Booth Activities

2014 Scientific Assembly

Exhibit Dates:
October 23-25, 2014

Walter E. Washington Convention Center

Washington, D.C.

Bags/Stickers/Balloons/Pins

  • Exhibitors may not distribute stick-on emblems or unofficial badges.
  • No helium- or air-filled balloons may be used as booth decoration or inflated to distribute to attendees or guests. This regulation is in place to save you and your company removal fee charges if they become trapped in the ceiling area.
  • Exhibitors may not put pins on badges.

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

Booth/Promotional Activity

  • Interviews, demonstrations, detailing, or distribution of literature or samples can take place only inside the assigned booth space. Literature or other materials may not be left or distributed in AAFP common areas (e.g., main aisles, concession tables, exposition hall elements, lounges, registration, etc.).
  • “Button-holing” attendees is unprofessional and not allowed.
  • Advertising, canvassing, or soliciting business is permitted only by exhibitors, and then only in the space assigned to them.
  • Walking actors, robots, or other such people or devices may not operate outside the assigned booth space. This includes travel to and from a company’s multiple booths during show hours.
  • Demonstration areas may not extend to the aisle line of the exhibit -- space must be left within the exhibit area to absorb visitors. Presentations are only allowed in a 20’ x 20’ or larger exhibit space.
  • Should visitors interfere with normal traffic or overflow into neighboring exhibits, the presentation must be limited or eliminated.
  • Exhibitors using celebrities for in-booth promotions must request permission, in writing, from Kristy Sloan at ksloan@aafp.org prior to August 15, 2014. Include the celebrity’s name and the dates/times he or she will appear in your booth. If necessary, the exhibitor is responsible for hiring security to assist with crowd control.
  • Demonstrations, lectures, or presentations by AAFP members, by other physicians, or health care professionals other than those who are full-time employees of the exhibitor are prohibited.

Request for Booth Activity Approvals

To have information on all booth activities at AAFP information booths and with our AAFP concierge staff on-site, you must request approval for booth activities by August 15, 2014. Send written request to Kristy Sloan at ksloan@aafp.org.

Clinical Testing/Hazardous Waste Disposal

  • Exhibitors wishing to conduct clinical tests in their booths must request permission from Kristy Sloan at ksloan@aafp.org, in writing, prior to August 15, 2014.
  • Blood samples, taken either by fingertip or intravenous drawing of blood, must be disposed of in accordance with local and state health ordinances and/or laws.
  • Fluids, chemicals, petroleum-based products, food items (if applicable), or contaminated materials must be identified and disposed of in the manner prescribed by local, state, and federal regulations.
  • Hazardous waste and/or infectious medical waste is any material being stored, recycled, or thrown away that could cause injury or death, or pollute air, land, or water regulated by any applicable environmental or public health law.
  • Exhibitors who generate materials that fit the above criteria must inform Kristy Sloan at ksloan@aafp.org and the Walter E. Washington Convention Center staff of its presence and planned disposal.
  • Exhibitors are responsible for payment of all expenses associated with booth activities that result in any type of hazardous waste.

Drawings/Raffles/Awards

Some types of exhibiting companies may conduct drawings, prizes, awards, lotteries, or contests within their assigned booth space during and after the conference. See Giveaways for more information regarding gifts to physicians.

Education In-Booth

  • Companies with island booths (20' x 20' or larger) may provide formal in-booth education within their 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 stating “This Educational Session Does Not Qualify for CME Credit.”
  • Companies choosing to provide in-booth education must inform Kristy Sloan at ksloan@aafp.org, in writing, no later than August 15, 2014.
  • An exhibitor cannot distribute CME materials unless they are the CME provider (in accordance with 4.5 ACCME standards).

Exhibit Listing Opportunities

Describe your booth in five key media venues: the AAFP website, Assembly Preview, Official Program & Exhibit Guide, way-finding interactive touch screens, and mobile app. These opportunities offer your company beneficial exposure while helping attendees plan their time in the Exposition Hall. If submitted by the deadlines below, booth information will include: print profile (booth description), product category listings, website URL, new to show listing, booth number listing, and brand names.

