Space Assignment Guidelines

2014 Scientific Assembly

Exhibit Dates:
October 23-25, 2014

Walter E. Washington Convention Center

Washington, D.C.

Space Assignment Process

Space assignments will begin on March 17, 2014 based on AAFP’s priority point system. Submit your exhibit application before this date to be included.

(NOTE: It is your responsibility to notify the AAFP of any other company names under which your company may have accrued points. The organization name listed on your exhibit application is the name under which your company will appear in all AAFP printed material. AAFP cannot accept phone requests for exhibit space, nor can we call exhibitors if a requested space is unavailable.)

AAFP will continue to make assignments through Tuesday, October 21, 2014, as long as space is available (assuming the exhibiting company can ensure exposition hall set-up by 5:00 p.m., Wednesday, October 22, 2014).

Guidelines

Priority Point Policy

The AAFP point system used to make booth assignments is based on (a) the number of years a company has exhibited at the Assembly, (b) the number of booths taken during that time, and (c) the dollars spent on sponsorships. The exhibit contract date of receipt is used to determine assignments only when there is a need to break a tie in points during initial assignments or determine priority for exhibit contracts that are received after priority point assignments.

In the event a company merger or acquisition, two options exist under the AAFP’s point system:

  1. The controlling company may file only one contract for all of the newly acquired companies under its “umbrella.” The controlling company would receive the points of the highest ranked company within the new structure. All other companies’ or division’s points return to zero. All booths must be listed under the company’s booth listing in the Official Program & Exhibit Guide.
  2. The company may continue as though the merger or acquisition had not occurred, with each company or division submitting its own contract and maintaining its original priority points. In this instance, each individual company/division may have its own booth listing in the Official Program & Exhibit Guide.

Eligibility to Exhibit

The AAFP retains sole authority to determine the eligibility of any company or product to exhibit subject to the following.

The three categories of exhibits permitted at the AAFP's Assembly with additional specific requirements applicable of each category are as follows:

  1. Products, which require approval of the Food and Drug Administration (FDA) for marketing, must receive FDA approval to be eligible to exhibit at the Assembly. Exhibitors may be required to show evidence of FDA approval. This requirement applies to medical devices, drugs, cosmetics, and other FDA-regulated products. In accordance with this policy, if non-FDA approved products or services, which require FDA approval, are exhibited, the AAFP may deny installation privileges, or require removal, of the exhibit or discontinuance of any promotion wholly or in part.
  2. Exhibits promoting food products must not promote harmful or unhealthy products. If claims are made regarding the health benefits of a particular food product, the AAFP at its sole discretion may require that the potential exhibitor provide appropriate documentation to substantiate claims made.
  3. Other products and services not covered by A or B above which: (1) meet the standards of generally accepted medical practice or (2) are of interest to Assembly attendees because of their relevance to the clinical or socioeconomic aspects of the practice of medicine. At the AAFP's sole discretion it may require potential exhibitors of a product or service in this category to provide technical data and scientific documentation to substantiate the safety and effectiveness of the product or service, as well as the accuracy of the claims made regarding it. If the safety, effectiveness and accuracy of claims made for such product or service have not been demonstrated to the AAFP’s satisfaction, the contract to exhibit will not be accepted. (NOTE: Exhibits for nutritional or dietary supplements and vitamin preparations are not eligible unless the product is approved for marketing by the FDA or is efficacy and safety is substantiated by clinical studies acceptable to the AAFP – generally meaning studies that have independent support in authoritative, evidence-based medical literature. More specific guidelines are available from the AAFP. Contracts and studies must be received by July 3, 2014 to allow sufficient time for review by the eligibility panel.) Contact Exhibit Sales at exhibits@aafp.org.

The acceptance of a product or service for exhibit does not constitute an AAFP endorsement, nor a guarantee that the product or procedure is appropriate for the medical situations indicated.

Exhibits will not be accepted if the AAFP deems them to include false or misleading statements.

Displays for tobacco products and alcoholic beverages will not be accepted.

No exhibit will be accepted if the AAFP determines the exhibit is in poor taste, offensive to persons in attendance, promotes an activity that is unethical or illegal or in general, is not in keeping with the character and purpose of the AAFP Assembly.

The AAFP may deny installation privileges or require removal of any exhibit or promotion (wholly or in part) that the AAFP finds objectionable for the reasons stated above.

The AAFP follows the American Medical Association’s Code of Medical Ethics Opinion 8.063 regarding the sale of health-related products from physicians’ offices. Consequently, no exhibit will be accepted that promotes the sale of health-related products from physician’s offices unless documentation submitted with an exhibit application clearly meets the guidelines set forth in Opinion 8.063. Similarly, Code of Medical Ethics Opinion 8.03 prohibits physicians from placing their own financial interests above the welfare of their patients. In most instances the AAFP will not accept exhibits that offer referral or other fees to physicians in exchange for recommending products or services to patients.

Special Exhibit Areas

The AAFP has designated the following special exhibit areas within the exposition hall. These areas are shown on your floor plan. If eligible, you may choose space in one of these areas or elsewhere on the exposition hall.

  • Nutrition & Beverage Pavilion
  • Technology Pavilion
  • Career Pavilion
  • Public Service/Non-Profit (limited to non-profit public service organizations IRS Tax Code 501 [c] [3,4,6], special rates available*)

*If you choose not to be in this designated area, or your exhibit contract is received after this area is filled, you may select space in the general exhibit area, however, the full booth space rate will apply.

Co-Marketing

AAFP defines co-marketing as two or more companies developing, manufacturing, producing or distributing the same product. Space assignment will be based upon averaging the priority points of each exhibiting company. Companies submitting an exhibit contract for co-marketing of products earn the standard priority points under the name that appears on the exhibit contract. All involved entities must be identified on the exhibit contract.

Subletting Space

Subletting booth space is not allowed. Two or more firms may not exhibit in the same single space.

Booth Relocation

View Booth Relocation policy.

Agencies Requesting Space for Clients

Agencies requesting space for a client must provide a letter of authorization with the exhibit contract from the client.

Reduction Policy

View the Reduction Policy.

Floor Plan Revisions

The AAFP reserves the right to revise the floor plan in the event of conflicts regarding space requests or conditions beyond our control.

2014 Scientific Assembly

Exhibit Dates:
October 23-25, 2014

Walter E. Washington Convention Center

Washington, D.C.

Questions?

For information about exhibit sales or marketing opportunities, contact:
Keely McDannold
kmcdannold@aafp.org
Senior Project/Sales Specialist
(913) 906-6297

For information about exhibit logistics and on-site questions, contact:
Kristy Sloan, CEM
ksloan@aafp.org
Convention Operations
(913) 906-6222

American Academy of Family Physicians headquarters:
11400 Tomahawk Creek Parkway
Leawood, KS 66211
Phone: (800) 274-2237
Fax: (913) 906-6073

Tips: Requesting Your Booth Space

  • Because assignments are made based on points earned from participation, new exhibitors are unlikely to receive assignments near highly popular exposition hall entrances.
  • While the AAFP makes every effort to accommodate special requests, when you indicate competing companies or other companies you prefer not to be near, you limit your chance of getting a preferred booth location.
  • The AAFP cannot guarantee a company’s booth will not be near a competitor or another preferred exhibitor.