Spring Refresher Event Logistics
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Dates & Location

April 20-21, 2017
The Depot Minneapolis – Pavilion
225 Third Avenue South
Minneapolis, MN 55401
(612) 375-1700 | (612) 375-1300 fax
thedepotminneapolis.com

MAFP Contact

Missy Machkhashvili
Program Development Director
missy@mafp.org
(952) 224-3874

Hotel Reservations

Make Your Hotel Reservations
*Be sure to ask for the Minnesota Academy of Family Physicians Spring Refresher room rate of $169/ night by March 24, 2017.

Hotel Policies

The exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of exhibitor’s activities on the hotel premises and will indemnify, defend and hold harmless the Hotel, its owner and its management company, as well as their respective agents, servants and employees from any such losses, damages and claims. Due to the layout of the Hotel, storage space is not available for display materials and/or show merchandise. At the conclusion of the set-up operation, all related equipment, crates and trash must be removed from the premises no later than the last day of the exhibit show period. No outside food and/or beverage service shall be permitted. Only bite-sized (1oz.) treats in original packaging may be distributed at exhibit booths. No helium balloons permitted in the Xperience Hall.

Official Service Contractor

Hubbell/Tyner (HT) is the official service contractor for the Spring Refresher. Please contact HT directly to make arrangements for and if you need special services such as: shipping, delivery, furniture, signs, insurance or carpeting. Call (651) 917-2632 and HT will provide a requisition form in each exhibitor packet sent 45 days before the conference.

Important Notes for Exhibitors

  • If you require electricity to your booth, The Depot Hotel will assist you. Please download and complete the Depot Electricity Form.
  • Additional vendor meals are available @ $25 per meal; please select at time of registration.
  • Booth reservations will be honored with a completed registration form and arrangements made for payment. Space can be reserved through the registration form.
  • No booth secured may be subleased except with the consent of the MAFP.

Schedule

Exhibitor move-in day is Wednesday, April 19th 4:00 – 6:00PM.

Thursday, April 20, 2017
6:15 - 7:00 AM Move-in
7:00 - 8:00 AM Breakfast in Xperience Hall
9:45 - 10:30 AM Dedicated time in Xperience Hall
12:00 - 1:00 PM Lunch in Xperience Hall
2:30 - 3:30 PM Dedicated time in Xperience Hall
3:30 PM Xperience Hall closes

Friday, April 21, 2017
7:00 - 8:00 AM Breakfast in Xperience Hall
9:30 - 10:30 AM Dedicated time in Xperience Hall
12:00 - 1:00 PM Lunch in Xperience Hall
1:30 PM Tear-down

 

Parking & Deliveries

The parking ramp for The Depot Minneapolis can be entered on 5th Avenue South between 2nd Street North and Washington Avenue. Exhibitors should use the shed to the left of the parking garage to unload. Vehicles should be left unattended no longer than 15 min.

*Additional charges apply for delivery of and shipping of materials left with Hubbell/Tyner’s exhibits service booth.

Shipping

Boxes shipped to The Depot can arrive no sooner than one (1) business day prior to move-in (April 19). All packages MUST be labeled with the following information:

Your Company Name
Minnesota Academy of Family Physicians
Spring Refresher April 20 - 21
box one of _____
The Depot Minneapolis
225 South Third Ave
Minneapolis, MN 55401

Regulations

  • The MAFP will not guarantee security of unattended booths.
  • All exhibits must be installed and ready by 7:00 AM daily.
  • No exhibit may be removed prior to close at 1:30 PM on Friday.
  • Interference with normal traffic flow is not allowed.
  • Offensive promotions by exhibit personnel will not be tolerated.
  • Orders may be taken, but exhibitors may not conduct sales transactions (exchange of money) during the event.
  • The MAFP reserves the right to deny booth space to any company whose products do not contribute directly to attendees’ medical practices.
  • Exhibitors who fail to observe conditions of this contract or who, in the opinion of the MAFP, conduct themselves unethically, will be asked to leave without refund.

Internet

WiFi is available in public areas of the hotel and in The Depot Pavilion.

Cancellation

In the event of a cancellation, notice must be received, in writing, two (2) months before the event (or by February 23, 2017) to receive a full refund minus a $100.00 per booth administrative fee. Cancellations made after that date, when the booth cannot be resold will be ineligible for a refund and the MAFP will retain 100% of the exhibitor’s contract obligation.

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