Exhibitor FAQs

Exhibit at National Conference

2018 National Conference

Thurs, Aug 2 - Sat, Aug 4
KC Convention Center
Kansas City, MO

Questions?

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

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

Thursday, August 2 - Saturday, August 4, 2018
Kansas City Convention Center(www.kcconvention.com)
301 West 13th Street
Kansas City, MO 64105

The exposition will be located in Halls B, C, D of the Kansas City Convention Center. View the 2018 floor plan.

How do I reserve a booth?

View the Sign Up to Exhibit web page for more details and view the 2018 floor plan to start planning your booth selections.

How much does a booth cost?

A 10' x 10' booth is $1,350.

If you are interested in an island booth (20' x 20' or larger), please contact Julia Ozark in Exhibit Sales for pricing.

Can I share a booth with another company/program?

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

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

What if I have to cancel?

Send booth cancellations in writing to AAFP Exhibits.

  • Before March 30 - exhibitor forfeits 50% of total cost of exhibit space assigned.
  • On or after March 30 - exhibitor forfeits 100% of total cost of exhibit space assigned.

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

Once your booth space has been assigned, you will receive an email with the Exhibit Login link, 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 printed piece, your booth description, product/program categories, Residency by State, and New-to-show information must be entered by June 1.

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

What advertising/marketing opportunities are available?

National Conference offers many advertising/marketing opportunities including the Official Program & Exhibit Guide, registration bags, banners, lanyards, mobile app and more. For more information, contact Julia Ozark at (913) 906-6297.

How do I collect sales leads?

Lead retrieval will be available through the online exhibit service manual on March 15.

Another great benefit and complimentary to exhibitors of the 2018 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 order form will be available in the online exhibit service manual on March 15.

Can I offer clinical testing in my booth?

Yes, however, exhibitors wishing to conduct clinical tests in their booths must request permission from Kristy Sloan, AAFP in writing, prior to June 29.

Who is the official contractor?

Fern Exposition Services, LLC is the official contractor for the National Conference. View the online exhibit service manual (available March 15) for shipping instructions, ordering additional furnishings, electrical, internet services, and more.

What are the 2018 show colors?

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

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

Each 10' x 10' booth is furnished with: gray carpet, 3' black side drape, 8' black and white back drape, one draped table, two side chairs, one wastebasket and a 7' x 44" booth ID sign.

View the online exhibit service manual (available March 15) to order additional furnishings, electrical, internet services, lead retrieval, floral, and more.

When is installation? Dismantling?

Installation
Thursday, August 2: 9:00 a.m.- 5:00 p.m.
All crates and skids must be removed by 4:00 p.m. due to the Expo Hall Grand Opening at 5:00 p.m.

Dismantling
Saturday, August 4: 1:00 p.m. - 3:00 p.m.
Although breakdown extends over two 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 1:00 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 will be available March 15 in the online exhibit service manual.

How do I request badges?

Exhibitor badge registration will open February 1.

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

How do I book hotel rooms?

Housing will open February 1.

VisitKC Passkey is the AAFP National Conference official housing provider.

Attention National Conference Exhibitors:
As the 2018 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?

Julia Ozark, CEM at (913) 906-6297 for questions regarding exhibit sales, sponsorship and advertising opportunities.

Kristy Sloan, CEM at (913) 906-6222 for questions regarding exhibit booth assignments, exhibit logistics, registration/badging, service manual, booth activities, on-site needs.