Exhibitor Housing

Exhibitor housing is open.

For your convenience, the AAFP has blocked hotel rooms at special group rates and convenient locations near the Walter E. Washington Convention Center.

As you know, convention centers allocate exposition hall space to tradeshows based on the number of hotel rooms the organizer guarantees. Therefore, we encourage you to book your hotel through the AAFP to avoid the possibility of limiting booth space for exhibiting companies because of low room block pick-up.

Room Allocation

We want to make every effort to accommodate and include your company in the AAFP hotel block. This year, your room allotment is based on the square footage of exhibit space purchased. Companies assigned multiple booths should use discretion when reserving a block of ten or more rooms. All requests within reason will be approved based on past requests and actual utilization. Penalties will apply for rooms not used. See cancellation and penalties outlined below.

Function Space

AAFP maintains control over the function space in the hotels within the AAFP housing block and convention center in order to preserve and protect an equitable exposition for attendees and exhibitors of the Assembly.  Requests to hold events must receive approval from the AAFP.

Send company name, booth number, desired hotel/location, date, time, anticipated attendance, attendee overview (type of attendees), and a brief description of the proposed function to Kristy Sloan at ksloan@aafp.org for more information.

Hotel Information

  • Blocks of rooms have been reserved for exhibitor usage at most major convention hotel properties.
  • Some hotels in the AAFP block are limited service properties. Since these hotels offer much smaller blocks, these reservations will be confirmed on a space available basis only.
  • Reservations require a credit card to guarantee the reservation. Credit cards will not be charged prior to scheduled arrival date.
  • For assistance with changes, cancellations, and room availability, continue to contact the AAFP/Experient Housing Service through October 3. Starting October 4, please contact the hotel directly with any changes or cancellations.
  • Names must be submitted for all rooms by September 19.

Headquarters Hotel

Marriott Marquis Washington DC(www.marriott.com)
901 Massachusetts Avenue NW
Washington, DC 20001

Room Change/Cancellation Policies

Important: All blocks are considered final as of September 19.

Room Blocks -- 10 or more rooms

In order to prevent attrition penalties to the AAFP, you will be required to utilize at least 85% of the total room block (total nights, not rooms) requested. Any cancellations or room night reductions received after September 19 will be counted as a room night that was not picked up and could lead to less than 85% pickup of your block.

For example: On September 19, you have 50 total room nights blocked. You will be required to pick up at least 43 room nights (50 x 85% = 43 room nights). If only 40 room nights are picked up, an attrition fee of 3 room nights multiplied by the nightly room rate will be payable to the AAFP.

If rooms are canceled less than 72 hours in advance of arrival, you would also be subject to the hotels cancellation penalty equal to one nights room and tax.

When canceling a reservation by telephone with the hotel, record the date, cancellation number, and the name of the person accepting the cancellation.

Room Blocks -- 9 or less rooms

Reservations may be canceled without charge up to 72 hours prior to guest’s scheduled arrival date. Failure to comply will result in forfeiture of deposit equal to one night’s room and tax.

When canceling a reservation by telephone with the hotel, record the date, cancellation number, and the name of the person accepting the cancellation.

Housing Solicitation
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 exhibiting experience a positive one, and we will vigorously pursue these organizations to prevent unauthorized contact.

Questions?

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