Exhibitor Comprehensive 2024
The Mississippi Academy of Family Physicians would like to invite your organization to be an integral part of our 2024 meetings. We are offering the opportunity to exhibit at all three of our meetings, providing exposure to our members. Exhibiting at these meetings is an excellent way to showcase your commitment to the family physicians in Mississippi.
MAFP RULES & REGULATIONS FOR EXHIBITORS
When the exhibit space is open, it is required that a representative be present at your booth.
RULES, REGULATIONS, ETHICS:
All requests for exhibit space must be made by completing and returning the Exhibit Application and Contract. Locations are indicated on the floor plan. Exhibit space will be assigned according to the date each application and deposit is received at the MAFP office. Every effort will be made to comply with your choices; however, MAFP reserves the right to relocate booth assignments to ensure a compact, well-knit show.
CANCELLATION POLICY:
If cancellation becomes necessary, MAFP will work with each exhibiting company on using funds at a 2024 future event, converting funds to sponsorships, or some other solution. Discounts and exhibit space cannot be given to organizations providing unrestricted grant money to the CME program.
The American Academy of Family Physicians requires that continuing medical education programs with commercial support of CME comply with the Accreditation Council for Continuing Medical Education’s “Guideline for Commercial Support of Continuing Medical Education.” To comply with these guidelines, ACCME Guideline #4 relating to commercial exhibits MUST be followed by the MAFP: “When commercial exhibits are part of the overall program, arrangements for these should not influence planning nor interfere with the presentation of CME activities. Exhibit placement should not be a condition for support for CME activity.”
No part of an exhibit, or any sign relating thereto, shall be pasted, nailed or otherwise attached to the walls, background, doors, etc., in any way as to deface the same. Damage arising by a failure to observe these rules shall be paid by the exhibitor.
The rights and privileges of any exhibitor shall not be infringed upon by another. Interviews, demonstrations, distribution of literature, etc., must be made inside the exhibitor’s booth. Canvassing outside the booth is forbidden. Two or more firms or subsidiaries may not exhibit in a single space.
Due to BMI/ASCAP copyright laws, no exhibiting company will be allowed to play any form of music in their exhibit booth. In order to avoid congestion in the aisles, no motion pictures, or musical attractions will be permitted in booths.
All gifts distributed from technical exhibits must comply with AMA guidelines (i.e. of minimal value, practice related, and of patient care benefit). NO selling and NO taking of orders is allowed at or in any exhibit booth without prior approval of the MAFP. Door prizes may be donated to the MAFP to be given as registrant exhibit booth attendance door prizes, if such door prizes have been approved IN ADVANCE by the MAFP.
CONFLICTING MEETINGS AND SOCIAL ACTIVITIES:
In the interest of the success of the entire convention and exposition, the exhibitor agrees not to extend invitations, call meetings, or otherwise encourage absence of members or exhibitors from the convention or exhibit hall during the official hours of the convention or exposition, including hotel suites on or off premises during the dates of the convention.
IMPORTANT:
THE MAFP RESERVES THE RIGHT TO REFUSE EXHIBIT BOOTH SPACE TO, OR CANCEL SPACE RESERVED BY, AND EXHIBITOR AND/OR EXHIBITING COMPANY FAILING TO COMPLY WITH ALL RULES, REGULATIONS AND ETHICS OUTLINED IN THIS PROSPECTUS AND INVITATION TO EXHIBIT.
By signing the attached Exhibit Space contract, your company and all of its representatives involved in and/or attending the MAFP’s 2024 Annual Meeting agree to pay exhibit fee and abide by ALL rules, regulations and ethics contained in the Prospectus and Invitation to Exhibit. It is the responsibility of each exhibiting company to inform all of its representatives attending the MAFP meeting of these rules, regulations and ethics.
PROTECTION:
The Physician Marketplace will be locked at the close of the meeting each day and all exhibitors are requested to clear the top of their displays prior to closing each day. The MAFP will take reasonable precautions to safeguard each exhibitor’s property; however, they can assume no liability whatsoever of loss or damage.
LIABILITY:
Each party to this agreement, including the MAFP and the exhibitor, shall be responsible for any liability arising out of its own negligence or that of its employees or agents.
HOTEL “HOLD HARMLESS CLAUSE”:
“The exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of exhibitor’s activities on the Hotel premises and will indemnify, defend and hold harmless the Hotel, its agents, servants and employees from any and all such losses, damages and claims”.
OUTSTANDING INVOICES:
Outstanding invoices due to the MAFP, as a result of previous transactions, must be paid before exhibit space will be assigned.
NO SHOWS:
Any company which reserves a booth space and does not inform MAFP of its plans for non-attendance in writing will not be permitted to participate in future MAFP exhibitions and will also forfeit 100% of the total cost of the exhibit space assigned.
ADDRESS INQUIRIES TO:
Mississippi Academy of Family Physicians
Attn: Beth Embry
755 Avignon Drive
Ridgeland, MS 39157
P: 601-853-3302, F: 601-853-3002
beth@msafp.org
MAFP TAX ID # 64-6025386