Submission of Advertising Materials
Soon after signing the contract, a request will be sent to your representative for a high-resolution logo to be used in electronic and print advertising.
For Gold & Silver Corporate Partnerships, request for video material will be sent one month prior to the event. The video content can be up to 1 minute in length.
Exhibit Booth includes:
- 6-foot skirted table and 2 chairs
- Breakfast, lunch and breaks each day
- One electrical outlet, if requested
- Up to 3 reps per booth
Each booth may have up to 3 representatives. All representatives should have badges on during the conference. Representatives’ names and company descriptions must be confirmed by October 24, 2021.
- Friday, November 12th 7:00am to 4:00 pm
- Saturday, November 13th 7:00am to 4:00 pm
- Sunday, November 14th 7:00am to 1:00 pm
Exhibitors are to register and set-up exhibits on Thursday, November 11, 2021, 12:00pm to 6:00pm. Booths must be fully set up by 7:00am Friday morning.
Arrangements for shipping should be made by the representatives of your company or its agent. The hotel can receive a limited number of shipments. If storage is needed, please call the hotel at 304-525-1001. Please mark all shipments as follows: “Attention: Eugene Robinson, Double Tree by Hilton, 1001 Third Avenue, Huntington, WV 25701.” All shipments must include your company’s name and a note stating: “Please hold for November 11, 2021, Family Medicine Foundation of West Virginia Conference.” Attaching this note is extremely important.
Nametag Color Designation
The color of the attendee nametag will designate their profession. Physician (MD & DO) and resident nametags are white; APRN, PA, ATC, PT, RN, chiropractor and Medical Student nametags are green; Exhibitor nametags are blue; and Guest nametags are yellow.
The FMFWV will take reasonable precautions to safeguard each exhibitor’s property; however, FMFWV can assume no liability whatsoever for loss or damage of any kind. The FMFWV, however, will endeavor to protect exhibitors by having the exhibit areas locked after exhibit hours. Any valuables should be safeguarded and removed at the close of exhibit hours each day.
A block of rooms will be reserved for our conference. Please make your room reservations early, as rooms tend to sell out early. Contact the Double Tree by Hilton front desk at 304-525-1001. Make sure to mention you are with the Family Medicine Foundation Conference to receive the discounted hotel rate.