Exhibit Service Manual

Questions?

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

Each 10' x 10' booth at National Conference includes:

  • gray booth carpet
  • one draped table
  • two side chairs
  • one wastebasket
  • 8' black/white/black back drape
  • 3' black side drape
  • 7" x 44" booth ID sign

Official vendor order forms and online ordering links are listed below to order additional booth furnishings, catering, lead retrieval, electrical, internet, etc.

Audiovisual

PSAV is the official vendor for all your audio-visual needs.

View PSAV order sheet(1 page PDF) or online order link(psav.boomerecommerce.com).

Booth Furnishings

Fern Exposition Services, LLC is the official contractor to order additional booth furnishings, porter/cleaning services, signage, or view shipping instructions, and more.

View Fern Exposition Services, LLC order forms(47 page PDF) or order online(oe.fernexpo.com).

Catering

If you would like to distribute food and/or non-alcoholic beverages from your assigned booth space, you must receive approval from the AAFP and Aramark, the Kansas City Convention Center's exclusive caterer.

Contact Kristy Sloan, AAFP (ksloan@aafp.org). Contact Linda Shields, Aramark (shields-linda@aramark.com),  816-221-2737.

View Aramark Catering Menu(3 page PDF) and Exhibitor Sampling Form(1 page PDF).

Electrical

Green Wave Technology is the official electrical vendor.

View Green Wave order sheet(1 page PDF) or online order link(www.greenwavetechnology.net) to order electricity for your booth.

Exhibitor Badges

Exhibitor badge registration is open(registration.experientevent.com). The password was sent with the booth confirmation email.

Exhibitors are allowed six complimentary badges per 10' x 10' exhibit space. Additional badges over your complimentary allotment are $255 and will be invoiced after the conference to the exhibiting program/company.

Exhibitor-Designated Contractor

Exhibitors using an exhibit service firm other than the official contractor (Fern Exposition Services, LLC) must abide by all AAFP and Kansas City Convention Center terms and conditions. All exhibitor designated contractors must submit a valid certificate of insurance through the Exhibitor Login by June 1, 2017.

Exposition Hall Colors

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

Floral

Plants and floral as booth decor may be ordered through Fern Exposition Services, LLC.

View Fern Exposition Services, LLC order forms(47 page PDF) or order online(oe.fernexpo.com).

Installation & Dismantling

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

Installation
Thursday, July 27, 2017
9:00 a.m. - 5:00 p.m. CST
The AAFP reserves the right to assign labor to set up any display that is not in the process of being erected by 4:00 p.m. The charge for this labor will be paid by the exhibitor.

Dismantling
Saturday, July 29, 2017
1:00 p.m. - 3:00 p.m. CST
Although breakdown extends for two hours, exhibitors are instructed to take all items of value with them as they exit the hall.

To maintain show integrity, dismantling or packing of materials/supplies may not begin until 1:00 p.m. on Saturday, July 29. Exhibitors are expected to make their airline reservations in accordance with this regulation. Violators are subject to the violations in the NC Terms & Conditions.

Insurance Requirements - NEW in 2017

Due June 1, 2017 - Per the NC Terms & Conditions, Exhibitor shall, at its sole cost and expense, procure and maintain in full force and effect, throughout the term of the Agreement, insurance coverage. View full details for Insurance Requirements. Upload certificate of insurance through the Exhibitor Login.

Internet/Telecommunications

Green Wave Technology is the official internet/telecommunications vendor.

View Green Wave order sheet(1 page PDF) or online order link(www.greenwavetechnology.net) to order internet for your booth.

Kansas City Convention Center

The 2017 National Conference of Family Medicine Residents and Medical Students will be held in Halls B, C, and D of the Kansas City Convention Center(www.kcconvention.com) in Kansas City, MO.

Labor

Hire labor to install and/or dismantle your booth through Fern Exposition Services, LLC.

View Fern Exposition Services, LLC order forms(47 page PDF) or order online(oe.fernexpo.com).

Lead Retrieval

Back by Popular Demand! AAFP will provide at no cost to you one complimentary lead retrieval mobile SWAP activation per online exhibitor agreement. Additional activations are available for a discounted price.

View the Experient lead retrieval order form(1 page PDF).

Experient is the official lead retrieval vendor to order the complimentary activation and/or additional activations.

Lunches

Lunch items will be available for purchase in the south end of the Exposition Hall.

Porter/Cleaning

While your booth price does include a wastebasket, it does not include porter service. If you would like your wastebasket emptied each day, you must order porter service from the AAFP's official contractor, Fern Exposition Services, LLC. If you have giveaways that generate trash, you will need to order porter service to remove your empty cartons and/or containers.

View Fern Exposition Services, LLC order forms(47 page PDF) or order online(oe.fernexpo.com).

Pre-Show Mailing List

The pre-show mailing list is complimentary to NC exhibitors. This file includes residents and medical students registered as an attendee who haven't "opted out" of receiving advance mailings. This file includes name, and mailing address.

Submit the NC Pre-Registrant List Request Form(1 page PDF) before June 29, 2017.

Prizes

Prize drawings help move traffic through the expo hall. Fifteen (15) exhibit supporters will be selected in a lottery drawing on May 26, 2017. Residents and students visit booths to receive a stamp on their prize card to enter to win 1 of 8 prizes valued at $500.

Submit the Exhibitor Prize Form(1 page PDF) before May 26, 2017 to be included in the lottery.

Security

The AAFP provides general security on a 24-hour basis from Thursday, July 27, 2017 through Saturday, July 29, 2017. However, the AAFP cannot guarantee or be held responsible against loss or damage. For this reason, we recommend you do not place products or other items of value on display in your booth(s) until your program/company representatives are in attendance.

Service Desk

The exhibit service desk will be located in the northeast corner of the Exposition Hall and open Thursday, July 27, 2017 through Saturday, July 29, 2017. Exhibitors may verify, check, and adjust their requirements for installation, furniture, electrical, internet, lead retrieval, shipping, and other auxiliary services.

Shipping

View Fern Exposition Services, LLC order forms(47 page PDF) or order online(oe.fernexpo.com) for more details regarding material handling/shipping or contact James Knudtson at jknudtson@fernexpo.com or (816) 221-0525.

Shipping Direct to Show Site
TO: (Exhibiting Program/Company Name)
c/o Fern
KCCC - Bartle Hall
301 West 13th Street - West Dock
Kansas City, MO 64105

AAFP National Conference 2017
Booth Number:

Cannot Arrive Before Thursday, July 27, 2017

Shipping to Advance Warehouse
TO: (Exhibiting Program/Company Name)
c/o Fern
YRC
3500 Booth Street
Kansas City, MO 64129

AAFP National Conference 2017
Booth Number:

Must Arrive Between June 26 - July 21, 2017

Utilities

Green Wave Technology will manage all your utility needs.

View Green Wave order sheet(1 page PDF) or online order link(www.greenwavetechnology.net) to order utilities for your booth.