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 began March 17, 2014 based on AAFP's priority point system. Submit your exhibit application now. Contact Exhibit Sales at exhibits@aafp.org or (800) 274-2237.

How much does a booth cost?

View 2014 booth pricing.

Can I share a booth with another company?

Two or more firms may not exhibit in the same single space.

What if I have to cancel?

Cancellations must be received in writing and addressed to Exhibit Sales at exhibits@aafp.org. View the 2014 cancellation policy.

What are dedicated exposition hall hours?

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 June.

How do I get my company information in the Assembly Preview and Official Program & Exhibit Guide?

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 June 24, 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 August 29, 2014.

If space is assigned after the dates above, your company name and booth number will appear in the UpClose on-site daily newspaper.

Can I purchase the attendee list?

Yes, as an exhibitor you rent the pre-show attendee mailing list and/or the post-show attendee mailing list. Order now through InFocus the AAFP's exclusive list provider(www.infocusmarketing.com).

Do you allow satellite events?

View Satellite Information.

Can I offer education or distribute CME in my booth?

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 ksloan@aafp.org, 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.

Can I offer clinical testing in my booth?

Yes, however, 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.

Can I have a celebrity in my booth?

Yes, however, exhibitors using celebrities for in-booth promotions must request permission, in writing, from Kristy Sloan at ksloan@aafp.org 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.

Do you have a press room?

Refer to Media Guidelines for detailed information.

Do you allow hanging signs, safety cabling, par lighting, or gobo lights?

Hanging signs are allowed for island exhibitors in 2014 within the 20' height restriction. Please contact Kristy Sloan at ksloan@aafp.org for more information regarding hanging signs, truss, par or gobo lighting and safety cabling regulations. Order forms are available in the online service manual.

Is there a locked security area?

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.

Who are the official contractors?

Freeman Decorating is the AAFP's official service contractor. The online service manual includes additional information and contractor names (e.g., electrical, internet, lead retrieval, catering, security, floral).

Can I use a contractor other than the official contractor?

Exhibitors using an exhibit service firm other than the official contractor must abide by the regulations outlined in the Exhibitor Designated 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.

How do I order booth furnishings, electrical services, Internet, etc?

Information on ordering these services is available in the online service manual.

When is installation and dismantling?

Installation
Installation: Tuesday, October 21, 20148:00 a.m. - 5:00 p.m.
Installation: Wednesday, October 22, 2014*8:00 a.m. - 5:00 p.m.
Dismantling
Dismantling: Saturday, October 25, 2014**2:00 p.m. – 7:00 p.m.
Dismantling: Sunday, October 26, 20148:00 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.

NOTE: For safety reasons, children under 18 are not allowed in the Expo Hall during installation or dismantling due to heavy equipment.

Do you offer lead retrieval?

Lead retrieval is available through Experient. The attendee badge contains a barcode/QR code which holds the attendee name and mailing address. The AAFP privacy policy does not permit the inclusion of phone numbers. An email address may be included at the discretion of the attendee, but is not guaranteed. The order form is available in the online service manual.

Where do I send my freight?

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.

How do I order badges?

Exhibitor registration is open.

Exhibitors receive 4 complimentary badges per 10' x 10' booth. Companies exceeding this allotment will be invoiced the $995.00 additional per badge fee(s) after the Assembly.

How do I book hotel rooms?

Exhibitor housing is open.

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.

Is there a shuttle?

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.

Who do I contact onsite?

Kristy Sloan, CEM and Keely McDannold will be located in Exhibit Show Office D (near booth # 1500) for onsite AAFP exhibit assistance.