Rules and Regulations

2014 Scientific Assembly

Exhibit Dates:
October 23-25, 2014

Walter E. Washington Convention Center

Washington, D.C.

Questions?

Please contact:
Kristy Sloan, CEM
ksloan@aafp.org
(913) 906-6222

AAFP Name, Logo, Photos -- Use of

The American Academy of Family Physicians and AAFP Assembly name, brand, logos, and acronyms are registered, proprietary marks and may not be used. This rule applies before, during, and after the meeting. Therefore, exhibitors agree that it will not use the name, brand, logos, acronyms, or seal of the AAFP Assembly or of the AAFP in promotional and informational materials, signs, advertising, media promotions, or on the web without written consent of the AAFP.  Please contact Kristy Sloan at ksloan@aafp.org.

NOTE: AAFP plans to take photographs and reproduce them in AAFP educational, news, or promotional material, whether in print, electronic, or other media, including the AAFP website. By participating in the AAFP Assembly, you grant AAFP the right to use your photograph for such purposes. All postings become the property of the AAFP. Postings may be displayed, distributed, or used by AAFP for any purpose.

Booth Activities

View rules regarding booth activities.

Booth Construction

View booth construction regulations.

Booth Relocation

In the event of conflicts regarding space requests, or conditions beyond its control, the AAFP reserves the right to review the floor plan. The AAFP will not relocate booths, unless an unforeseen circumstance prevails and relocation is unavoidable. In this rare occasion, the exhibitor will be given the option to cancel and receive a full refund of their exhibit booth payment in the event the reassigned space is not acceptable to the exhibitor within seven business days of receipt of the new assignment.

Cancellation Policy

View the Cancellation Policy.

Note: It is the exhibitor's responsibility to cancel all other arrangements made in connection with exhibiting, including hotel reservations, airfare, shipping and/or requests for any other services of official vendors, or any other contracted services associated with the AAFP Assembly. Exhibitor is liable for any and all fees or penalties associated with the cancelation of said services, including without limitation, attrition charges imposed by hotels to the extent applicable to exhibitors' cancelation.

Certificate of Insurance Requirements

All exhibiting companies whether using an exhibitor-designated contractor (EDC) or exhibitor-appointed contractor (EAC), must submit a valid certificate of insurance (COI) to the AAFP by September 5, 2014.

As in the past, all EDCs/EACs must also submit a valid certificate of insurance (COI) to the AAFP by September 5, 2014.

A valid certificate of insurance must include:

  • Coverage throughout the AAFP installation, show, and dismantle dates.
  • $2,000,000 coverage.
  • AAFP listed as an additional insured.

Send valid certificate of insurance to Kristy Sloan at ksloan@aafp.org at the AAFP by September 5, 2014.

Entering Another Exhibitor's Booth

Booth personnel should not enter another exhibitor's booth space without first obtaining permission from the assigned exhibitor.

Exhibitor Personnel Guidelines

View the Exhibit Personnel Guidelines when available March 31, 2014.

Exposition Cancellation

It is mutually agreed that in the event the AAFP Assembly exposition does not open or cannot be continued due to causes beyond the reasonable control, such as fire, strikes, natural disasters (threatened or actual), governmental regulations, terrorism (threatened or actual), or other causes, the AAFP and exhibitors have no further contractual obligations to each other. At such time, AAFP management will determine an equitable basis for refunding a portion of the exhibit fees after due consideration of expenditures and commitments already made.

It is the exhibitor's responsibility to cancel all other arrangements made in connection with exhibiting, including hotel reservations, airfare, shipping and/or requests for any other services of official vendors, or any other contracted services associated with the AAFP Assembly. Exhibitor is liable for any and all fees or penalties associated with the cancellation of said services, including without limitation, attrition charges imposed by hotels to the extent applicable to exhibitors' cancellation.

Guest Policy

Exhibit badges are only issued to employees of the exhibiting company. Individuals will be required to show a business card and personal identification.

Liability

The AAFP assumes no liability for any act or omission in connection with any loss or damages suffered by an exhibitor as a result of any act or omission of any vendor, service provider, or other exhibitor or party. Exhibitors and their representatives release the AAFP from any and all liabilities for loss or damage ensuing from any cause whatsoever, except for actual damages resulting from the AAFP's failure to fulfill its obligations.

