When is the National Conference of Family Medicine Residents and Medical Students?

Wednesday, July 27 - Saturday, July 30, 2022

Kansas City Convention Center
Halls B, C, D
Kansas City, MO

What are the 2022 Exhibit hours?

All times listed are central time zone.

Thursday, July 28
3:00 – 4:00 p.m.               Resident Exclusive Sneak Peek
4:00 – 8:00 p.m.               Expo Hall Grand Opening

Friday, July 29
11:00 a.m. – 5:00 p.m.

Saturday, July 30
9:00 a.m. – 12:00 p.m.

How do I reserve a booth?

View the Sign Up to Exhibit web page for more details and to view the 2022 floor plan to start planning your booth selections.

How much does a booth cost?

A 10' x 10' booth is $1,500.

Contact Jill Vetter, AAFP Sales Manager for island booth pricing.

Can I share a booth with another company/program?

No more than two residency programs may share one 10’ x 10’ booth. Non-residency program exhibitors (health care products/services/non-profit companies) may not share exhibit space.

What if I have to cancel?

Send booth cancellations in writing to Jill Vetter.

  • Before June 1: Exhibitor forfeits 50% of total cost for exhibit space assigned.
  • On or after June 1: Exhibitor forfeits 100% of total cost for exhibit space assigned.

How do I get my organization information in the Official Program & Exhibit Guide?

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, online live floor plan, and Official Program & Exhibit Guide. To be included in the Official Program & Exhibit Guide, your information must be entered by June 1.

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

What sponsorship and advertising opportunities are available?

National Conference offers many sponsorship and advertising opportunities now in a virtual platform. For more information, contact Jill Vetter or call (913) 951-8943.

What is the COVID policy during the event?

AAFP has implemented enhanced health and safety measures in connection with its in-person meetings and events. AAFP requires proof of vaccination for all attendees of National Conference (which includes registrants, exhibitors, speakers, faculty, guests and any other individual who attend National Conference 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 National Conference may be substituted for vaccine proof.

AAFP is contracting with a third party vendor to manage the verification process and to make attendees’ entry to National Conference faster, safer and more secure. Your registration is not final, and your individual personnel who plan on attending will not be permitted to attend, unless and until proofs of vaccination or a negative PCR test have been uploaded and accepted; the instructions and information for which the AAFP will provide you closer to the National Conference 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 visit AAFP’s Health and Safety Protocols page 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 National Conference shall comply with the policy and all other requirements reasonably required by AAFP in connection thereto.

How do I collect sales leads?

Lead management is available through the online exhibit service manual.

Another great benefit to exhibitors of the 2022 National Conference is the pre-show attendee mailing list. Do 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 in early July.

Can I offer clinical testing in my booth?

Yes, however, exhibitors wishing to conduct clinical tests in their booths must request permission from Gina Page in writing, prior to July 1, and follow all state and local health regulations regarding hazardous waste disposal.

Who is the official contractor?

Fern Exposition Services, LLC is the official contractor for the National Conference. The online exhibit service manual will have shipping instructions, ordering additional furnishings, electrical, internet services, and more.

What are the 2022 show colors?

  • Booth Carpet: Ocean/Blue
  • 8' Back Drape: Silver, White, Silver
  • 3' Side Drape: Silver
  • Table Skirt: Silver or White (every other aisle)

How do I order booth furnishings, electrical, and internet services, etc.?

Each 10' x 10' booth is furnished with: ocean/blue carpet, 3' black side drape, 8' silver 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.

The online exhibit service manual will have the order forms to order additional furnishings, electrical, internet services, lead management, floral, and more.

When is installation? Dismantling?

Installation
NEW- Wednesday, July 27: 4:00 - 7:00 p.m.*
Thursday, July 28: 8:00 a.m. - 3:00 p.m.

*New in 2022 - exhibitors will have access to drop items and start setting up their booth during the Reception on Wednesday, July 27 from 4:00 - 7:00 p.m. Access to the Expo Hall during this date/time is by Lobby 2300 Escalators only. Please Note: the exhibit service desk will not be open Wednesday.

Dismantling
Saturday, July 30: 12:00 - 3:00 p.m.
Although breakdown extends over three hours, exhibitors are instructed to take all items of value with them as they exit the Exposition Hall. Dismantling (pipe and drape, chairs, draped tables, etc.) will begin at 12:00 p.m.

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

Shipping: Where do I send my freight?

Detailed shipping instructions are available in the online exhibit service manual.

How do I request badges?

Exhibit Badge Registration is Open.

Exhibitors are allowed six complimentary badges per 10' x 10' booth. Programs/Companies that exceed their complimentary badge allotment will be invoiced the additional badge fee of $255 following the conference.

Exhibit badges are for "staff only" of the exhibiting program/company and may not be distributed, awarded, or shared with others that do not work for the exhibiting program/company. If badges are mis-used 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 exposition. AAFP may at any time relinquish a mis-used badge.

How do I book hotel rooms?

Housing is now open. VisitKC Passkey is the AAFP National Conference official housing provider.

Attention National Conference Exhibitors:
As the 2022 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.
 


Questions?

Jill Vetter, Sales Manager
Exhibit and Sponsorship Sales Contact
(913) 951-8943

Gina Page, CMP, CEM
Manage Your Booth Contact