AAFP Virtual National Conference FAQ


About National Conference

What is the National Conference? 

The largest gathering of family medicine residents and medical students.  Programming is intended for current medical students, current family medicine residents, and recent medical school graduates.  Programming and supporting activities are tailored solely for these audiences.  Visit close to 400 family medicine residency programs and over 150 physician employers/recruiters, medical publishers, fellowships, and other health related type organizations to learn about new products and services. 

How is coronavirus (COVID-19) impacting the AAFP National Conference? 

This year, in light of COVID-19 and with respect to the health and safety of all involved, we are excited to announce our first-ever virtual AAFP National Conference of Family Medicine Residents and Medical Students. Thanks to innovative technology, this can’t-miss event will offer motivating Main Stages, dedicated exhibit hours, virtual branded booths, interviewing capabilities, networking opportunities, and more! 

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

Thursday, July 30–Saturday, August 1, 2020 

Why attend the Virtual National Conference? 

National Conference is the place for residents and medical students to learn about family medicine, explore residency programs, chat with potential employers, engage with other health related product offerings and companies—all in a virtual environment. Take advantage of this opportunity to shape your career.  

In addition to educational programming, leadership opportunities, and the ability to network with others who are passionate about family medicine, the virtual Expo Hall offers valuable opportunities for both medical students and residents. 

The National Conference expo hall is the place to visit with nearly 400 family medicine residency programs, connect with potential physician employers/recruiters, and gather information you need to make informed career decisions. As a virtual expo hall, attendees can easily find programs and exhibitors they want to connect with based on areas of interest, geography, and more. Plus, schedule one-on-one virtual appointments with more dedicated expo hall hours.

Who can attend?

  • AAFP Members (students, residents, transitional, physicians), chapter staff.
  • Students or residents who are not current members may join at time of registration.
  • Transitional members are those individuals who graduated medical school in 2018, 2019 or 2020 but have not yet matched.

*The date provided on an ECFMG Certificate is not acceptable as a graduation date. Eligible individuals may join AAFP for $125. National Conference registration will not be complete until membership has been approved.

**Member applications must be received by June 25 to guarantee advance registration pricing.

What are the future dates and location?

  • July 29-31, 2021 – Kansas City Convention Center, Kansas City, MO.
  • July 28-30, 2022– Kansas City Convention Center, Kansas City, MO.

Registration for the Event

How can I register for the virtual National Conference?

Registration is available online or call the AAFP’s Member Resource Center at (800) 274-2237.

What is the registration fee?

All members pay $130 when registered by July 2, or $155 after July 2

What is covered with the registration fee?

  • Main Stage Sessions and Workshops
  • Expo Hall—3 days to Explore/Connect/Engage—visit virtual booths to see public demos and schedule private demos/interviews
  • Special interest networking sessions

What are the registration fees for one day registration and how does this work?

No one-day registration is available.

What is the cancellation policy?

AAFP must receive notice of cancellation by July 8, 2020. Cancellations or no-shows after this date are not eligible for a refund. Requests for full cancellations will be refunded less a $50 administrative fee.

Please allow up to four weeks for delivery of refund. Fees will be refunded the same way they were paid to the AAFP. This policy covers registration and ticketed events.

The AAFP is not responsible for monies registrants may have spent on penalty or nonrefundable airline tickets or hotel deposits in the event this course is canceled or sold out. If a program is canceled by the AAFP, every effort will be made to notify registrants as least 30 days prior to the first day of the course, and registration fees will be refunded.

To make a cancellation request, call the AAFP at (800) 274-2237 or send your request to:

11400 Tomahawk Creek Parkway
Leawood KS 66211
Fax: (913) 906-6075
aafp@aafp.org

What should I expect after I register for the virtual event?

You will receive a registration confirmation. You will receive another email closer to the event date to access the virtual event. We will provide more details on the specifics around technical logistics and other important attendee information as we get closer to the event date.

Will I receive the AAFP Foundation Pin I purchased?

Yes, the AAFP Foundation will mail purchased pins after National Conference.

Cancellation of the In-Person Event / Refunds

Why did you cancel the in-person 2020 AAFP National Conference?

As you are aware, the World Health Organization declared on January 31, 2020 the coronavirus constitutes a “public health emergency of international concern.” After careful consideration of information from the CDC, local, state, federal officials and our experts, the AAFP has determined that it is necessary to cancel the in-person AAFP National Conference Family Medicine Residents & Medical Students, scheduled to take place July 30 through August 1 at the Kansas City Convention Center, and transition to a virtual event.

We know that you were looking forward to in-person AAFP National Conference Family Medicine as an opportunity to personally engage with new information and renew professional relationships, and the decision to cancel isn’t one we took lightly. Here is why we decided to cancel the in-person event:

  • We recognize that many of you are working on the frontlines of the COVID-19 outbreak and that you need to serve patients.
  • Within the health care industry, it is important that we lead by example through social distancing and not contribute to further spread of the virus.

