Exhibitor FAQ

Exhibitor Frequently Asked Questions

When and where is the 2022 FMX?

The 2022 Family Medicine Experience (FMX) will be held at the Walter E. Washington Convention Center in Washington, DC.

Meeting Dates: September 20-23, 2022
Exhibit Dates: September 21-23, 2022

How is COVID-19 impacting FMX?

All AAFP meeting attendees must be vaccinated and provide proof of vaccination in advance of meeting attendance. Review full Safety Protocols for Live, In-person Meetings here.

How do I reserve a booth?

View the online Exhibitor Agreement will be available February 1. View the Live Floorplan to begin planning your request.

Submit by 5 p.m. CT, February 14, 2022, to use past priority points.

How much does a booth cost?

View 2022 FMX booth pricing >

What is included with my booth package?

For each 10' x 10' booth you reserve, you will receive:

  • Pipe and drape
  • 7" x 44" booth ID sign
  • Four (4) exhibit badges
  • Pre-show physician attendee mailing file
  • Post-show physician attendee mailing file
  • Perimeter security in The Xchange
  • Listings in the printed FMX Program & Exhibit Guide, mobile app, FMX website
  • Complimentary basic Wi-Fi in The Xchange at Walter E. Washington Convention Center

Can I share a booth with another company?

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

What if I need to cancel?

You must submit your cancellation request in writing by email to the Exhibit Manager.

If sent:

  • Before June 1, 2022 – You forfeit 50% of total cost for exhibit space assigned.
  • On or after June 1, 2022 – You forfeit 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 online booth description, product category, and new to show listing if applicable. The FMX Program & Exhibit Guide will include the alphabetical exhibitor list with booth number and product category listings for those who meet the July 20, 2022, 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 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 in writing no later than August 1, 2022.

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, but you must request permission from Kristy Sloan in writing before August 1, 2022, and follow all state and local health regulations regarding hazardous waste disposal. 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, but you must request permission in writing from Kristy Sloan before August 1, 2022. Include the celebrity’s name and the dates and times he/she/they will appear in your booth.

Do you have a press room?

Contact AAFP Public Relations, (800) 274-2237, ext. 6051, for all media requests.

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 for more information regarding hanging signs, truss, par, or gobo lighting, and safety cabling regulations.

View the Exhibit Service Manual (available May 16, 2022).

Is there a locked security area?

The AAFP will provide a locked security area at Walter E. Washington Convention Center with 24-hour guard service beginning at 8 a.m., Monday, September 19, 2022, until 5 p.m., Saturday, September 24, 2022.

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 Exhibit Service Manual will be available online, May 16, 2022, 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. You must notify the AAFP and submit the valid Certificate of Insurance by August 1, 2022. 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 will be available online, May 16, 2022, in the Exhibit Service Manual.

When is installation and dismantling?

INSTALLATION

Monday, September 19 8 a.m.-5 p.m.
Tuesday, September 20 8 a.m.-5 p.m.
Wednesday, September 21 8 a.m.-4:30 p.m.*

DISMANTLING

Friday, September 23 3:30 p.m.-7 p.m.**
Saturday, September 24 8 a.m.-5 p.m.

*Aisles must be clear of all boxes, skids, crates, pallets, trash, materials, etc. by 1 p.m. to allow the official contractor to clean/vacuum for The Xchange grand opening.

**Equipment (ladders, job boxes, carts, forklifts, etc.) may not be brought into the exposition hall until 30 minutes after the show closes, September 23, 2022, to give attendees time to exit The Xchange.

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

Do you offer lead management?

Lead management is available through Maritz. 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 will be available online, May 16, in the 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 Freeman, the AAFP’s official material handling contractor, for delivery either to Freeman’s warehouse or Walter E. Washington Convention Center. View detailed shipping instructions and how to label your materials on May 16 in the Exhibit Service Manual.

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

Exhibitor Badge Registration and Housing is now open. We now offer one system to manage your exhibitor badges and book your booth personnel hotel rooms in Washington, DC.

Exhibitors receive four complimentary badges per 10' x 10' booth. Companies exceeding this allotment will be invoiced an additional $895 per badge after the 2022 FMX.

Maritz 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 the AAFP. Please be aware that these companies are not authorized to provide services on the AAFP's behalf.

The AAFP works to prevent unauthorized contact of the AAFP community as well as the inappropriate use of both FMX attendees’ and exhibitors’ names. Please be assured that the 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?

There is no shuttle available as all hotels within the AAFP house block are within walking distance to the convention center.

Who can help me with other questions?

Jill Vetter  jvetter@aafp.org  |  (913) 951-8943

  • Advertising
  • Product Theaters, Med Talks, and Satellite CME
  • Exhibit and sponsorship sales
  • Booth assignments
  • AAFP Terms and Conditions

Kristy Sloan  ksloan@aafp.org  |   (913) 906-6222

  • Exhibit management
  • Booth assignments
  • Invoice/payment
  • Service manual/booth needs
  • Exhibitor housing/registration
  • Booth activities
  • Booth construction
  • AAFP terms and conditions

Gina Page  gpage@aafp.org  |  (913) 906-6066

  • Sponsorship
  • Advertising
  • Satellite CME activation
  • Product Theaters and Med Talks activation