Planning Your Event
The following information will help you as you plan your event.
Hotel Selection
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.
On-Site Registration and Food Service
Registration and food service at the event location may open 30 minutes prior to the approved start time. On-site registration is managed by the sponsor or activity organizer.
Food, Beverage and Entertainment
Modest food and beverage activities may be planned in conjunction with a Satellite Promotional event. The value of the event must be modest (generally less than $100 per attendee in market value), and the event should facilitate discussion among attendees and/or experts in an “Ask the Expert” or poster session. No entertainment, live or otherwise, may be offered before, during or after the event.
Signage
Signs may be placed throughout the hotel, with the hotel’s permission, where the function is being held. Signs may not be placed inside or around the convention center or at hotels where the event is not taking place.
Distribution of invitations, tickets, etc., may only take place as noted in the Advertising Opportunities page or at the supporter's exhibit booth. Any other form of distribution (including from hotel or convention center lobby, etc.) is not permitted. This includes, but is not limited to, hand distribution of invitations or button-holing physicians at hotels or convention center.
Exhibit Booth
Booth representatives may distribute invitations, tickets, etc., from within the exhibit space assigned to the supporter.
Supporter(s) of the event must exhibit at the 2008 AAFP Exposition in a minimum 400 square foot space. If the event has more than one supporter, only one is required to exhibit.
Transportation/Shuttle Service
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.
On-Site Materials
No CME enduring materials may be distributed in conjunction with a Promotional event.
On-Site Monitoring
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.
Post-Event Materials
Sponsors must provide a copy of all handouts, copies of slides and the number of participants in attendance to the AAFP by October 1, 2008 for the post-event review process.