You should have received an email with details about your registration and refund. Please contact the AAFP’s Member Resource Center at (800) 274-2237 or aafp@aafp.org with any immediate questions you may have.

SCAM ALERT: Please note there are scams trying to capitalize on the COVID-19 situation and associated event cancelations. If you receive communication regarding AAFP event refunds or registration transfers and you are uncertain if it is from the AAFP, please contact us at aafp@aafp.org or (800) 274-2237 to verify.

Will AAFP continue with the other educational events and workshops this year?

The AAFP will continue to monitor the spread of coronavirus and will make determinations on an event by event basis. First and foremost, we are committed to our mission to keep patients, families, health care workers and communities safe and maintain our values of communication, innovation, quality, and collaboration to advance family medicine and provide solutions to enhance patient care. Livestreaming and other digital options for participation are available for some events.

What happened to my in-person National Conference registration?

All registrations for the in-person 2020 AAFP National Conference were transitioned to the virtual event registration. You’ll receive a refund for the difference from what you paid via your original form of payment. Please allow up to 45 days for a refund of the registration fee differential and any clinical procedure course fees. Contact the AAFP’s Member Resource Center at (800) 274-2237 or aafp@aafp.org if you do not wish to attend the virtual National Conference.

What if I want to cancel my virtual event registration? Can I get a refund?

Please contact the AAFP’s Member Resource Center at (800) 274-2237 or aafp@aafp.org AAFP must receive notice of cancellation by July 8, 2020. Cancellations or no-shows after this date are not eligible for a refund. Requests for full cancellations will be refunded less a $50 administrative fee. Please allow up to four weeks for delivery of refund. Fees will be refunded the same way they were paid to the AAFP. This policy covers registration and ticketed events. The AAFP is not responsible for monies registrants may have spent on penalty or non-refundable airline tickets or hotel deposits in the event this course is canceled or sold out. If a program is canceled by the AAFP, every effort will be made to notify registrants as least 30 days prior to the first day of the course, and registration fees will be refunded. To make a cancellation request, call the AAFP at (800) 274-2237 or send your request to: AAFP Member Resource Center 11400 Tomahawk Creek Parkway Leawood KS 66211 Fax: (913) 906-6075 aafp@aafp.org

Will you be refunding in-person registration fees?

The AAFP automatically transferred your in-person registration to the virtual event. You’ll receive a refund for the difference from what you paid via your original form of payment. Please

allow up to 45 days for a refund of the registration fee differential and any clinical procedure course fees.

Are you refunding the in-person Clinical Procedure Workshop Fees?

Yes, we will provide 100% refund.

How can I cancel my hotel room reservation?

If you made a reservation through Visit KC on Passkey, no further action is required. Visit KC will cancel all hotel reservations booked in the AAFP National Conference room block. Each reservation will receive a cancellation acknowledgement email. Please contact housing@ihs-housingteam.com if you have any questions. If you booked outside the AAFP block, you should contact the hotel directly.

May I donate my registration-related refund to the AAFP Foundation?

We appreciate your generous consideration for the ongoing need to continue supporting advances the values of family medicine by promoting humanitarian, educational, and scientific initiatives that improve the health of all people. The best way to do this is to make an online donation after your registration costs are refunded. Thank you for your support.

Are you refunding flight or other travel costs?

AAFP is unable to provide refunds for personally booked travel expenses. We apologize for any inconvenience and challenges this may cause you. In terms of air travel, many airlines are waiving change fees and daily updating their policies. Please contact your travel agent or airline directly to discuss specific cancellation policies and refund information.

Are you refunding entertainment costs?

We are unable to provide refunds for personally booked entertainment expenses. We apologize for any inconvenience and challenges this may cause you. Be certain to cancel all related activities including meeting and party space.

Will exhibitors be refunded for booth space or sponsorships?

Transitioning National Conference to a virtual event will reduce the AAFP’s event costs, so we want to pass savings along to you. The exhibitor fee is being reduced from $1,350 to $1,000. If

you already paid your fee, you will get a refund for the difference; please allow up to 45 days for this refund. Exhibit questions should be directed to Kristy Sloan, CEM, Exhibit Manager at ksloan@aafp.org Refund questions should be directed to Lindsey Hunziker lhunziker@aafp.org in Accounting. Sponsors will also be contacted with further information as soon as possible. We want to work through the various processes, so this is done as efficiently as possible. If you have additional sponsorship or advertising questions, please contact Gina Page, CMP - Sponsorship & Advertising, (913) 906-6066 gpage@aafp.org

Following the difficult decision to cancel the in-person 2020 AAFP National Conference and transition with a virtual event, you may have many questions, which are answered below. If you do not find the answer to your question here, please contact the AAFP’s Member Resource Center at (800) 274-2237 or aafp@aafp.org

Additional Questions Regarding Registration? Please contact: 

For all other questions, contact the AAFP’s Member Resource Center at (800) 274-2237 or aafp@aafp.org

Posters and Scholarships

What is the deadline for poster presentations?