  • June 24, 2014 -- Assembly Preview deadline
  • August 29, 2014 -- Official Program & Exhibit Guide deadline

Food & Beverage

  • All food and non-alcoholic beverage samples must meet the conditions of and be approved by the Walter E. Washington Convention Center Catering Manager and Kristy Sloan, AAFP. Menus and pricing will be listed in the online service manual May 1, 2014.
  • If refrigerated storage is required, please contact Freeman.
  • Exhibitors with related food and beverage products must order porter service to remove your empty cartons and/or containers.

Giveaways

The PhRMA and AdvaMed Codes on Interactions with Healthcare Professionals include strict limitations on the ability of research based pharmaceutical, biotechnology and medical device companies to provide food, beverages, non-educational and other non-practice related items to health care professionals. For more information on these guidelines, visit their respective websites.

As a result, the AAFP asks that all companies use their discretion in complying with these codes in determining what they provide health care professionals. The PhRMA Code states that items such as clipboards, pens, mugs, and other reminder objects with or without company logos or product names imprinted on them, even if they are accompanied by educational materials, could foster misperceptions that interaction with health care professionals is not based on providing information about products or health conditions. It may, however, be appropriate to distribute educational related items or items designed primarily for the education of patients or health care professionals provided they are not of substantial value ($100 or less) and do not have value to the health care professional outside of their professional responsibilities.

Payments in cash or cash equivalents (such as gift certificates, gift cards, etc.) should not be offered to health care professionals either directly or indirectly.

The AAFP in its sole discretion may withhold or deny the right to distribute gifts, souvenirs, advertising, or other materials it considers inappropriate.

These guidelines apply to all research-based pharmaceutical, biotechnology, and medical device companies who are Assembly exhibitors. It is the responsibility of all exhibiting companies to use discretion when following these guidelines.

Please contact Kristy Sloan at ksloan@aafp.org if you have questions.

Hazardous Demonstrations, Display Devices, & Materials

When designing your demonstration and display, please note that the following devices and materials require pre-approval by the Walter E. Washington Convention Center Director of Fire Safety.

  • Lasers
  • Smoke producing devices
  • Heating appliances
  • Any welding, brazing, or cutting equipment
  • Compressed gas or compressed liquid cylinders
  • Radioactive materials
  • Gasoline, kerosene, flammable cryogenic gases, and any other flammable, toxic liquid, or gases

Market Research/Surveys

If you are planning to do a survey in your assigned booth space, please follow the regulations below.

  • Survey must be approved by the AAFP before August 15, 2014. Send survey to Kristy Sloan at ksloan@aafp.org for approval.
  • Exhibitor must share the survey results with the AAFP.
  • AAFP must approve all result publications, print pieces before published.
  • Exhibitor may not use AAFP name, logo, or brand in result publications.
  • Questions? Please contact Kristy Sloan, AAFP Exhibits, at ksloan@aafp.org; or Sarah Thomas, AAFP Communications, at sthomas@aafp.org.

Media Guidelines/Film Crews

The following media guidelines have been adopted as protocol by leadership of the AAFP. Members of the media found in violation of these guidelines will immediately be dismissed from the AAFP event they are attending and will forfeit media credentials for subsequent meetings. Exhibitors may hold their own press conferences and are responsible for making their own arrangements. The AAFP should be notified in advance to handle press queries. If you anticipate media needing access to your booth, please contact the AAFP Public Relations Department at (800) 274-2237, ext. 5204.

