Exhibitor FAQs

When and where is the National Conference of Family Medicine Residents and Medical Students?

Thursday, August 7 - Saturday, August 9, 2014
Kansas City Convention Center(www.kcconvention.com)
301 West 13th Street
Kansas City, MO 64105

How do I reserve a booth?

View the 2014 floor plan and Exhibit Contract(3 page PDF).

Exhibit space assignments are open.

Contact AAFP Exhibit Sales at (800) 274-2237 or exhibits@aafp.org for more information.

How much does a booth cost?

Booth pricing varies depending on size and type of exhibitor.

Residency Program/Non-profit Organization*

  • $1050 per 10' x 10' inline/corner

Health Care Products/Services

  • $1450 per 10' x 10' inline
  • $1750 per 10' x 10' corner

Questions regarding booth pricing?  Please contact AAFP at exhibits@aafp.org.

* All non-profit organizations must provide supporting documentation of their 501(c)(3) status.

Can I share a booth with another company/program?

Two or more health care products/services or non-profit exhibitors may not exhibit in a single space.

No more than two residency programs may share one 10' x 10' booth.

Contact AAFP Exhibit Sales at (800) 274-2237 or exhibits@aafp.org for more information.

What if I have to cancel?

Cancellations must be received in writing and fees will apply. View the 2014 cancellation policy.

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

Once your booth space has been assigned, you will receive an email with the Exhibit Login link, password, and instructions for submitting your booth information to be included in the mobile app, online and Official Program & Exhibit Guide. To be included in the Official Program & Exhibit Guide, your print profile (booth description), product/program categories, and residency by State information must be entered by June 20, 2014.

What advertising/marketing opportunities are available?

National Conference offers many advertising/marketing opportunities including the Official Program & Exhibit Guide, comfort station sponsorship, registration bags, banners, lanyards, mobile app and more. For more information, contact Exhibit Sales at (800) 274-2237 or exhibits@aafp.org.

How do I collect sales leads?

A label station will be placed in the registration lobby for residents and students to print personalized labels in place of business cards. Over half of attendees took advantage of this opportunity in 2013.

As an exhibitor, you will receive a hard copy attendee list in your booth that includes the registered attendee's name, city, state and registration type. Collect the personalized labels from attendees to capture your leads and follow-up after the conference.

Another great opportunity and complimentary to exhibitors of the 2014 National Conference, take advantage of the pre-show attendee file to do a pre-show mailing letting the residents and students know you are exhibiting. This is an excellent way to help generate traffic to your booth. The order form will be available in the online service manual March 20, 2014.

Can I conduct a drawing from my booth?

Exhibitors may conduct drawings/raffles within their assigned booth space during and after National Conference. Exhibitors are responsible for notifying the winners and are asked to follow the AAFP guidelines on gifts to physicians(1 page PDF). Items must pertain to resident or medical student use in his/her practice or school.

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 (ksloan@aafp.org), in writing, prior to July 9, 2014. For more information, see Clinical Testing/Hazardous Waste Disposal.

Who is the official contractor?

George Fern Expo Services is the official contractor for the 2014 National Conference. View the online service (Password: aafp14) for shipping instructions, ordering additional furnishings, electrical/Internet services, and more.

What are the 2014 show colors?

  • Booth Carpet: Gray
  • 8' Back Drape: Black, White, Black
  • 3' Side Drape: Black
  • Table Drape: White or Black (depending on aisle)

How do I order booth furnishings, electrical/internet services, etc.?

Each 10' x 10' booth is furnished with gray carpet, 3' black side drape, 8' black and white back drape, one white draped table, two side chairs, one wastebasket and a 7' x 44" booth ID sign.

The online service manual (Password: aafp14)includes order forms for additional furnishings, electrical/Internet services, floral, and more.

When is installation? Dismantling?

Installation
Thursday, August 7, 2014: 9:00 a.m.- 5:00 p.m.
All crates must be removed by 4:00 p.m. due to the Expo Hall Grand Opening at 5:00 p.m.

Dismantling
Saturday, August 9, 2014: 1:00 p.m. - 3:00 p.m.
Although breakdown extends over two hours, exhibitors are instructed to take all items of value with them as they exit the Exposition Hall. Dismantling (pipe and drape, chairs, draped tables, etc.) will begin at 1:00 p.m.

For safety reasons, children under 18 are not allowed in the Exposition Hall during installation or dismantling. No exceptions due to heavy equipment.

Shipping: Where do I send my freight?

Shipping instructions in advance or direct to show site are available in the online service manual (Password: aafp14) .

How do I request badges?

Exhibitor registration is open. Login passwords were sent with your booth confirmation email.

Note: Exhibitors are allowed six complimentary badges per 10' x 10' booth. Companies/Programs that exceed the badge allotment will be invoiced the additional badge fee of $240 following the conference.

How do I book hotel rooms?

Exhibitor housing is open.

Attention National Conference Exhibitors:
As the 2014 National Conference 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 AAFP attendees' and exhibitors' names. Please be assured that AAFP is firmly committed to providing quality services to give you and your booth personnel a positive experience, and we will vigorously pursue these organizations to prevent unauthorized contact.

Questions?

For information about exhibit sales or marketing opportunities, please contact:
exhibits@aafp.org or (800) 274-2237

For information about exhibit logistics and on-site questions, please 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