Booth Construction

Standard In-line Booths

  • Standard in-line booths may not exceed 8’ back wall height including sign.
  • Banner stands must be placed on the floor.
  • No solid exhibit construction may exceed 48” in height, except in the rear one-half of the booth. For example, in a standard 10’ x 10’ booth, any construction or product above 48” must begin 5’ back from the aisle line.

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

Island Exhibit Booths

Island exhibit booths may extend to a height of 20' with full use of the floor space permitted. However, demonstration areas may not extend to the aisle line of the exhibit; space needs to be left in the exhibit to accommodate spectators.

The Washington, DC Fire Department and the Walter E. Washington Convention Center require that all fully enclosed exhibit space be equipped with a smoke detector (inside the enclosed area) that can be heard outside the area. Sixty days prior to the event, booths with enclosed areas must provide a floor plan designating smoke detectors, clearly marked fire extinguishers and exits to the Walter E. Washington Convention Center and Kristy Sloan (ksloan@aafp.org), AAFP. In addition, booths with enclosed areas must have venting to the outside of the booth so that, in the event there is smoke, it can reach the Center’s smoke detection systems. Booths with an enclosed area of more than 300 sq. ft. must have an approved fire protection system, either sprinkler or automatic dry chemical. If a booth does not have a protective system, a fire watch will be required by the Fire Marshal at the exhibitor’s expense.

Conversion to Island Booths

Some groups of booths that abut each other, but are not shown on the floor plan as island booths, may be converted to islands. These floor plan changes must be approved by the fire marshal and the appropriate island surcharge fee must be paid to the Academy. Some aisles may be blocked to create islands not shown on the floor plan, except for those providing free access to emergency exits or those designated as fire lanes. All other rules for island booths apply.

Peninsula Booths

Exhibitors may not request two corner booths that abut each other.

Spanning Aisles

Exhibits are not permitted to span an aisle by ceiling or floor covering.

Multilevel Exhibits

Multilevel exhibits require prior approval from Kristy Sloan at ksloan@aafp.org, Walter E. Washington Convention Center, and/or relevant local government agencies. Exhibit application MUST reflect that the space requested is for a multilevel exhibit. Multilevel exhibits may not exceed the 20’ height limit.

General

  • Exposed unfinished sides or exhibit backgrounds must be draped. Exhibits will be inspected during set-up and the decorator, with Exhibit Floor Manager approval, will provide draping when deemed necessary. Charges for draping are the exhibitor’s responsibility.
  • Exhibit components and signs may not be pasted, taped, nailed, tacked, or otherwise affixed to walls, doors, or any part of the convention center. Damage caused by failure to observe this rule is the exhibitor’s responsibility.
  • It is a federal regulation that an exhibit’s background display the generic name of any drug product featured.

Floor Load

The floor load capacity at the Walter E. Washington Convention Center is 350 pounds per square foot in the exhibit hall.

ADA Requirements

Each exhibitor shall be responsible for compliance with the Americans with Disabilities Act within their assigned booth space.

Booth Storage & Fire Laws

  • Washington, DC fire laws prohibit storing of any materials behind the back curtain of your booth. Walter E. Washington Convention Center and the Fire Marshall may inspect all exhibits for compliance.
  • Washington, DC fire laws also require that all literature displayed for distribution be limited to a one-day supply. Consult Freeman in the online service manual (available May 1, 2014) for assistance with items you need to place in accessible storage.

Booth Decoration

  • Pipe and drape will be provided by Freeman.
  • Most booths at the Walter E. Washington Convention Center are 10’ x 10’, or in increments of 10’.
  • Standard booth construction includes 8’ high black & white back drape and 36” high side drape in black.  Standard booth drape colors may not be changed by exhibiting companies.
  • Aisle carpet color is Tuxedo (black & white).
  • A standard 7” x 44” booth sign displaying the exhibitor’s name and booth number is furnished free of charge for standard in-line/linear booths.
  • A complete list of booth equipment and prices will be available in the online service manual on May 1, 2014.
  • NOTE: The purchase of exhibit space from the AAFP does not include tables, chairs, booth carpet (mandatory), booth furnishings, electrical, internet, etc.

Booth Carpet & Booth Cleaning

  • Booth carpeting is mandatory and the responsibility of the exhibiting firm. It must cover the entire floor space within your assigned booth.
  • Exhibitors are required to keep their booths clean and free of combustible rubbish. AAFP will provide nightly aisle carpet cleaning.
  • The AAFP has the right to order daily porter service (cleaning), if necessary. Porter service fees will be charged to the exhibiting firm.
  • All booth and aisle cleaning services are provided exclusively by Freeman. Order forms will be available in the online service manual in May 1, 2014.

Signs/Safety Cabling to Ceiling

  • Hanging signs are allowed in 20' x 20' or larger space and within the 20' height restriction.
  • Freeman handles advance orders for ground supported signs, view the online service manual for more information on May 1, 2014.
  • Sign service is available on-site through the Freeman Service Desk.
  • Please contact Kristy Sloan at ksloan@aafp.org regarding hanging signs, safety cabling, and truss lighting regulations.

Electrical Service

  • All electrical equipment used for lighting, sound, exhibit equipment, or other special effects must meet National Electrical Code and local electrical codes.
  • Electrical fixtures and fittings must be UL listed and marked as such.
  • The use of latex cord wire and duplex or triple plugs in displays is not permitted.
  • Electrical service order forms will be available in the online service manual on May 1, 2014.

Par Lighting/Gobo Lighting

  • Requests for Par/Gobo Lighting must be submitted to Kristy Sloan at ksloan@aafp.org by August 15, 2014.
  • Requests for Par Lighting will be denied if the lighting imposes on the aisles or neighboring exhibitors.
  • The exhibitor is responsible for any costs related to installing par lighting which may later be denied approval due to infringing on AAFP or neighboring exhibitor’s space.