Exhibitor Registration and Housing

Exhibit Staffing

Exhibits are open and must be staffed at the following times:

• Friday, October 27 (5–7:30 p.m.) | The Xchange Grand Opening
• Saturday, October 28 (11 a.m.–5 p.m.)
• Sunday, October 29 (9:45 a.m.–1:30 p.m.)

Please make your airline reservations in accordance with this policy. If you are the sole person at your booth, you may, of course, take brief breaks.

After-hours Admission to The Xchange

During show days, exhibit personnel wearing an AAFP FMX badge may enter The Xchange one hour prior to floor opening and remain there until one hour after it closes.

Room Blocks

Exhibitor Housing Regulations

Important: All room blocks are considered final as of September 1, 2023.

10 or more rooms

To prevent attrition penalties to the AAFP, requesting organizations must use at least 85% of the total room block (total nights, not rooms) requested. Any cancellations or room night reductions received after September 1, 2023, will be counted as a room night that was not picked up and could lead to less than 85% pickup of your block.

For example, if as of September 1, 2023, you have 50 total room nights blocked, you must pick up at least 43 room nights (50 x 85% = 43 room nights). If you only pick up 40 room nights, you must pay the AAFP an attrition fee of 3 room nights multiplied by the nightly room rate.

If you cancel rooms less than 72 hours in advance of arrival, you are also subject to the hotel’s cancellation penalty equal to one night’s room and tax.

When canceling a reservation by telephone with the hotel, be sure to record the date, cancellation number, and name of the person accepting the cancellation.

9 or less rooms

You may cancel reservations without charge up to 72 hours before a guest’s scheduled arrival date. Failure to comply will result in forfeiture of deposit equal to one night’s room and tax.

When canceling a reservation by telephone with the hotel, be sure to record the date, cancellation number, and name of the person accepting the cancellation.

Maritz is the official AAFP Housing Bureau. As FMX 2023 approaches, you may be the target of unauthorized hotel/housing poachers who claim to be partners or providing services on behalf of the AAFP.

The AAFP works to prevent the unauthorized contact of the AAFP community as well as the inappropriate use of both AAFP attendees’ and exhibitors’ names. Please be assured that the AAFP is firmly committed to providing quality services to make your exhibiting experience a positive one, and we will vigorously pursue these housing pirates to prevent unauthorized contact.

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Badge Information

Booth personnel may not enter The Xchange without an AAFP FMX official badge. This applies to all exhibitors and other personnel, such as models or temporary personnel. Personnel identification is required.

All badges must be picked up at Registration in the McCormick Place Convention Center. Individuals requesting badges onsite may be required to show a business card and/or personal identification. Badges will not be mailed in advance of FMX.

Badges are the property of the AAFP and must be relinquished upon request. Failure to comply constitutes a violation of the AAFP FMX Exhibitor Agreement Terms and Conditions.

Register your booth personnel >

Badge Fees

FMX exhibitors may register up to 4 booth personnel badges for each 10’ x 10’ booth or equivalent. Requests for more than 4 per 10’ x 10’ booth, requires AAFP approval.

Companies who have requested more than their allotted number of exhibitor badges will be charged $995 per additional badge/person. This assessment will be made following the AAFP FMX based on a final badge count. Please return unused badges to exhibitor registration before 4:30 p.m., Monday, October 30, 2023.

Register your booth personnel >

Models or Temporary Personnel

If your company orders models or other temporary personnel, please provide them with the correct company name, booth number, and onsite contact name. No one can enter The Xchange without an official badge. Badges will not be issued unless we can verify a connection with a legitimate exhibiting company.

Register your booth personnel >

Guest Policy

AAFP FMX Exhibitor Agreement Terms and Conditions state only qualified prospects can access The Xchange. Badges will not be issued to representatives of leasing companies, financial institutions, suppliers, vendors, and others wishing to make business contacts, nor to exhibitors’ family and guests.