The AAFP disclaims any and all liability for injury or other damages to an individual based on products or services displayed at the meeting and for all claims that may arise out of the use of the displayed products or services.

Exhibitors agree to indemnify and hold harmless the AAFP and its officers, directors, employees, agents, and contractors from any judgment, loss or other expense (including reasonable attorney's fees) arising from allegations, claims, lawsuits, and other actions relating to (1) their own products or services or (2) their own actions or omissions or those of their employees, agents, or contractors.

Before any exhibit may be removed from the building, exhibitors must make arrangements satisfactory to the AAFP, the Walter E. Washington Convention Center, and the AAFP's official vendors for the payment of any charges incurred by the exhibitor in connection with presenting their exhibit.

No Shows

Any company which reserves booth space and does not inform AAFP of its plans for non-attendance in writing in advance may not be permitted to participate in future AAFP exhibitions. In addition, the company will also forfeit 100% of the total cost of the exhibit space assigned.

Non-contracted Exhibit Space

Individuals, companies and organizations that have not contracted with the AAFP for exhibit space are not permitted to display or demonstrate products, processes or services; solicit orders; or distribute advertising materials in convention facilities, parking lots or hotels contracted by the AAFP. Noncompliance will result in the prompt removal of the offending person(s) and property from that area.

No Smoking

The AAFP Congress of Delegates has a policy that prohibits smoking at all AAFP meetings.

Payment/Invoicing

View payment/invoicing information.

Program Content

The AAFP Assembly is not a public event. Programs presented are for the education of attendees and purchasers of recorded presentations as authorized by the AAFP. Any use of program content, (such as oral presentations, speaker audio-visual materials, program hand-outs, etc.), the name of a speaker and/or program title, or the names of the AAFP without written consent is prohibited. This applies before, during, and after the meeting.

Reduction Policy

In the event an exhibitor reduces its exhibit space, the AAFP reserves the right to maintain the continuity of the Exposition Hall. Every attempt will be made to accommodate the request.

  • If, at the discretion of the AAFP, the exhibit space can be re-sized and remain in the current location, the exhibitor will pay the applicable cancellation penalty plus the fee for the new space.
  • If, at the discretion of the AAFP, the exhibit space cannot be resized and remain in the current location without jeopardizing the continuity of the Exposition Hall, the exhibitor will be re-located to a space of its choice based on best available locations. Applicable cancellation penalty plus the new space fee will apply.

Security

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.

AAFP will provide 24 hour perimeter security. Exhibitors may visit the security office onsite for further assistance or to order security for your booth.

Solicitation

Exhibitors may not solicit other exhibitors. Any exhibitor or company personnel who solicit exhibitors at the show will be considered in violation of the rules and regulations and may jeopardize their company's future exhibiting status.

Space Assignment Guidelines

View the Space Assignment Guidelines.

Violations

By applying for exhibit space, an exhibitor, its employees, contractors and agents agree to adhere to all rules and regulations. Violations will subject the exhibiting company to the following:

  • When possible, an on-the-spot warning will be issued outlining the actions that are in violation of the rules and regulations.
  • Prior years’ warnings and penalties may be taken into account in assessing penalties for current year’s violations.
  • First violation will result in the company not accruing exhibit participation points for the current year.
  • Second violation will result in the company losing one-half its accrued exhibit participation points.
  • Third violation will result in the company losing all of its accrued exhibit participation points.
  • Fourth violation will result in the company not being eligible to exhibit at future AAFP meetings and exhibitions.

When appropriate, disciplinary action will progress through the steps described above. However, the AAFP, at its discretion, reserves the right to levy a more severe penalty without progressing through these successive steps, including refusal of or immediate termination of the exhibit.

Exhibitors are expected to contribute to an overall professional environment and the AAFP reserves the right to restrict and/or dismiss any exhibit that it determines to be inappropriate or offensive to attendees and other exhibitors.

In the event of restriction or eviction, the AAFP is not liable for any refunds, rentals or other exhibit expenses.

The dismantling or packaging of an exhibit or exhibit materials prior to the close of the exhibits may result in the forfeiture of all priority points earned over the past five years. In addition, such action may prevent the exhibitor from participating in future AAFP exhibitions.

The AAFP has full authority to interpret or amend the rules and regulations, and its decisions are final. All issues not addressed here are subject to the decision of the AAFP.