exhibitors to reserve early for the best selection of available locations.

The number of complimentary exhibitor badges depends on your booth package:

• Premier Booth: 4 badges
• Select Booth: 3 badges
• Classic Booth: 2 badges

Exhibitor badges provide access to the Exhibit Hall only. Exhibitors wishing to attend conference educational sessions and other general conference activities may upgrade to a full conference badge for an additional fee. Workshops require separate registration and additional fees.

Your exhibitor badge provides access to the Exhibit Hall only.

Exhibitors wishing to attend conference educational sessions and other general conference activities may upgrade to a full conference badge for an additional fee.

Please note that workshops are not included in the upgraded registration and require separate registration and additional fees.

Each booth package includes a designated number of complimentary exhibitor badges:

• Premier Booth: 4 badges
• Select Booth: 3 badges
• Classic Booth: 2 badges

Additional exhibitor badges may be purchased for $110 each.

Exhibitor badge registration opens in early December 2026. All exhibitor badges provide Exhibit Hall access only.

The SAEM27 Exhibit Hall schedule, including exhibitor move-in, move-out, and special events, is as follows:

Tuesday, May 18, 2027

• 8:00 a.m.–2:00 p.m. | Exhibitor Move-In

• 5:00–6:00 p.m. | Exhibit Hall Happy Hour

Wednesday, May 19, 2027

• 7:00–9:00 a.m. | Exhibit Hall Open

• 9:00–11:00 a.m. | Exhibit Hall Closed

• 11:00 a.m.–4:00 p.m. | Exhibit Hall Reopens

• 5:30–7:30 p.m. | Opening Reception

Thursday, May 20, 2027

• 7:00 a.m.–1:00 p.m. | Exhibit Hall Open

• 1:00–3:00 p.m. | Exhibitor Move-Out

All times are Pacific Time and subject to change.

Please note: Exhibitors must complete booth setup before the Exhibit Hall opens on Tuesday and may not begin dismantling their booths before the official Exhibit Hall closing time on Thursday.

Move-in: Tuesday, May 18, 2027, from 8:00 a.m. to 2:00 p.m.

Move-out: Thursday, May 20, 2027, from 1:00 p.m. to 3:00 p.m.

All exhibitors must complete booth setup before the Exhibit Hall opens and may not begin dismantling their booths before the official close of the Exhibit Hall.

Viper Tradeshow Services is the official show decorator and freight services provider for SAEM27.

Detailed shipping instructions, warehouse and show-site addresses, deadlines, labeling requirements, and associated fees will be provided in the Exhibitor Service Kit.

Yes.

Exhibitors may bring their own materials to the venue, provided all items are hand-carried through the designated Exhibit Hall front entrance.

For safety and liability reasons, exhibitors are not permitted to use the loading docks to load or unload personally operated vehicles.

Freight material handling, also known as drayage, is the service of receiving, transporting, and managing your exhibit materials at the conference venue.

This service is provided exclusively by the official show contractor and generally includes:

• Receiving exhibit materials at the advance warehouse or directly at the show site.
• Delivering materials to your assigned booth.
• Storing empty shipping containers during the event.
• Returning empty containers to your booth after the Exhibit Hall closes.
• Transporting packed materials from your booth to the loading dock.
• Loading materials onto your designated outbound carrier.

Please note: Material handling is not included in your booth registration and is subject to additional fees. Charges vary based on shipment weight, handling requirements, and delivery schedule.

Detailed shipping instructions, deadlines, and pricing will be available in the Exhibitor Service Kit.

Viper Tradeshow Services is the official show decorator for SAEM27.

Exhibitors may order additional services, including booth furnishings, signage, freight handling, and other exhibit-related needs, through the Exhibitor Service Kit.

The kit will include ordering instructions, pricing, and applicable deadlines and will be available soon. Information about electrical services and internet connectivity will also be provided.

Yes.

Wi-Fi will be available in the Exhibit Hall. Exhibitors requiring a dedicated internet connection or additional bandwidth for demonstrations, presentations, or other booth activities should review the Exhibitor Service Kit for available options and pricing.

The San Francisco Marriott Marquis offers valet parking only, with a current daily rate of $91.20. Rates are subject to change and may increase during special events.

For a nearby self-parking alternative, the Fifth & Mission / Yerba Buena Garage is located less than a block from the hotel. Parking rates vary, and exhibitors are encouraged to check the garage's website for current pricing and availability.

SAEM27 is being held at the San Francisco Marriott Marquis at 780 Mission Street, San Francisco, CA 94103.

All exhibit booths must comply with IAEE display construction guidelines, SAEM exhibitor policies, and the requirements outlined in the Exhibitor Service Kit.

Exhibitors are responsible for ensuring their displays remain within their assigned booth space, do not obstruct aisles or neighboring exhibits, and meet all applicable safety and accessibility requirements.

For complete guidelines and restrictions, please review the SAEM27 Exhibitor Terms and Conditions.

Cancellation and refund policies vary for exhibit space and sponsorships. All cancellation requests must be submitted in writing and are subject to the following terms:

Exhibit Space Cancellations

• On or before January 31, 2027: Full refund minus a $500 administrative fee.
• February 1–28, 2027: SAEM retains 50% of the total contracted fees plus a $500 administrative fee.
• On or after March 1, 2027: No refunds will be issued.

Sponsorship Cancellations

• On or before January 31, 2027: 50% refund.
• On or after February 1, 2027: No refunds will be issued.

All cancellation requests must be submitted through the SAEM27 Exhibitor & Sponsorship Cancellation Request Form. Exhibit and sponsorship fees are non-transferable and cannot be applied toward future SAEM meetings or events. For complete details, please review the Exhibitor Terms & Conditions and Sponsor Terms & Conditions.

Yes! Exhibitors and sponsors wishing to host meetings, receptions, hospitality events, advisory boards, customer events, off-site promotions, or other activities in conjunction with SAEM27 must obtain prior written approval from SAEM.

All requests must be submitted through the SAEM27 Industry Event Request Form by the following deadlines:

• On-Site Events: March 31, 2027
• Off-Site Events: May 1, 2027

Please note that industry events may not be scheduled during official SAEM educational sessions or other SAEM-sanctioned programming without prior approval.

For additional information or questions, please contact exhibitors@saem.org.

No. Exhibitors may distribute promotional materials, literature, and giveaways only within their assigned booth space. Distribution of materials or promotional activities in aisles, meeting rooms, or other areas outside the booth is not permitted.

Promotional items and giveaways must be modest in value and appropriate for the professional and educational environment of the SAEM Annual Meeting. Materials featuring third-party branding or logos require prior written approval from SAEM.

For complete guidelines, please review the SAEM27 Exhibitor Terms and Conditions.

A one-time pre-registration attendee mailing list is available exclusively to Premier exhibitors and specific sponsor programs as part of their package benefits.

The list will include only registered attendees who have opted in to receive industry communications or have not opted out, as applicable. 

The list will not include all SAEM27 attendees.

The mailing list will be distributed in April 2027 and may be used for one-time outreach in accordance with SAEM's exhibitor policies.

SAEM provides authorized lead retrieval services that allow exhibitors to collect attendee contact information during the Annual Meeting.

Only SAEM-authorized lead retrieval methods may be used. Third-party lead retrieval systems, attendee scanning applications, or other data-collection technologies may not be used without prior written approval from SAEM.