Planning Your Event

The following information will help you as you plan your event.

All Satellite events must be held in hotel meeting space. Hotels will not assign space for Satellite events without a copy of the AAFP approval letter. The AAFP does not hold space at hotels, therefore, you may contact your preferred hotel directly to make arrangements for your event. See San Diego Hotel Map.

Food service at the event location may open 30 minutes prior to the approved start time.

Modest food and beverage activities (generally less than $100 per attendee in market value) with taped or recorded music may be planned. However, the food and beverage activities cannot compete with nor take precedence over the amount of time devote to genuine focus group work. No entertainment or performance, live or otherwise, may be offered before, during or after the event.

Since AAFP shuttles do not run for Satellite events, it is at the sponsor’s discretion to provide transportation for Satellite attendees. AAFP highly recommends that event organizers provide transportation to and from their event. Members have mentioned in Assembly evaluations that they like transportation provided to and from Satellite events. Sponsors may wish to highlight that transportation will be provided for attendees in promotional materials. Transportation may not originate from the convention center.

A physician monitor representing the AAFP will attend the Satellite event to audit for compliance with guidelines. Monitors will act as silent observers and will evaluate the event for compliance.