FAQs

When and where is the 2019 AAFP FMX?

The 2019 AAFP FMX will be held at the Pennsylvania Convention Center(www.paconvention.com) in Philadelphia, PA. The Exposition will be in Halls C, D, and E.

  • Meeting dates: September 24-28, 2019
  • Exhibit dates: September 25-27, 2019

How do I reserve a booth?

View the online Exhibitor Agreement and Live Floorplan to sign up to exhibit.

How much does a booth cost?

View 2019 FMX booth pricing.

Can I share a booth with another company?

Two or more firms may not exhibit in the same single space.

What if I have to cancel?

Cancellations must be received in writing and addressed to the Exhibit Manager.

  • Before March 29, 2019 - Exhibitor forfeits 50% of total cost for exhibit space assigned.
  • On or After March 29, 2019 - Exhibitor forfeits 100% of total cost for exhibit space assigned.

How do I input my company information for attendee promotion?

Once your booth has been assigned, your Exhibitor Agreement contact will receive an email with the Exhibitor Login and password with instructions for submitting your booth information to be included in the live floor plan and FMX mobile app. These include booth description, product category, and new to show listing (if applicable).

The on-site Exhibit Guide piece will include alpha exhibit list with booth number and product category listings (if entered by the July 30, 2019 deadline).

Booth descriptions should be factual for promotion purposes. Copy will be reviewed and edited at the discretion of the AAFP for all promotion.

Can I purchase the attendee list?

Yes, as an exhibitor you may rent the pre-show attendee mailing list and/or the post-show attendee mailing list from the AAFP's official list provider, InFocus. View the sponsorship opportunities to select the Attendee Registration Direct Mail File.

Can I offer education or distribute CME in my booth?

Companies with island booths (20' x 20' or larger) may provide formal in-booth education within their assigned exhibit space. Because of space constraints, companies with less than 20' x 20' size 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 Kristy Sloan at ksloan@aafp.org, in writing, no later than July 30, 2019.

An exhibitor cannot distribute CME materials unless the exhibitor is the CME provider (in accordance with 4.5 ACCME standards) and then only from their assigned booth space.

Can I offer clinical testing in my booth?

Yes, however, exhibitors wishing to conduct clinical testing in their booths must follow all state and local health regulations regarding hazardous waste disposal and request permission from Kristy Sloan at ksloan@aafp.org, in writing, prior to July 30, 2019. View the AAFP FMX Exhibitor Agreement Terms and Conditions for more details on hazardous waste disposal.

Can I have a celebrity in my booth?

Yes, however, exhibitors using celebrities for in-booth promotions must request permission, in writing, from Kristy Sloan at ksloan@aafp.org prior to July 30, 2019. Your request should include the celebrity’s name and the dates and times he/she will appear in your booth.

Do you have a press room?

The AAFP FMX is not open to media. We appreciate your continued interest in family medicine. Please contact the AAFP Public Relations Department at (800) 274-2237, ext. 6051 for further assistance.

Do you allow hanging signs, safety cabling, par lighting, or gobo lights?

Hanging signs are allowed for island exhibitors (20 x 20 or larger) within the 20' height restriction. Please contact Kristy Sloan at ksloan@aafp.org for more information regarding hanging signs, truss, par or gobo lighting, and safety cabling regulations. View the exhibit service manual.

Is there a locked security area?

The AAFP will provide a locked security area at the Pennsylvania Convention Center with 24-hour guard service beginning at 8 a.m. on Monday, September 23, 2019 until 5 p.m. on Saturday, September 28, 2019.

NOTE: 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?

Freeman Decorating is the AAFP's official service contractor. The online exhibit service manual is available to order booth furnishings, carpet, shipping, electrical, internet, lead management, catering, security, floral, etc.

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 Insurance Requirements in the AAFP FMX Exhibitor Agreement Terms and Conditions. The deadline to notify AAFP and submit the valid Certificate of Insurance is July 30, 2019. After this date exhibitors must use the AAFP Official Contractor, Freeman, or their own full-time employees.

How do I order booth furnishings, electrical services, internet, lead management, etc?

Information on ordering these services is available in the online exhibit service manual.

When is installation and dismantling?

Installation 
Installation: Monday, September 238 a.m. - 5 p.m.
Installation: Tuesday, September 248 a.m. - 5 p.m.
Installation: Wednesday, September 258 a.m. - 4:30 p.m.*
Dismantling 
Dismantling: Friday, September 273:30 – 7 p.m.**
Dismantling: Saturday, September 28
8 a.m. – 5 p.m.

*Aisles must be clear of all boxes, skids, crates, palates, trash, materials, etc. by 1:00 p.m. to allow the official contractor to clean/vacuum for the Expo Grand Opening.

**Equipment (ladders, job boxes, carts, forklifts, etc.) may not be brought into the Exposition Hall until 30 minutes after the close of the show on September 27, 2019 to give attendees time to exit the hall.

IMPORTANT REMINDER: For safety reasons, children under 18 are not allowed in the Expo Hall during installation or dismantling due to heavy equipment.

Do you offer lead management?

Lead management is available through Experient. The attendee badge contains a barcode/QR code which holds the attendee name and mailing address. The AAFP privacy policy does not permit the inclusion of phone numbers. An email address may be included at the discretion of the attendee, but is not guaranteed. The lead management order form is available in the online exhibit service manual.

Where do I send my freight?

We recommend product not be delivered to your booth until Tuesday afternoon or Wednesday morning. All shipments must be consigned to the AAFP’s official material handling contractor, Freeman, for delivery either to Freeman’s warehouse or the Pennsylvania Convention Center. View detailed shipping instructions and how to label your materials in the online exhibit service manual.

How do I order badges and/or book hotel rooms?

Exhibitor Badge Registration and Housing is open(registration.experientevent.com). One system to manage your exhibitor badges and/or book your booth personnel hotel rooms in Philadelphia.

Exhibitors receive 4 complimentary badges per 10' x 10' booth. Companies exceeding this allotment will be invoiced the $995.00 additional per badge fee(s) after the 2019 FMX.

Experient is the AAFP's FMX official housing provider.

Attention FMX Exhibitors: As the AAFP FMX approaches, you may be the target of unauthorized hotel/housing poachers who claim to be "partners" or providing services on behalf of AAFP. Please be aware that these companies are not authorized to provide services on AAFP's behalf. 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 AAFP is firmly committed to providing quality services to make your FMX a positive one, and we will vigorously pursue these housing pirate organizations to prevent unauthorized contact.

Is there a shuttle?

Exhibitors are welcome to ride the free convention shuttle that runs from designated hotels Tuesday, September 24, 2019 through Saturday, September 28, 2019. Consult an on-site shuttle schedule for details.

Who do I contact with questions?

Julia Ozark, CEM (913) 906-6297 - exhibit booth sales/eligibility, sponsorship, advertising, satellite CME sales, and expo theaters.

Gina Page, CMP (913) 906-6066 - sponsorship, advertising, and satellite CME activation.

Kristy Sloan, CEM (913) 906-6222 - exhibit management, invoice/payment, service manual/booth needs, exhibitor housing/registration, booth activities, booth construction, AAFP terms & conditions.