Exhibit Service Manual

Questions?

[ ]

Please contact:
Kristy Sloan, CEM
ksloan@aafp.org
(913) 906-6222

Each 10' x 10' booth at National Conference includes:

  • gray booth carpet
  • one draped table
  • two side chairs
  • one wastebasket
  • 8' black/white/black back drape
  • 3' black side drape
  • 7" x 44" booth ID sign

Official vendor order forms and online ordering links will be listed below on March 15 to order additional booth furnishings, catering, lead retrieval, electrical, internet, etc.

Order forms/online order links will be available March 15.

Audiovisual

The official vendor for your audio-visual needs will be available March 15.

Booth Furnishings

Fern Exposition Services, LLC is the official contractor to order additional booth furnishings, porter/cleaning services, signage, or view shipping instructions, and more.

Catering

If you would like to distribute food and/or non-alcoholic beverages from your assigned booth space, you must receive approval from the AAFP and Aramark, the Kansas City Convention Center's exclusive caterer.

Contact Kristy Sloan, AAFP (ksloan@aafp.org). Contact Linda Shields, Aramark (shields-linda@aramark.com),  816-221-2737.

Electrical

Green Wave Technology is the official electrical vendor.

Exhibitor Badges

Exhibitor badge registration will open March 15.

Exhibitors are allowed six complimentary badges per 10' x 10' exhibit space. Additional badges over your complimentary allotment are $255 and will be invoiced after the conference to the exhibiting program/company.

Exhibitor-Appointed/Designated Contractor

Exhibitors using an exhibit service firm other than the official contractor (Fern Exposition Services, LLC) must abide by the Kansas City Convention Center regulations and the AAFP Exhibitor Agreement Terms and Conditions. All exhibitor-appointed/designated contractors must submit a valid certificate of insurance to Kristy Sloan, AAFP Exhibit Manager by July 6, 2018.

Exposition Hall Colors

  • Booth Carpet: Gray
  • 8' Back Drape: Black, White, Black
  • 3' Side Drape: Black
  • Table Drape: White or Black

Floral

Plants and floral as booth decor may be ordered through Fern Exposition Services, LLC.

Installation & Dismantling

Important Note: For safety reasons, children under 18 are not allowed in the Exposition Hall during installation and/or dismantling. No exceptions due to heavy equipment in the hall.

Installation
Thursday, August 2, 2018
9:00 a.m. - 5:00 p.m. CST
The AAFP reserves the right to assign labor to set up any display that is not in the process of being erected by 4:00 p.m. The charge for this labor will be paid by the exhibitor.

Dismantling
Saturday, August 4, 2018
1:00 p.m. - 3:00 p.m. CST
Although tear down extends for two hours, exhibitors are instructed to take all items of value with them as they exit the hall.

To maintain show integrity, dismantling or packing of materials/supplies may not begin until 1:00 p.m. on Saturday, August 4. Exhibitors are expected to make their airline reservations in accordance with this regulation.

Internet/Telecommunications

Green Wave Technology is the official internet/telecommunications vendor.

Kansas City Convention Center

The 2018 National Conference of Family Medicine Residents and Medical Students will be held in Halls B, C, and D of the Kansas City Convention Center(www.kcconvention.com) in Kansas City, MO.

Labor

Hire labor to install and/or dismantle your booth through Fern Exposition Services, LLC.

Lead Retrieval

Back by Popular Demand! AAFP will provide at no cost to you one complimentary lead retrieval mobile SWAP activation per online Exhibitor Agreement. Additional activations will be available for a discounted price to NC exhibitors.

Experient is the official lead retrieval vendor to order the complimentary activation and/or additional activations.

Lunches

Lunch items will be available for purchase in the south end of the Exposition Hall.

Porter/Cleaning

While your booth price does include a wastebasket, it does not include porter service. If you would like your wastebasket emptied each day, you must order porter service from the AAFP's official contractor, Fern Exposition Services, LLC. If you have giveaways that generate trash, you will need to order porter service to remove your empty cartons and/or containers.

Pre-Show Mailing List

The pre-show mailing list is complimentary to NC exhibitors. This file includes residents and medical students registered as an attendee who haven't "opted out" of receiving advance mailings. This file includes name, and mailing address.

Prizes

Prize drawings help move traffic through the expo hall. Fifteen (15) exhibit supporters will be selected to be included in the NC Challenge. Residents and students visit booths to receive a stamp on their prize card to enter to win 1 of 8 prizes valued at $500. The deadline to submit the NC Challenge Prize Form is June 1, 2018.

Security

The AAFP provides general security on a 24-hour basis from Thursday, August 2 through Saturday, August 4. However, the AAFP cannot guarantee or be held responsible against loss or damage. For this reason, we recommend you do not place products or other items of value on display in your booth(s) until your program/company representatives are in attendance.

Service Desk

The exhibit service desk will be located in the northeast corner of the Exposition Hall and open Thursday, August 2 through Saturday, August 4. Exhibitors may verify, check, and adjust their requirements for installation, furniture, electrical, internet, lead retrieval, shipping, and other auxiliary services.

Shipping

View the Fern Exposition Services, LLC quick facts when available March 15 for more details regarding material handling/shipping or contact James Knudtson at jknudtson@fernexpo.com or (816) 221-0525.

Utilities

Green Wave Technology will manage all your utility needs.