Space Assignments and Fees
Floor Plan Revisions
The Academy reserves the right to revise the floor plan in the event of conflicts regarding space requests or conditions beyond our control.
Eligibility to Exhibit
The Academy retains sole authority to determine the eligibility of any company or product to exhibit subject to the following.
The three categories of exhibits permitted at the Academy’s Scientific Assembly with additional specific requirements applicable of each category are as follows:
The three categories of exhibits permitted at the Academy’s Scientific Assembly with additional specific requirements applicable of each category are as follows:
- Products, which require approval of the Food and Drug Administration (FDA) for marketing, must receive FDA approval to be eligible to exhibit at the Assembly. Exhibitors may be required to show evidence of FDA approval. This requirement applies to medical devices, drugs, cosmetics, and other FDA-regulated products. In accordance with this policy, if non-FDA approved products or services, which require FDA approval, are exhibited, the Academy may deny installation privileges, or require removal, of the exhibit or discontinuance of any promotion wholly or in part.
- Exhibits promoting food products must not promote harmful or unhealthy products. If claims are made regarding the health benefits of a particular food product, the AAFP at its sole discretion may require that the potential exhibitor provide appropriate documentation to substantiate claims made.
- Other products and services not covered by A or B above which: (1) meet the standards of generally accepted medical practice or (2) are of interest to Assembly attendees because of their relevance to the clinical or socioeconomic aspects of the practice of medicine. At the Academy’s sole discretion it may require potential exhibitors of a product or service in this category to provide technical data and scientific documentation to substantiate the safety and effectiveness of the product or service, as well as the accuracy of the claims made regarding it. If the safety, effectiveness and accuracy of claims made for such product or service have not been demonstrated to the Academy’s satisfaction, the application to exhibit will not be accepted. (NOTE: Exhibits for nutritional or dietary supplements and vitamin preparations are not eligible unless the product is approved for marketing by the FDA or is efficacy and safety is substantiated by clinical studies acceptable to the AAFP – generally meaning studies that have independent support in authoritative, evidence-based medical literature. More specific guidelines are available from the AAFP. Applications and studies must be received by July 18, 2008 to allow sufficient time for review by the eligibility panel.)
The acceptance of a product or service for exhibit does not constitute an AAFP endorsement, nor a guarantee that the product or procedure is appropriate for the medical situations indicated.
Exhibits will not be accepted if the Academy deems them to include false or misleading statements.
Displays for tobacco products and alcoholic beverages will not be accepted.
No exhibit will be accepted if the Academy determines the exhibit is in poor taste, offensive to persons in attendance, promotes an activity that is unethical or illegal or in general, is not in keeping with the character and purpose of the Scientific Assembly.
The Academy may deny installation privileges or require removal of any exhibit or promotion (wholly or in part) that the Academy finds objectionable for the reasons stated above.
The AAFP follows the American Medical Association’s Code of Medical Ethics Opinion 8.063 regarding the sale of health-related products from physicians’ offices. Consequently, no exhibit will be accepted that promotes the sale of health-related products from physician’s offices unless documentation submitted with an exhibit application clearly meets the guidelines set forth in Opinion 8.063. Similarly, Code of Medical Ethics Opinion 8.03 prohibits physicians from placing their own financial interests above the welfare of their patients. In most instances the AAFP will not accept exhibits that offer referral or other fees to physicians in exchange for recommending products or services to patients.
Exhibits will not be accepted if the Academy deems them to include false or misleading statements.
Displays for tobacco products and alcoholic beverages will not be accepted.
No exhibit will be accepted if the Academy determines the exhibit is in poor taste, offensive to persons in attendance, promotes an activity that is unethical or illegal or in general, is not in keeping with the character and purpose of the Scientific Assembly.
The Academy may deny installation privileges or require removal of any exhibit or promotion (wholly or in part) that the Academy finds objectionable for the reasons stated above.
The AAFP follows the American Medical Association’s Code of Medical Ethics Opinion 8.063 regarding the sale of health-related products from physicians’ offices. Consequently, no exhibit will be accepted that promotes the sale of health-related products from physician’s offices unless documentation submitted with an exhibit application clearly meets the guidelines set forth in Opinion 8.063. Similarly, Code of Medical Ethics Opinion 8.03 prohibits physicians from placing their own financial interests above the welfare of their patients. In most instances the AAFP will not accept exhibits that offer referral or other fees to physicians in exchange for recommending products or services to patients.
Special Exhibit Areas
The Academy has designated the following special exhibit areas within the exposition hall. These areas are shown on your floor plan. If eligible, you may choose space in one of these areas or elsewhere on the exhibit floor.
- Medical Equipment/Device Exhibitors
- Computer-Related Exhibitors
- Non-Profit Exhibits (limited to non-profit organizations IRS Tax Code 501 [c] [3,4,6], special rates available*)
*If you choose not to be in this designated area, or your application is received after this area is filled, you may select space in the general exhibit area, however, the full booth space rate will apply.
