The American Academy of Physician Assistants (AAPA) owns and provides displays used for trade shows, conferences and special events nationwide to support AAPA and constituent organizations' needs.
The display format available provides a strategic tool in support of marketing and communication efforts to create a presence, develop brand recognition, and promote AAPA's messages. In order to meet these objectives and to identify appropriate venues in which to use the display and its collateral materials, AAPA has developed the following guidelines.
Hierarchy of Requests
Beyond internal requests for use of the display, only requests from constituent organizations with representation in AAPA's House of Delegates will be considered as follows:
- PA Specialty Organizations
- Professional / Clinical Caucuses
- PA Special Interest Groups & State Organizations
Requests for the display by special interest groups will be considered on a case-by-case basis and will require the approval of AAPA's management. Where there may be timing and/or location conflicts, final decisions on the use of the display will be made on a first-come, first-served basis or as appropriate at the sole discretion of AAPA's management.
Click here to obtain an application form to exhibit.
Deliverables
AAPA provides the following for parties approved to exhibit:
- Registration
AAPA coordinates and funds all display registrations. Badge registrations used for the exhibiting parties are limited to the number of free badges included, which varies per exhibition. AAPA does not coordinate meeting or conference registrations outside of the badges provided with the exhibit. - Shipment to and from exhibition
AAPA coordinates and funds the shipment of its displays to and from each exhibition venue.
Please note that upon completion of the exhibition, approved parties are responsible for repacking displays for shipment, labeling the shipment and submitting AAPA-provided forms to the exhibitor services desk. - Collateral materials, including issue briefs
AAPA funds all relevant collateral materials, including issue briefs. AAPA has a Kinkos account, and strongly encourages those exhibiting to request PDFs of the desired collateral materials and have them locally printed. Approval for requests for AAPA to mail hardcopy collateral materials will be granted on a case-by-case basis. - Booth furnishings
AAPA orders and funds booth furnishings where applicable, including tables, chairs, carpeting, and electric needs. - Counsel
AAPA provides communications counsel, staffing and technical assistance when needed.
Parties are responsible for the following:
- Application
Parties must fill out and submit an application form provided by AAPA in order to be considered for AAPA display usage. - Registration
The registration of the display must be under the name of AAPA. - Branding
Use of the display at a specific venue must comply with AAPA branding and advertising standards. In addition, the display used at AAPA-funded exhibiting opportunities must belong to AAPA - no other display may be exhibited. - Staffing
The requesting parties must commit to staffing the display for the entire event for all hours required by the exhibition contract, including arriving early to set up the display and preparing the display for return shipment following the event.
Requesting parties must also provide AAPA with a schedule of staffers for all hours required by the exhibition contract. Please note that only AAPA staff or members are permitted to staff the booth. - Questionnaire
Upon completion of the exhibition, parties must complete a mandatory questionnaire about the exhibition. - Contact list of booth visitors
Upon completion of the exhibition, parties must provide AAPA with a list of useful contacts initiated during the exhibition. - Return shipment facilitation
Upon completion of the exhibition, approved parties are responsible for repacking exhibits for shipment, labeling the shipment and submitting AAPA provided forms to the exhibitor services desk. - Usage
Any party granted permission to use the display will be limited to one AAPA funded exhibition venue per calendar year. - Reporting damage
Any damage incurred to the display - whether the party received the damaged display at the show site, or the display was damaged at the show itself - must immediately be reported to AAPA. - Penalization for withdrawal
If the party chooses to withdraw from the exhibition after registration is completed and payment is made, the following applies:- Party will be responsible for reimbursing AAPA for all financial penalties and any lost deposits incurred.
- Party will be prohibited from using any AAPA trade show display for two consecutive years immediately following any event for which such penalties were incurred.
AAPA's Communications Department is responsible for the oversight of these guidelines. For inquiries or more information, please contact Patricia Swift, Senior Manager, Meetings, at (703) 836-2272 ext. 3405 or This e-mail address is being protected from spambots. You need JavaScript enabled to view it .
