Exhibitor FAQs

• When and where is the National Conference of Family Medicine Residents and Medical Students?
• How do I reserve a booth?
• How much does a booth cost?
• Can I share a booth with another company/program?
• What if I have to cancel?
• How do I get my company information in the Official Program & Exhibit Guide?
• What advertising/marketing opportunities are available?
• How do I collect sales leads?
• Can I conduct a drawing from my booth?
• Can I offer clinical testing in my booth?
• Who is the official contractor?
• What are the 2013 show colors?
• How do I order booth furnishings, electrical/internet services, etc.?
• When is installation? Dismantling?
• Shipping: Where do I send my freight?
• How do I request badges?
• How do I book hotel rooms?

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

Thursday, August 1 - Saturday, August 3, 2013
Kansas City Convention Center(www.kcconvention.com)
301 West 13th Street
Kansas City, MO 64105

How do I reserve a booth?

View the 2013 floor plan to select your booth space. Then complete the Exhibit Contract (available online January 30, 2013).

Contact Michele Staus in Exhibit Sales at (913) 906-6297 or mstaus@aafp.org for more information.

How much does a booth cost?

Booth pricing varies depending on size. View the 2013 Booth Prices.

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.

New for 2013: No more than two residency programs may share one 10' x 10' booth.

Contact Michele Staus in Exhibit Sales at (913) 906-6297 or mstaus@aafp.org for more information.

What if I have to cancel?

Cancelations must be received in writing and fees may apply. For complete details, see the Cancelation 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 a log-in, password, and instructions for submitting your booth information. To be included in the Official Program & Exhibit Guide, your print profile (booth description) and product/program categories must be entered by 5:00 p.m. CDT on June 7, 2013. After this date, your company/program name and booth number will appear in an addendum at the entrance to the Exposition Hall.

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, and more. For more information, contact Michele Staus in Exhibit Sales at (913) 906-6297 or mstaus@aafp.org, or view the 2013 Sales Prospectus/Marketing Opportunities Rate Card(6 page PDF).

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. Two-thirds of attendees took advantage of this complimentary opportunity in 2012.

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 2013 National Conference, take advantage of the pre-show attendee excel 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. View the order form.

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, Exhibit Manager (ksloan@aafp.org), in writing, prior to July 8, 2013. For more information, see Clinical Testing/Hazardous Waste Disposal.

Who is the official contractor?

The official contractor for the 2013 National Conference is Freeman.

View the online service manual for information about shipping, ordering additional furnishings, electrical/Internet services, and more.

What are the 2013 show colors?

• Aisle Carpet: Tuxedo
• Booth Carpet: Gray
• 8' Back Drape: Black, White, Black
• 3' Side Drape: Black
• Table Drape: White

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, white, black back drape, one white draped table, two side chairs, one wastebasket and a 7' x 44" booth ID sign.

View the online service manual for order forms for additional furnishings, electrical/Internet services, floral, and more.

When is installation? Dismantling?

Installation
Thursday, August 1, 2013: 9:00 a.m.- 5:00 p.m.
All crates must be removed by 4:00 p.m. due to the Grand Opening at 5:00 p.m.

Dismantling
Saturday, August 3, 2013: 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?

We recommend your shipment be delivered on Thursday, August 1, 2013. All shipments must be consigned to the AAFP’s official material handling contractor, Freeman(www.freemanco.com), for delivery either to Freeman's warehouse in advance or to the Kansas City Convention Center. Detailed shipping instructions are available in the online service manual.

How do I request badges?

Request badges through the online Badge/Exhibit Personnel Registration System.

Note: Exhibitors are allowed six complimentary badges per 10' x 10' booth. Companies/Programs that exceed the badge allotment will be invoiced $230 per badge following the conference.

How do I book hotel rooms?

Reserve hotel rooms for exhibit personnel.

Attention National Conference Exhibitors:
As the 2013 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.