  • The AAFP reserves the right to limit access to AAFP-sponsored meetings and events.
  • The AAFP reserves the right to inspect the credentials of anyone registering as media.
  • Based on space requirements, the AAFP reserves the right to limit the number of press badges issued to a single media organization.
  • Media representatives must present identification to verify affiliation with print, broadcast or recognized Internet media. Freelance writers must submit a letter of assignment or letter of intent from the media outlet being represented. Unassigned freelance writers must present bylined articles from a recognized news organization for consideration. Business cards or membership cards from communications or writers’ organizations are not sufficient to establish eligibility.
  • Press badges are available only to working media representatives who can show evidence that their attendance will result in coverage of the meeting or event in print, broadcast or Internet media.
  • Media representatives may NOT also register as exhibitors. Dual-role publishers/editors may be registered if bylined samples are presented.
  • The AAFP will not issue press badges to: publishers or a publication’s advertising, marketing, public relations or sales representatives; publishers, editors or reporters from manufacturers’ house organs or promotional publications; public relations staff of exhibitors or educational institutions; writers creating analyses or reports sold as a commodity to customers; or other individuals or their representatives who are not actually reporting on the meeting or event. Any press badge holder who sells, markets, or represents a company or organization for the purpose of obtaining advertising or subscriptions from any meeting registrant or exhibitor immediately forfeits press credentials.
  • If attending a meeting where AAFP public relations staff will not be in attendance, advance re-credentialing is required, or admittance will not be granted.
  • Exhibitors and representative firms many not display or distribute promotional press materials in AAFP-sponsored media rooms.
  • AAFP program content may not be used to develop continuing medical education (CME) without the express written consent of the AAFP.
  • Live broadcasts from continuing medical education courses and any other AAFP event may not occur without written consent from the public relations manager.
  • Filming, photographing, and live broadcasting of any kind in exposition halls at AAFP meetings is allowed only at the discretion of the public relations manager.
  • Footage from AAFP Assembly continuing medical education courses and the exposition hall may not be promoted or shared on the web. Please contact the public relations manager for more information.
  • Camera crews and photographers must be accompanied at all times by AAFP public relations staff.
  • Exhibitors that plan on having a film crew videotape your booth must contact the AAFP Public Relations Department at (800) 274-2237, ext. 5204.
  • In addition to following all AAFP rules and regulations, film crews must also follow the city of Washington, D.C. fire safety and union regulations.
  • NOTE: Items in the AAFP Assembly exposition hall are available to paid registrants only.

Music, Sound and Audiovisuals, and Odor-causing Devices

  • Exhibitors must obtain their own license for using copyrighted music.
  • All ASCAP, BMI, SESAC or other copyright fees applicable to music or entertainment used as part of an exhibit are the full responsibility of the exhibitor.
  • All sound and audiovisual equipment must conform to fire regulations of the city of Washington, D.C. and the Walter E. Washington Convention Center.
  • All speakers must face inside the booth and not toward the aisle.
  • Video monitors or projection screens must be placed inside the booth so viewers do not block aisles.
  • Exhibitors may not use electronic or electrical devices that cause noise, odor or other types of annoyance to those in attendance. The on-site exhibit staff reserves the right to determine when sound or odor must be discontinued.

Photography/Videotaping

Many booth designs contain copyrighted or trademarked materials, therefore permission for photographing or videotaping a booth must be given by the authorized occupants of that booth. This applies to exhibitors, attendees, and the medical and lay press. Contact the AAFP Public Relations Department at (800) 274-2237, ext. 5204.

NOTE: AAFP plans to take photographs at the 2014 AAFP Assembly 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 2014 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.

Sales of Products & Services

  • While the primary purpose of the exhibits is to further the professional education of attendees through displays and demonstrations, sales and order taking are permitted when conducted in a professional manner.
  • Products for sale must be the exhibitors’ own unaltered, marketed products, and the products or services must be pertinent to the attendees’ professional interest.
  • The AAFP reserves the right to restrict sales activities that it deems inappropriate or unprofessional.
  • Exhibitors are responsible for following the business license and sales and use tax regulations that vary from state to state.
  • If you plan to sell or take orders at the Assembly, please review all pertinent sales tax information within the State of the District of Columbia.

Security

The AAFP will provide a locked security area at the Walter E. Washington Convention Center.

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.

Staffing

  • As a courtesy to attendees and fellow exhibitors, exhibitors must open their exhibit and staff it through the following times:

DateTime
Date: Thursday, October 23, 2014Time: 10:00 a.m. - 4:00 p.m.
Date: Friday, October 24, 2014Time: 10:00 a.m. - 4:00 p.m.
Date: Saturday, October 25, 2014Time: 10:00 a.m. - 2:00 p.m.
  • Exhibitors are expected to make their airline reservations in accordance with this policy.
  • Violators are subject to a reduction in points or denial of the right to participate in future AAFP exhibitions.
  • Exhibitors who are the sole staffers for booths may, of course, take brief breaks.