April 12, 2020

I submitted poster application, what happens now?

Applicants were notified of selection on June 1, 2020. If you have further questions, you may direct them to Rachel Larsen at 913-906-6369 rlarsen@aafp.org.

What is the deadline for scholarships?

June 4, 2020

Who should I contact about next steps for National Conference Scholarship?

The AAFP will be sending follow-up information regarding National Conference Scholarships awarded to individuals. If you have questions in the meantime, you may direct them to Rachel Larsen at 913-906-6369 rlarsen@aafp.org.

Participating in the Virtual Event

What time zone will the live stream virtual event be based out of?

Central Daylight Savings Time

What is covered in the live stream virtual event?

  • Ability to attend 11 hours of education opportunities between workshops and main stage sessions.
  • A virtual expo hall broken into “virtual floors” so that you can find the residency programs and exhibitors you’re most interested in. You’ll also have the ability to schedule one-on-one appointments with residency programs, recruiters and other exhibitors.
  • Networking opportunities that include formal ways to connect as well as the ability to chat (including via video) with fellow attendees.

How do I access the live stream virtual event?

If you are registered, you will receive an email closer to the event date to access the virtual event.

Will the virtual event be a combination of “Live” & “On Demand” sessions?

Yes, live streaming sessions will be recorded, and you’ll have On-demand access to all education for 30 days after the event.

Will the sessions be recorded and how soon can I access them?

Yes. Each workshop will be recorded. You can view a recording of a workshop minutes after it concludes by navigating to the session and clicking “view archive”.

How can I participate in the sessions or ask presenters questions?

Each workshop will include a chat function to ask questions and interact with the presenter.

Will there be Clinical Procedures Workshops offered?

No, there are no Clinical Procedures workshops scheduled for this virtual event.

What device can I use to access the live stream?

The live stream event can be accessed by most mobile devices, including tablets and smartphones. However, we strongly recommend using a desktop computer or laptop with a hardline internet connection for best performance and experience.

What are the system requirements?

For ideal viewing and participation, the learner should have access to the following: • Adobe Flash Plug-in • Internet Explorer 9+, Mozilla Firefox, Google Chrome, Safari • High speed internet connection • Also compatible with iOS (Apple) and Android based tablets and smartphones

How do I know if my device and settings are appropriate for the live stream?

Before attending the online event, be sure to check your system’s compatibility with the live streaming platform. This will ensure that you have all the proper items required for accessing the live event. •We will provide more details on the specifics around technical logistics and other important attendee information as we get closer to the event date.

How can I optimize my home internet for a better streaming experience?

  • Maximize your internet connection by connecting your computer by an ethernet cable directly from your internet router. If you must use Wi-Fi, try and use the 5GHz network.
  • Wi-Fi works best when you are 5-8 ft from your router.
  • Give your router space to breathe by placing it in “free space”. This means not in a TV stand or behind the couch.
  • Check and tighten all cable connections, with your router and with your computer.
  • Give your router time to rest by turning it off for at least 10 seconds and restarting it. This will boost your internet speed by a few extra mbps.
  • Close out other apps on your device that are not essential to your live stream.
  • Disconnect other non-essential devices around your home (or office) that are connected to the internet: streaming devices, tablets, phones, video game systems, and/or smart TVs.

How do I launch an online session?

Go to the webcast auditorium and click the title of the workshop you want to view. Click “attend webcast” to participate in a live session or “view archive” to watch a pre-recorded session.

How do I access and download handouts?

Handouts are available in the virtual platform. You can view handouts before and after the workshop by clicking the “view handouts” button within the session.

How do I evaluate each session and the entire event?

We will provide more details on the specifics around technical logistics and other important attendee information as we get closer to the event date.

How do I update my profile and is it necessary?

We will provide more details on the specifics around technical logistics and other important attendee information as we get closer to the event date.

Can I participate in the virtual event if I’m visually or hearing impaired?

Please contact Kmagnuson@aafp.org by July 10th if you require special accommodations.

Can I share my login with my colleagues?

No, your login will only have your profile.

Will there be a Mobile app?

No mobile app will be used in 2020.

Will there be Congress activities?

The Resident and Student Congress business sessions will not take place. However, students and residents will have the opportunity to submit issues of significant concern during the conference and discuss via virtual breakout rooms. After the conference, these submissions will be forwarded to the Subcommittee on Resident and Student Issues (SRSI) after National Conference who will review and make recommendations for actions to the Commission on Education (COE).

Will the voting continue or the process change?

Resident and student position elections will still be held. A live Candidates’ Forum will be held on August 1, 8:00-9:30 p.m. CDT. Delegates will receive an electronic ballot and have until August 4 to vote. More information will be posted on the National Conference Congresses page