Ex Hall 

The information below is intended for registered and paid vendors participating in the Winter Weekend Exhibit Hall ONLY. Walk-in Exhibit Hall Registrations will NOT be accepted.


Vendor Check-In, Set-Up, & Shipping Info

Vendor check-in & booth set-up will begin at 4 pm on Wednesday, Dec. 4th, 2019.
The NCAFP Registration Desk will be on the 8th Floor of the Vanderbilt Wing.
The exhibit hall will close promptly at 8 pm that day. Make appropriate travel plans …

You will not be allowed to access the exhibit hall after 7:50 pm on Wed. Dec. 4th. 
Do not plan to arrive at 8pm to set your display. You will be disappointed. 
The NCAFP Registration Desk will close and the exhibit hall will be locked promptly at 8pm. 
Your display includes a draped table and two chairs.
If you purchased access to an electrical outlet, there will be a power cord at your table.
The NCAFP does NOT use pipe and drape. The exhibit hall is carpeted.
Displays in the Foyer:  Keep in mind, we do not have 24hr security in this area. If you have valuable items at your display, please plan to take them with you at the end of each day for safe-keeping. 
Food, beverages and live animals are not allowed at your displays. (However, candy is fine!)
If you ship items, they should be at your display when you arrive on Wednesday to set-up. 
Bring your tracking numbers in case you need to locate lost materials!

Visit this link for shipping instructions to the Grove Park Inn.

Be sure you have provided me with the names of ALL of the reps joining you so badges can be prepared in advance. You will save your folks a lot of time by doing this … 
Lines at the Help Desk are long at this conference!

Conference Schedule & Tear Down

NOTE: The information below is tentative and subject to change without notice. A final schedule of events will be provided onsite. 

The Exhibit Hall officially opens at 7:00 am on Thursday, Dec. 5, 2019.

Designated breaks (high physician traffic times) are scheduled for Thursday, Friday, and Saturday during the continental breakfasts, the mid-morning breaks and the afternoon breaks. See below:

Thursday, December 5th 

  • 7:00 am to 7:45 am – Continental Breakfast in the Exhibit Hall
  • 10:00 am to 10:30 am – Mid-Morning Break in the Exhibit Hall
  • 12:45 pm to 2:00 pm – Light refreshments in the Exhibit Hall

Friday, December 6th 

  • 7:30 am to 8:00 am – Continental Breakfast in the Exhibit Hall
  • 10:00 am to 10:30 am – Mid-Morning Break in the Exhibit Hall
  • 1:30 pm to 2:00 pm – Desserts in the Exhibit Hall

Saturday, December 7th 

  • 7:30 am to 8:00 am – Continental Breakfast in the Exhibit Hall
  • *9:30 am – If you have door prizes, determine your winners and give those names to an NCAFP staff member now so the program chair can announce winners from the podium. During the 10 am break, they can meet with you to pick up their prize.
  • 10:00 am to 10:30 am – Mid-Morning Break in the Exhibit Hall
  • 10:30 am – Exhibit Hall Tear Down
  • Plan to tear-down your display on Saturday, Dec. 7th after the mid-morning break.
    Also … do not forget your return shipping labels!

Important Items to Keep In Mind

List of Attendees & the Mobile App 
You will receive Vendor-Login Credentials for the mobile app when you check-in for the conference. The app will allow you to see the list of attendees, but you will not be able to message them. Post-conference, I will send you an excel file with participants’ first name, last name, designation, city and state. This file will not include their full address, telephone number or email address. It is against the NCAFP’s by-laws release full contact information of our members and/or event participants. 

Reminder ... Attendees are not required to check-in with vendors. 
After careful review of conference feedback, we have determined the traditional door prize check-in & initial cards, and the mobile app check-in codes are not well-received by attendees or vendors. Conference messaging and program announcements will continue to encourage attendees to spend time with you and to exchange their contact information during the designated breakfasts and breaks.

  • Vendors are encouraged to offer giveaways/drawings at your displays. (ex: Visa gift cards, electronics, gift baskets, etc.)
  • Be sure to bring your fishbowl and entry forms (a great way to capture contact information!) 
  • Plan to pull your winners after the breakfast on Saturday morning (12/7) so the winners can meet with you face-to-face to pick up their items during the mid-morning break and before you tear-down your display.
  • The NCAFP is NOT responsible for prizes left behind for conference attendees to pick-up.

Be Courteous of Your Vendor Neighbor 

  • Your display CANNOT interfere with your neighbor's display or the conference traffic pattern.
  • 6ft displays WILL NOT accommodate a floor-standing display. Your display pieces must fit appropriately on your 6ft table.
  • 8ft displays WILL ACCOMMODATE a floor-standing display. An 8ft display is a 6ft table with a foot of space on each side of the table. 

What to Expect 

  • 825 - 850 Family Physicians & other primary care providers from NC, SC, TN, VA, GA and several other states.
  • Terrific opportunities for networking & reconnecting.
  • Relaxed atmosphere & fun setting.
  • Enthusiastic & appreciative participants eager to learn about your products and services.
  • Lots and lots of fun!

Plan to Pay to Park

Important to Note: Parking fees are at the discretion of the Omni Grove Park Inn
and are subject to change between now and the meeting dates. 

Parking at the GPI is NOT Free

  • Guests staying on property at the GPI can expect to pay $15 per day for surface lot and garage parking. 
  • Drive-On Guests (attendees not staying on property) can expect to pay $20 for surface lot and garage parking. 
  • Anyone can valet for $22 per day. 

Guests staying on property will use their room keys to access the parking gates when entering and leaving the parking garages or lots. In-House Guests will only be charged parking fees one time per day, regardless of how many times they leave and return.

Drive-On Guests will use a debit or credit card to access the parking gates when entering and leaving the parking garages/lots. Guests will be charged each time they leave and return throughout the day. In other words: If you leave and return in the same day, you will be charged a parking fee again. If you are indeed planning to leave and return throughout the day, the GPI recommends that you Valet Park your car and pay the one-time charge of $22 for your vehicle.



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