Space Assignment
Initial Space Assignments
Island Booths
Initial space assignments for companies in island booths at the previous Assembly, based on AAFP’s priority point system, are made in September and on-site. To retain the space selected at the assigned time, a completed application and 10% deposit are due by January 4, 2008. Final payment is due April 11, 2008.
Linear Booths
Initial space assignments for companies in linear booths who exhibited the previous year will take place in January. These assignments will be based on AAFP’s priority point system. To benefit from your previously earned points, and from exhibiting at the previous Assembly, your application and 10% deposit must be received by January 4, 2008. Final payments are due April 11, 2008.
Secondary Space Assignments
Space for companies not exhibiting at the previous year’s Assembly, and exhibiting companies who were not able to participate in initial space assignments, may be done online starting February 5, 2008.
At this time, assignments are made on a first come, first serve basis.
Depending on the date you submit your space application; either a 10% deposit or full payment will be required. Please see deposit requirements for details.
(NOTE: It is your responsibility to notify the AAFP of any other company names under which your company may have accrued points. The organization name listed on your exhibit application is the name under which your company will appear in all AAFP printed material. AAFP cannot accept phone requests for exhibit space, nor can we call exhibitors if a requested space is unavailable.)
AAFP will continue to make assignments through Tuesday, September 16 as long as space is available. (Assuming the exhibiting company can ensure exhibit hall set-up by Wednesday, September 17.)
Tip for Requesting your Booth Space
Island Booths
Initial space assignments for companies in island booths at the previous Assembly, based on AAFP’s priority point system, are made in September and on-site. To retain the space selected at the assigned time, a completed application and 10% deposit are due by January 4, 2008. Final payment is due April 11, 2008.
Linear Booths
Initial space assignments for companies in linear booths who exhibited the previous year will take place in January. These assignments will be based on AAFP’s priority point system. To benefit from your previously earned points, and from exhibiting at the previous Assembly, your application and 10% deposit must be received by January 4, 2008. Final payments are due April 11, 2008.
Secondary Space Assignments
Space for companies not exhibiting at the previous year’s Assembly, and exhibiting companies who were not able to participate in initial space assignments, may be done online starting February 5, 2008.
At this time, assignments are made on a first come, first serve basis.
Depending on the date you submit your space application; either a 10% deposit or full payment will be required. Please see deposit requirements for details.
(NOTE: It is your responsibility to notify the AAFP of any other company names under which your company may have accrued points. The organization name listed on your exhibit application is the name under which your company will appear in all AAFP printed material. AAFP cannot accept phone requests for exhibit space, nor can we call exhibitors if a requested space is unavailable.)
AAFP will continue to make assignments through Tuesday, September 16 as long as space is available. (Assuming the exhibiting company can ensure exhibit hall set-up by Wednesday, September 17.)
Tip for Requesting your Booth Space
- Because assignments are made based on points earned from participation, new exhibitors are unlikely to receive assignments near highly popular exposition hall entrances.
- While the AAFP makes every effort to accommodate special requests, when you indicate competing companies or other companies you prefer not to be near, you limit your chance to getting a preferred booth location.
- The AAFP cannot guarantee a company’s booth will not be near a competitor or another preferred exhibitor.
Point System
The AAFP point system used to make booth assignments is based on (a) the number of years a company has exhibited at the Assembly, and (b) the number of booths taken during that time. Your application’s date of receipt is used to determine assignments only when there is a need to break a tie in points during initial assignments or determine priority for applications that are received after initial assignments.
In the event a company merger or acquisition, two options exist under the AAFP’s point system:
The AAFP point system used to make booth assignments is based on (a) the number of years a company has exhibited at the Assembly, and (b) the number of booths taken during that time. Your application’s date of receipt is used to determine assignments only when there is a need to break a tie in points during initial assignments or determine priority for applications that are received after initial assignments.
In the event a company merger or acquisition, two options exist under the AAFP’s point system:
- The controlling company may file only one application for all of the newly acquired companies under its “umbrella.” The controlling company would receive the points of the highest ranked company within the new structure. All other companies’ or division’s points return to zero. All booths must be listed under the company’s booth listing in the official program (50 word limit).
- The company may continue as though the merger or acquisition had not occurred, with each company or division submitting its own application and maintaining its original priority points. In this instance, each individual company/division may have its own booth listing in the official program.
Co-marketing
AAFP defines co-marketing as two or more companies developing, manufacturing, producing or distributing the same product. Space assignment will be based upon averaging the priority points of each exhibiting company. Companies submitting an application for co-marketing of products earn the standard priority points under the name that appears on the application. All involved entities must be identified on the application.
AAFP defines co-marketing as two or more companies developing, manufacturing, producing or distributing the same product. Space assignment will be based upon averaging the priority points of each exhibiting company. Companies submitting an application for co-marketing of products earn the standard priority points under the name that appears on the application. All involved entities must be identified on the application.
Booth Assignment Acceptance
- You must inform the Academy within one week after receipt of your booth space assignment if the assigned space is NOT acceptable.
