Exhibitor FAQs

Thursday, July 27—Saturday, July 29, 2023
Kansas City Convention Center
Halls B, C, D
Kansas City, MO 64105

2023 Exhibit Hours
Thursday, July 27
2:30—4 p.m.—Resident-exclusive Sneak Peek
4—7 p.m.—Expo Hall Grand Opening

Friday, July 28
11 a.m.—5 p.m.

Saturday, July 29
8:30 a.m.—12 p.m.

A 10' x 10' booth is $1,650.

If you’re interested in an island booth (20' x 20' or larger), please contact Aaron Verhei, AAFP Exhibit Manager, for pricing.

View the Sign Up to Exhibit webpage for more details and view the 2023 floor plan to start planning your booth selections.

No more than two residency programs may share one 10' x 10' booth.

Two or more non-residency program exhibitors (health care products/services/non-profit companies) may not exhibit in a single space.

Send booth cancellations in writing to Jill Vetter, AAFP Sales Manager, Strategic Programs and Events.

• Before June 1—Exhibitor forfeits 50% of the total cost of exhibit space assigned
• On or after June 1—Exhibitor forfeits 100% of the total cost of exhibit space assigned

Once your booth space has been assigned, you will receive an email with the Exhibitor Login details, password, and instructions for submitting your booth information to be included in the NC mobile app, 2023 floor plan, and Official Program and Exhibit Guide. To be included in the Official Program and Exhibit Guide printed piece, your Product/Program Categories, Residency by State, and New-to-Show information must be entered by June 15.

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

National Conference offers many advertising/marketing opportunities including the Official Program and Exhibit Guide, Expo Theaters, banners, lanyards, mobile app, and more. For more information, contact Jill Vetter, AAFP Sales Manager, Strategic Programs and Events.

Lead management is available through the Online Exhibit Service Manual, available April 1.

Another great benefit complimentary to exhibitors of the 2023 National Conference is the pre- and post-show attendee mailing list. Send a pre-show mailing and let the residents and students know you are exhibiting. This is an excellent way to help generate traffic to your booth. The pre-show excel file will include name and mailing address of those registered as an attendee who haven't opted out of releasing their information. It will be emailed to the Exhibitor Agreement contact around July 7.

Yes, however, exhibitors wishing to conduct clinical tests in their booths must request permission from Aaron Verhei, AAFP Exhibit Manager, in writing prior to June 30.

Fern Exposition Services, LLC is the official contractor for the National Conference. View the Online Exhibit Service Manual, available April 1, for shipping instructions, ordering additional furnishings, electrical, internet services, and more.

• Booth Carpet: Ocean Blue
• 8' Back Drape: Gray, White, Gray
• 3' Side Drape: White
• Table Drape: White or Blue (depending on aisle)

Each 10' x 10' booth is furnished with: blue carpet, 3' white side drape, 8' gray and white back drape, one draped table (8' long x 2' wide x 30" tall), two side chairs, one wastebasket, and a 7' x 44" booth ID sign.

View order forms in the Online Exhibit Service Manual, available April 1, to order additional furnishings, electrical, internet services, lead management, floral, and more.

INSTALLATION
Wednesday, July 26: 4–7 p.m.
Thursday, July 27: 8 a.m.-2:30 p.m.
All crates and skids must be removed by 2 p.m.

DISMANTLING
Saturday, July 29: 12–3 p.m.
Although breakdown extends over two hours, exhibitors are instructed to take all items of value with them as they exit the Expo Hall. Dismantling (pipe and drape, chairs, draped tables, etc.) will begin at 12 p.m.

For safety reasons, children under 18 are not allowed in the Expo Hall during installation or dismantling. No exceptions due to heavy equipment.

Detailed shipping instructions are available in the Online Exhibit Service Manual, available April 1.

Exhibitor Badge Registration Opens Wednesday, March 8.

Exhibitors receive six (6) badges per 10' x10' booth. Programs/Organizations that exceed their badge allotment will be invoiced the additional badge fee of $255 per badge following the conference.

Exhibit badges are for staff only of the exhibiting program/organization and may not be distributed, awarded, or shared with others that do not work for the exhibiting program/organization. If badges are misused per these terms, the exhibitor will be in violation, which could forfeit their eligibility to exhibit in the future, and immediate removal of their booth from the Expo Hall. AAFP may at any time relinquish a misused badge.

Housing opened February 16.
VisitKC Passkey is the AAFP National Conference official housing provider.

Attention National Conference Exhibitors:
As the 2023 National Conference approaches, you may be the target of unauthorized hotel/housing providers 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 AAFP attendees' and exhibitors' names. Please be assured that AAFP is firmly committed to providing quality services to give you and your booth personnel a positive experience, and we will vigorously pursue these organizations to prevent unauthorized contact.