Exhibit Booth Includes:

• 6-foot skirted table and 2 chairs
• One electrical outlet, if requested

Booth Information and Deadlines:

Each booth may have up to three representatives. All representatives should wear badges during the conference and the names of the representatives should be confirmed on or before October 15, 2025.

Company descriptions must be provided in order to be included in the written conference program. Please provide the most current information regarding the company when completing booth registration.

New this year: Companies have the option to submit an advertisement to be aired during the live stream of the conference. Advertisements must be received no later than October 15, 2025 for inclusion in the program.

Meals Included: Breakfast, lunch, and breaks during the conference are provided. The reception on Friday night is included as well.

Scavenger Hunt: A scavenger hunt with prizes will be held to encourage booth visitation.

Exhibit Times:

• Friday, November 7th: 7:00 am – 4:00 pm
• Saturday, November 8th: 7:00 am – 4:00 pm
• Sunday, November 9th: 7:00 am – 1:00 pm

Exhibit Set-Up:

Exhibitors shall register and set up exhibits on Thursday, November 6, 12:00 pm – 6:00 pm. Booths must be fully set up by 7:00 am Friday morning.

Shipping Information:

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.

Mark all shipments as follows:

Attention: Desiree Besemer, Double Tree by Hilton, 1001 Third Avenue, Huntington, WV 25701.

Include a note: "Please hold for November 6, 2025, Family Medicine Foundation of West Virginia Conference."

Important: Attaching this note is extremely important.

Security:

The FMFWV will take reasonable precautions to safeguard each exhibitor’s property; however, FMFWV assumes no liability whatsoever for loss or damage of any kind. Any valuables should be safeguarded and removed at the close of exhibit hours each day.

Hotel Accommodations:

A block of rooms will be reserved for our conference at Hilton Double Tree, 1001 Third Avenue, Huntington, WV 25701 (PH: 304-525-1001).

Make reservations early as rooms tend to sell out quickly.

Mention Family Medicine Foundation Conference to receive the discounted hotel rate.