Exhibitor FAQs

The Advancing Connections 2027 AAPPR Annual Conference will take place at the Kentucky International Convention Center in Louisville, Kentucky.

Kentucky International Convention Center
221 South Fourth Street
Louisville, Kentucky 40202

• Exhibit Hall: Upper Concourse, Halls A and B
• General Session: Main Concourse Ballroom
• Meal Area: Upper Concourse, Hall B
• Breakout Sessions: Lower Concourse
• Conference Registration: Upper Concourse, Jefferson Street Pre-function

Pre-Conference Courses and Hosted Leader appointments will take place at the Omni Louisville Hotel.

AAPPR has secured discounted room blocks at nearby hotels. The hotel reservation portal is scheduled to open on December 3, 2026.

Hotel information and official reservation links will be available through the AAPPR Conference website.

Each exhibiting company will receive a pre-show list of registered attendees on February 23, 2027.

The list will include attendee names, titles, organizations, and mailing addresses.

Receiving attendee email addresses is an exclusive benefit for organizations with qualifying sponsorship packages and is subject to attendee consent.

Exhibitors receive access to the Exhibitor Service Center after purchasing an exhibit booth for the 2027 AAPPR Annual Conference.

The Exhibitor Service Center is the official online resource for organizing your company’s participation. Available features include:

• Exhibitor manager checklist
• Payment information
• Exhibitor Service Manual
• Booth representative registration
• Company and booth profile updates

AAPPR is partnering with Freeman for the 2027 conference. Allow approximately seven to 10 days after submitting your exhibit registration for your company’s information to be loaded into Freeman’s system.

The Freeman Exhibitor Service Kit includes ordering information, shipping labels, material-handling instructions, furnishings, flooring, cleaning, and move-in and move-out information.

AAPPR will make final booth assignments based on corporate contributor level, conference sponsorship level, the date registration and payment were received, and company category. AAPPR will consider location requests but cannot guarantee assignment to a requested booth or placement away from a listed competitor.

• Representative registrations based on booth size
• Listing in the Exhibitor Directory on the conference website and mobile app
• Pre-show registration list distributed February 23, 2027
• Standard 8-foot-high pipe-and-drape back wall with 3-foot-high draped side walls
• One 6-foot by 30-inch draped table and two side chairs per 10-foot by 10-foot space
• One-line booth identification sign

The exhibit hall is not carpeted. Exhibitors may order flooring through the Freeman Exhibitor Service Kit.

Additional representative registrations are $795 on or before February 11, 2027. The onsite rate is $995.

After your booth registration has been confirmed, register booth representatives through the Exhibitor Service Center.

Anyone who plans to work in your booth must be included within your representative limit. This includes photographers, caricature artists, entertainers, and other service providers.

No. Companies that provide products or services to the physician and provider recruitment industry must purchase an exhibit booth to participate in the AAPPR Annual Conference.

Employees of vendor companies must be registered as exhibitor representatives. Any person, company, or organization that has not purchased an exhibit booth may not display or demonstrate products or services or solicit orders.

Refunds are not available for exhibitor representative registrations. A registration may be transferred to another person. Substitutions for individual days, partial days, or shorter periods are not permitted.

Yes. Island exhibit layouts must be approved by AAPPR before the conference. Submit plans to Amanda Waller at awaller@aappr.org by February 5, 2027.

In-line and corner booths: Exhibit fixtures, components, and identification signs may be up to 10 feet high. Display fixtures higher than 4 feet and placed within 10 feet of an adjoining exhibit must be confined to the portion of the booth at least 5 feet from the aisle.

Island booths: Exhibit fixtures, towers, and identification signs may be up to 20 feet high.

AAPPR is offering a lead retrieval system for $150 per company. The fee includes an unlimited number of profiles for booth personnel.

The system allows exhibitors to:

• Use a mobile device to scan QR codes on attendee badges or mobile-app profiles
• Pre-program custom fields for booth personnel
• Sort, qualify, export, download, and share lead information

An Exhibitor-Appointed Contractor is an individual or company hired to install, dismantle, or service a booth that is not an employee of the exhibiting company. Submit an EAC form for each contractor by February 5, 2027.

• Electricity and upgraded internet: Order through the KICC exhibitor-services website.
• Booth cleaning: Order through the Freeman Exhibitor Service Kit.
• Rigging: Review requirements and ordering information through the Freeman Exhibitor Service Kit.

AAPPR will provide Wi-Fi throughout the exhibit hall and conference space that is appropriate for accessing the conference app, checking email, and completing other basic online tasks. Exhibitors requiring upgraded bandwidth or a dedicated connection should order service through KICC.

Refer to the Freeman Exhibitor Service Kit for shipping information, deadlines, and labels. Freeman can receive, store, and deliver materials directly to your booth and can assist with return shipping after the conference.

Catered food and beverages may be distributed from an exhibitor’s booth under the following guidelines. These requirements do not apply to small, pre-packaged items such as candy.

• The distribution area must remain clean and attractive.
• All attendees must have an opportunity to receive samples.
• Food and beverages must be ordered through Levy at KICC.
• Alcohol may not be distributed without prior AAPPR approval.

Levy contact:
Montgomery Egart
megart@levyrestaurants.com

• Interactive activities and entertainment require advance AAPPR approval.
• Activities must remain within the contracted booth space unless approved arrangements have been made with AAPPR.
• Exhibitors may not duplicate activities offered through AAPPR sponsorship opportunities.
• Live animals require approval from AAPPR and KICC.
• Objectionable amplification or lighting equipment is prohibited.
• Strolling entertainment and distribution outside the booth are not permitted without approval.
• Helium-filled balloons are prohibited.
• Segways and similar equipment are prohibited unless used as a disability aid.
• Activities may not create disruptive noise or scents that commonly cause allergic or physical reactions.
• Inventory must be stored discreetly within the booth or through arrangements made with Freeman.
• Video recording within the exhibit hall is not permitted.

Yes. Attendees and registered exhibitor representatives are welcome to attend educational sessions for learning. All solicitation and sales activity, other than defined sponsorship benefits, must take place in the exhibit hall.

The exhibit hall will be secured during non-show hours. However, neither AAPPR nor KICC guarantees protection against loss or damage. Exhibitors should secure valuable items whenever their booth is unattended and take laptops, tablets, phones, gift cards, and other valuables with them each evening.