To assist you in your planning we have compiled important information below:
FAQs
Where & when is the Assembly?
The Assembly will be held at the San Diego Convention Center, 111 W. Harbor Drive, San Diego, CA 92101
The exhibit dates are September 18-20, 2008.
The exhibit dates are September 18-20, 2008.
How do I reserve a booth?
Booth reservation information will be available February 5.
How much does a booth cost?
Booth pricing varies depending on size. View the complete Booth Pricing Chart.
Can I share a booth with another company?
Two or more firms may not exhibit in the same single space without Academy approval.
What if I have to cancel?
Cancellations must be received in writing; cancellation fees may apply. See the Cancellation Policy for more information.
What are dedicated exhibit hall hours?
Dedicated exhibit hall hours are periods of time in which no activities are taking place outside the exhibit hall. Dedicated hours are from 11:00 – 2:00 on Thursday, Friday and Saturday.
How do I get my company information in the exhibit guides?
Once your booth space has been assigned, you will receive an e-mail with a log-in, password and instructions for submitting your booth information. This information must be received by May 19 to be included in the exhibit guide. See Booth Descriptions for more information.
Can I purchase the attendee list?
Yes, you can purchase the pre-show attendee mailing list and/or the post-show attendee mailing list (available in July). If you have questions contact INFOCUS.
Do you allow satellite events?
Yes, please visit Satellite Events for information.
Can I offer education or distribute CME in my booth?
Companies with island booths may provide formal in-booth education within their exhibit space. Because of space constraints, companies with in-line space may not hold formal presentations.
In-booth education is not eligible for CME credit.
Companies providing in-booth education must display a sign that reads:
This educational session does not qualify for CME credit.
Companies choosing to provide in-booth education must inform the Exhibit Manager, in writing, no later than June 25.
An exhibitor cannot distribute CME materials unless the exhibitor is the CME provider (in accordance with 4.5 ACCME standards).
In-booth education is not eligible for CME credit.
Companies providing in-booth education must display a sign that reads:
This educational session does not qualify for CME credit.
Companies choosing to provide in-booth education must inform the Exhibit Manager, in writing, no later than June 25.
An exhibitor cannot distribute CME materials unless the exhibitor is the CME provider (in accordance with 4.5 ACCME standards).
Can I offer clinical testing in my booth?
Yes, however, exhibitors wishing to conduct clinical tests in their booths must request permission from the Exhibit Manager, in writing, prior to June 25. See Booth Activities for more information.
Can I have a celebrity in my booth?
Yes, however, exhibitors using celebrities for in-booth promotions must request permission, in writing, from the Exhibit Manager prior to July 15. Your request should include the celebrity’s name and the dates and times he or she will appear in your booth. See Booth Activities for more information.
Do you have a press room?
The AAFP Press Room is not available for exhibitor press conferences. See Media Guidelines for more information.
Do you allow hanging signs, safety cabling, par lighting, or gobo lights?
Hanging signs and hanging materials, including truss lighting, are not allowed.
Is there a locked security area?
The Academy provides a locked security area at the San Diego Convention Center with 24-hour guard service beginning at 12:00 p.m. on Monday, September 15, until 12:00 p.m. on Sunday, September 21. Check at the FREEMAN Service Center for the exact location. However, the AAFP cannot guarantee or be held responsible against loss or damage. For this reason, we recommend that you do not place products or items of value on display in your booth(s) until company representatives are in attendance.
Who are the official contractors?
The official contractors are available May 1, and will be listed under Contractors in the Rules and Regulations.
How do I order booth furnishings, electrical services, Internet, etc?
Information on ordering these services will be included in the Service Manual, which will be available online by May 1.
Can I use a contractor other than the official contractor?
Exhibitors using an exhibit service firm other than the official contractor must abide by the regulations outlined in the Contractors section of the Rules and Regulations.
When are installation and dismantling?
Installation Dates & Times:
Monday, September 15
8:00 a.m. – 5:00 p.m.
Tuesday, September 16
8:00 a.m. – 5:00 p.m.
Wednesday, September17
8:00 a.m. – 3:00 p.m.
Dismantling Dates & Times:
Saturday, September 20
2:30 p.m. – 9:00 p.m.
Sunday, September 21
8:00 a.m. – 5:00 p.m.
Monday, September 22
8:00 a.m. – 5:00 p.m.
Monday, September 15
8:00 a.m. – 5:00 p.m.
Tuesday, September 16
8:00 a.m. – 5:00 p.m.
Wednesday, September17
8:00 a.m. – 3:00 p.m.
Dismantling Dates & Times:
Saturday, September 20
2:30 p.m. – 9:00 p.m.
Sunday, September 21
8:00 a.m. – 5:00 p.m.
Monday, September 22
8:00 a.m. – 5:00 p.m.
Do you offer lead retrieval?
Lead retrieval machines are available from our contractor. The form to request these services will be available in the Service Manual, available online by May 1.
Where do I send my freight?
We recommend product and giveaways not be delivered to your booth until Wednesday, September 17. All shipments must be consigned to the Academy’s official material handling contractor, FREEMAN, for delivery either to FREEMAN’s warehouse or the San Diego Convention Center. See Shipping Instructions in Rules and Regulations for more information.
How do I order badges?
Information on ordering badges will be available online in the Service Manual by May 1.
How do I book hotel rooms?
Is there a shuttle?
Exhibitors are welcome to ride the free convention shuttle running Tuesday, September 16, through Sunday, September 21. Consult an on-site shuttle schedule for details.
Who do I contact on-site for help?
The Scientific Assembly Exhibit Manager and Floor Managers will be on-site to assist you at Assembly. The Show Manager office location will be included in the August Exhibitor Update and posted online as soon as it is available.