- If it is not acceptable, the Academy retains a $100 processing fee for each 10’ x 10’ booth or equivalent, and refunds the remainder of the payment made.
Booth Relocation
The AAFP does not relocate booths. In the rare occasion when this would occur, exhibitors are notified with the reason. If the reassigned space is not acceptable, exhibitors have the option to cancel and receive a full refund.
Booth Locations near Educational Elements
In keeping with the Food and Drug Administration’s Draft Policy Statement on Industry-supported Scientific Educational Activities, the Academy makes every effort to ensure that exhibiting companies who are supporters of or have products related to CME programming are not assigned space adjacent to the educational activity.
Agencies Requesting Space for Clients
Agencies requesting space for a client must provide a letter of authorization from the client.
Subletting Space
Subletting booth space is not allowed. Two or more firms may not exhibit in the same single space without receiving Academy approval.
The AAFP does not relocate booths. In the rare occasion when this would occur, exhibitors are notified with the reason. If the reassigned space is not acceptable, exhibitors have the option to cancel and receive a full refund.
Booth Locations near Educational Elements
In keeping with the Food and Drug Administration’s Draft Policy Statement on Industry-supported Scientific Educational Activities, the Academy makes every effort to ensure that exhibiting companies who are supporters of or have products related to CME programming are not assigned space adjacent to the educational activity.
Agencies Requesting Space for Clients
Agencies requesting space for a client must provide a letter of authorization from the client.
Subletting Space
Subletting booth space is not allowed. Two or more firms may not exhibit in the same single space without receiving Academy approval.
Booth Prices
| 2008 Booth Prices | |
|---|---|
| 10’ x 10’ Non-profit Inline | $2,250* |
| 10’ x 10’ Non-profit Corner | $2,500* |
| 10’ x 10’ Inline | $2,600 |
| 10’ x 10’ Corner | $3,000 |
| 20’ x 20’ | $15,000 |
| 20’ x 30’ | $21,500 |
| 20’ x 40’ | $28,000 |
| 20’ x 50’ | $34,500 |
| 20’ x 60’ | $41,000 |
| 30’ x 50’ | $50,750 |
| 40’ x 50’ | $67,000 |
| 50’ x 50’ | $83,250 |
| 50’ x 60’ | $99,500 |
| 50’ x 70’ | $115,750 |
*A special non-profit exhibit area with discounted booth space is available. This area is limited to non-profit organizations, IRS tax code 501 [c] [3, 4, and 6]. If you choose not to be in the designated area, or if your application is received after this area is filled, you may select space in the general exhibit area, however, the full booth space rate will apply. |
|
Deposit Requirement
All companies requesting space must submit a deposit. The deposit and payment schedule is as follows:
| Applications submitted: | |
| September 2007 - April 10, 2008 | 10% deposit |
| April 11, 2008 and later | Full payment |
Full Payment Policy
- Full payment is due upon notification of your space assignment and receipt of the AAFP invoice.
- If full payment is not received, your space may be reassigned and any partial payment retained by the Academy. In addition, the prospective exhibitor is responsible for paying any remaining balance and not eligible to exhibit at future Academy meetings until the balance is paid.
- For booth space requests made after April 11, 2008, full payment must accompany the application.
Responsibility for Outstanding Invoices
All outstanding AAFP invoices must be paid before exhibit space can be assigned.
Method of Payment
Checks for deposit and final payment should be made payable to AAFP and sent to:
Exhibit Sales
American Academy of Family Physicians
11400 Tomahawk Creek Parkway
Leawood, KS 66211-2672
The AAFP will accept credit card payments for booth space. We accept MasterCard, Visa, American Express and Discover.
No-Shows
A company that reserves booth space and fails to inform AAFP in writing of its plans not to attend:
All outstanding AAFP invoices must be paid before exhibit space can be assigned.
Method of Payment
Checks for deposit and final payment should be made payable to AAFP and sent to:
Exhibit Sales
American Academy of Family Physicians
11400 Tomahawk Creek Parkway
Leawood, KS 66211-2672
The AAFP will accept credit card payments for booth space. We accept MasterCard, Visa, American Express and Discover.
No-Shows
A company that reserves booth space and fails to inform AAFP in writing of its plans not to attend:
- Automatically forfeits all priority points earned over the past five years,
- May not be permitted to participate in future AAFP exhibitions, and
- Forfeits 100% of the total cost of the exhibit space assigned.
Cancellation Policy
- Application withdrawals or cancellations received on or before April 11 will result in forfeiture of 10% per 10’ x 10’ booth or equivalent.
- Cancellations after April 11, but before June 12 will result in 50% forfeiture of the total cost of the exhibit space assigned.
- Cancellations on or after June 13 will result in 100% forfeiture of the total cost of the exhibit space assigned.
- All cancellations must be received in writing at the AAFP headquarters.
- It is your responsibility to cancel any other arrangements made in connection with exhibiting, including hotel reservations, requests for the services of official vendors, etc.
- Also refer to Booth Assignment Acceptance.
Rules & Regulations
