Exhibit Service Manual

Questions?

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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 are listed below so you may order additional booth furnishings, catering, lead retrieval, electrical, internet, etc.

Audiovisual

On Services is the official audio-visual provider and will assist you with all your AV needs.

View the On Services Order Form(2 page PDF)

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.

View Fern Exposition Online Order Link(oe.fernexpo.com).

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.

View Aramark's Exhibitor Sampling Guidelines.(1 page PDF)

View Aramark's Catering Menu.(4 page PDF)

Electrical

Green Wave Technology is the official electrical vendor.

View Green Wave's Online Order Link(www.greenwavetechnology.net).

Exhibitor Badges

Exhibitor Badge Registration is Open(registration.experientevent.com).

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 building operating guidelines(kcconvention.com) and the AAFP Exhibitor Agreement Terms and Conditions(16 page PDF). 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.

View Fern Exposition Online Order Link(oe.fernexpo.com).

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.

View Green Wave's Online Order Link(www.greenwavetechnology.net).

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.

View Fern Exposition Online Order Link(oe.fernexpo.com).

Lead Retrieval

Back by Popular Demand! Scan attendee's badge bar codes to capture leads for post show follow-up. AAFP will provide at no cost to you one complimentary lead retrieval mobile SWAP activation per online Exhibitor Agreement but you must request it through the order form below. Additional activations are available for a discounted price to NC exhibitors. Experient is the official lead retrieval provider.

View the Experient Lead Retrieval Order Form(1 page PDF)

Lunches

Concessions will be available for purchase in Expo Halls B and D, Lobby, and outside of Lobby 2200.

NC Challenge

Prize drawings help move traffic through the expo hall. Up to fifteen (15) 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 around $500. The deadline to submit the NC Challenge Prize Form is June 1, 2018.

View the NC Challenge Prize Form
(1 page PDF)

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.

View Fern Exposition Online Order Link(oe.fernexpo.com).

Pre-Registrant 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.

View the Pre-Registrant Mailing List Request Form(1 page PDF)

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 southwest 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(oe.fernexpo.com) 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.

View Green Wave's Online Order Link(www.greenwavetechnology.net).