Frequently Asked Questions (FAQs)
Where and when is the AAFP Assembly?
The AAFP Assembly will be held at the Walter E. Washington Convention Center(www.dcconvention.com), in Washington, DC.
The exhibit dates are October 23-25, 2014.
How do I reserve a booth?
2014 space assignments will begin March 17, 2014 based on AAFP's priority point system. Submit your exhibit application before this date to be included. Contact Exhibit Sales at firstname.lastname@example.org or (800) 274-2237.
How much does a booth cost?
View 2014 booth pricing.
2014 Scientific Assembly
October 23-25, 2014
Walter E. Washington Convention Center
For information about exhibit sales or marketing opportunities, contact:
email@example.com or (800) 274-2237
For information about exhibit logistics and on-site questions, contact:
Kristy Sloan, CEM
American Academy of Family Physicians headquarters:
11400 Tomahawk Creek Parkway
Leawood, KS 66211
Phone: (800) 274-2237
Fax: (913) 906-6073
Two or more firms may not exhibit in the same single space.
Cancellations must be received in writing and addressed to Exhibit Sales at firstname.lastname@example.org. View the 2014 cancellation policy.
Dedicated exposition hall hours are periods of time in which no activities are taking place outside the exposition hall. Dedicated hours for 2014 will be available in April.
Once your booth space has been assigned, your application contact will receive an email with the link, password and instructions for submitting your booth information to be included in the Assembly Preview and Official Program & Exhibit Guide.
The Assembly Preview includes the alphabetical exhibit list with booth numbers, updated floor plan, and product category listing. This is mailed to attendees in advance. Deadline to submit information is July 8, 2014.
The Official Program & Exhibit Guide includes alphabetical exhibit list with booth numbers and booth description (print profile), booth number listing, updated floor plan, product category listing, and new to show listing. This is included in the attendees on-site materials. Deadline to submit information is September 16, 2014.
If space is assigned after the dates above, your company name and booth number will appear in the UpClose on-site daily newspaper.
Yes, as an exhibitor you may purchase the pre-show attendee mailing list and/or the post-show attendee mailing list. Order information will be available in the online service manual on May 1, 2014.
View Satellite Information.
Companies with island booths (20' x 20' or larger) may provide formal in-booth education within their assigned exhibit space. Because of space constraints, companies with in-line space may not hold formal presentations.
In-booth education is not eligible for CME credit.
Companies providing in-booth education must display a sign that reads:
This educational session does not qualify for CME credit.
Companies choosing to provide in-booth education must inform Kristy Sloan at email@example.com, in writing, no later than August 15, 2014.
An exhibitor cannot distribute CME materials unless the exhibitor is the CME provider (in accordance with 4.5 ACCME standards) and then only from their assigned booth space.
Yes, however, exhibitors wishing to conduct clinical tests in their booths must request permission from Kristy Sloan at firstname.lastname@example.org, in writing, prior to August 15, 2014.
Yes, however, exhibitors using celebrities for in-booth promotions must request permission, in writing, from Kristy Sloan at email@example.com prior to August 15, 2014. Your request should include the celebrity’s name and the dates and times he/she will appear in your booth.
Refer to Media Guidelines for detailed information.
Hanging signs are allowed for island exhibitors in 2014 within the 20' height restriction. Please contact Kristy Sloan at firstname.lastname@example.org for more information regarding hanging signs, truss, par or gobo lighting and safety cabling regulations. Order forms will be available in the online service manual on May 1, 2014.
The AAFP will provide a locked security area at the Walter E. Washington Convention Center with 24-hour guard service beginning at 12:00 p.m. on Tuesday, October 21, 2014 until 12:00 p.m. on Sunday, October 26, 2014.
NOTE: The AAFP cannot guarantee or be held responsible against loss or damage. For this reason, we recommend that you do not place products or items of value on display in your booth(s) until company representatives are in attendance.
Freeman Decorating is the AAFP's official service contractor. The online service manual will be available May 1, 2014 and will include additional information and contractor names (e.g., photography, electrical, internet, lead retrieval, catering, security, floral).
Exhibitors using an exhibit service firm other than the official contractor must abide by the regulations outlined in the Contractors section of the Rules and Regulations. The deadline to notify AAFP and submit the valid certificate of insurance is September 5, 2014. After this date exhibitors must use the AAFP Official Contractor, Freeman, or their own full-time employees.
Information on ordering these services will be available in the online service manual May 1, 2014.
|Installation: Tuesday, October 21, 2014||8:00 a.m. - 5:00 p.m.|
|Installation: Wednesday, October 22, 2014*||8:00 a.m. - 5:00 p.m.|
|Dismantling: Saturday, October 25, 2014**||2:00 p.m. – 7:00 p.m.|
|Dismantling: Sunday, October 26, 2014||8:00 a.m. – 12:00 p.m.|
*All aisle areas must be free of skids, crates, palates, boxes, etc. at 5:00 p.m. on Wednesday, October 22, 2014.
**Equipment (ladders, job boxes, carts, forklifts, etc.) may not be brought into the Exposition Hall until 2:30 p.m. on October 25, 2014.
We recommend product not be delivered to your booth until Wednesday, October 22, 2014. All shipments must be consigned to the AAFP’s official material handling contractor, Freeman, for delivery either to Freeman’s warehouse or the Walter E. Washington Convention Center. View detailed shipping instructions in the online service manual available May 1, 2014.
Exhibitor registration will open in March 31, 2014.
Exhibitors receive 4 complimentary badges per 10' x 10' booth. Companies exceeding this allotment will be invoiced the additional badge fee(s) after the Assembly.
Exhibitor housing will open March 31, 2014.
Attention Assembly Exhibitors: As the AAFP Assembly approaches, you may be the target of unauthorized hotel/housing providers who claim to be "partners" or providing services on behalf of AAFP. Please be aware that these companies are not authorized to provide services on AAFP's behalf. AAFP works to prevent the unauthorized contact of the AAFP community as well as the inappropriate use of both AAFP attendees and exhibitors names. Please be assured that AAFP is firmly committed to providing quality services to make your Assembly experience a positive one, and we will vigorously pursue these organizations to prevent unauthorized contact.
Exhibitors are welcome to ride the free convention shuttle that runs from Tuesday, October 21, 2014 through Saturday, October 25, 2014. Consult an on-site shuttle schedule for details.