Exhibitor Registration and Housing

FMX Exhibitor Badge Registration and Housing is Now Open


Exhibit Personnel Guidelines

Badge Fees

FMX exhibitors may register up to four (4) booth personnel free of charge for each 10’ x 10’ booth or equivalent. Requests for more than four (4) per 10'x 10' booth require AAFP approval.

Companies found to have requested more than their allotted number of free 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., Wednesday, September 21, 2022.

Badge Information

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

Mailing badges in advance of FMX is no longer an option. All badges must be picked up at Registration in Walter E. Washington Convention Center. Individuals requesting badges on-site may be required to show a business card and/or personal identification.

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.

COVID Policy

The AAFP has implemented enhanced health and safety measures in connection with its in-person meetings and events. The AAFP requires proof of vaccination for all attendees of FMX (which includes registrants, exhibitors, speakers, faculty, guests, and any other individual who attend FMX in any capacity). For those unable to be vaccinated for reasons such as medical conditions or religious beliefs, a negative PCR test taken within the 72 hours prior to the start of FMX may be substituted for proof of vaccination.

The AAFP is contracting with a third party vendor to manage the verification process and to make attendees’ entry to FMX faster, safer, and more secure. Your registration is not final, and your individual personnel who plan to attend will not be permitted to attend, unless and until proof of vaccination or a negative PCR test have been uploaded and accepted. The AAFP will provide more details and instructions on submitting your information closer to the FMX dates.

The AAFP is continually assessing the status of its upcoming meetings and events in the light of the COVID-19 pandemic and will evolve these safety protocols as appropriate. You are encouraged to review AAFP’s Health and Safety Protocols to stay abreast of the latest updates.

A person is considered fully vaccinated:
• Two weeks after their second dose in a two-dose series, such as the Pfizer or Moderna vaccines, or
• Two weeks after a single dose vaccine, such as Johnson and Johnson’s Janssen vaccine

Exhibitors understand and agree that they will comply with the aforementioned COVID policy and that all personnel who attend FMX shall comply with the policy and all other requirements reasonably required by AAFP in connection thereto.

Models or Temporary Personnel

If your company orders models or other temporary personnel, please provide them with the correct company name, booth number, and on-site contact name. No one can enter The Xchange without an official badge and following the COVID policy above. We will not issue a badge unless we can verify a connection with a legitimate exhibiting company.

Guest Policy

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

Exhibit Staffing

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

Wednesday, September 21 | 4:30-7:30 p.m.
Thursday, September 22 | 9 a.m.-3 p.m.
Friday, September 23 | 10 a.m.-3:30 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.

Parking

Walter E. Washington Convention Center Parking Information

After-hours Admission to The Xchange

During show days, exhibit personnel wearing an AAFP FMX badge may enter The Xchange at 7 a.m. and remain there until one hour after it closes.

Exhibit Housing Regulations

Exhibitor block requests (10 or more rooms) due: July 22, 2022

Exhibitor block names due: July 29, 2022

Exhibitor housing closes: August 31, 2022

Room Blocks

10 or more rooms

To prevent attrition penalties to the AAFP, you must use at least 85% of the total room block (total nights, not rooms) requested. Any cancellations or room night reductions received after July 29, 2022 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 July 29, 2022, 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 any 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 the 2022 AAFP FMX 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. View the list of unauthorized vendors.