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

Representative Policy

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, 2024

Exhibit Times

• Friday, November 8th 7:00am to 4:00 pm

• Saturday, November 9th 7:00am to 4:00 pm

• Sunday, November 10th 7:00am to 1:00 pm

Exhibit Set-Up

Exhibitors are to register and set-up exhibits on Thursday, November 7, 12:00pm to 6:00pm. Booths must be fully set up by 7:00am 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.  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 7, 2024, 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.

Security

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.

Hotel Accommodations

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. 

Hotel Contact

Hilton DoubleTree
1001 Third Avenue, Huntington, WV 25701 
Phone: (304) 525-1001