Fine Print

Photo Release

Kansas Academy of Family Physicians may take photographs and/or record audio and video at organized KAFP functions/events/activities. By attending, you consent to the use of any photographs, audio, and video recordings of you by KAFP and its designees in KAFP communications and promotions, or for any other lawful purpose.

Conflict of Interest (COI)

Annual Meeting Speakers

Please use this COI form.  

KAFP Board of Directors & Foundation Board of Trustees

Please use this Board COI form.

Travel Reimbursement

Annual Meeting Speakers

Please use this Travel & Lodging Request form.  For mileage reimbursement requests, please submit the Speaker Travel Reimbursement form within 30 days of the conclusion of the conference here.

All other speakers/guests

Speaker Travel Reimbursement requests may be submitted within 30 days of the conclusion of the conference.

KAFP Board of Directors

Please use the Travel Reimbursement for Board of Directors form to submit any Board travel reimbursement requests.  You will also find the current KAFP Board Policy regarding “Finances: Travel Reimbursement for Board of Directors” through that link.

Cancellation Policy

Cancellations & Course Refunds

Written requests for cancellation of a meeting registration received no later than one week before the first day of the meeting will be refunded less a $35 administrative fee.  Cancellations or no-shows after that time are not eligible for a refund. 

Submit requests to karen@kafponline.org

Annual Meeting Exhibit Cancellation Policy

All requests for cancellations must be received in writing and are subject to a $50 administrative fee. If notice of cancellation is received before April 1, exhibitor will receive a full refund. If notice of cancellation is received between April 1 and April 30, exhibitor will receive a 50% refund. If notice of cancellation is received after April 30, there will be no refund.

Please see the full list of Exhibitors Terms & Conditions at the end of this page.

Submit requests to karen@kafponline.org

Other Corrections or Refunds

Please contact the KAFP offices at 316-721-9005 if you feel your credit card has been charged incorrectly. These situations will be handled on an individual basis.

Annual Meeting Exhibitor Terms & Conditions

By participating as an exhibitor at the Kansas Academy of Family Physicians Annual Meeting (KAFP) you, your organization, and your representative(s) agree to the following terms and conditions:

EXHIBITOR FEES: Booth space fees are: $1,150 (premium), $950 (standard), and $600 (non-profit). Space is available on a first-come, first-served basis, determined by application and payment date.

EXHIBIT FURNISHINGS: Exhibits are furnished with a 6’ x 8’ skirted table, 2 chairs and table top sign. All booths must fit into the exhibit space without extending into walkways. See map for booth location. Complimentary Wi-Fi in conference area/halls is provided.

WHAT IS NOT INCLUDED IN EXHIBITOR FEE: The exhibitor fee does not include meals or admittance to conference sessions. The exhibitor fee does not include access to electrical/equipment services by the hotel. Exhibitors who wish to have electrical/equipment services are responsible for making those arrangements directly with the conference hotel prior to the event.

BOOTH DISMANTLING: Exhibits may only be dismantled after the last break on Friday. Tear-down before that time is strictly prohibited without permission from the exhibitor coordinator. Exhibits must be completely dismantled by 2:00 p.m. on Friday of the meeting.

SPACE CANCELLATION: All cancellations must be received in writing and are subject to a $50 administrative fee. If notice of cancellation is received before April 1, exhibitor will receive a full refund. If notice of cancellation is received between April 1 and April 30, exhibitor will receive a 50% refund. If notice of cancellation is received after April 30 there will be no refund.

SUBLETTING SPACE: Two or more organizations may not exhibit in the same single space.

LIABILITY: Exhibitor assumes responsibility and hereby agrees to protect, indemnify, defend and hold the Kansas Academy of Family Physicians and agents harmless against all claims, losses, and damages to persons or property, governmental charges or fines, and attorney fees arising out of or cause of exhibitors’ installation, removal, maintenance, occupancy or use of the exhibitor premises or a part thereof. Exhibitor agrees that KAFP shall not be responsible for any exhibit items that are lost, stolen, damaged, or destroyed during the Conference, including setup or teardown. Under government order of emergency or other fair reasons beyond its control, KAFP reserves the right to cancel the exhibit with no further liability to the exhibitor than a refund of exhibit space payments made.

SECURITY: KAFP cannot guarantee exhibit security. Exhibitors assume all risk of loss or damage. Special arrangements for the security of valuables may be made directly with the conference hotel.

PROMOTION: KAFP shall promote exhibitors in appropriate meeting-related communications.

ENDORSEMENTS: Having an exhibitor relationship with KAFP does not imply the association’s endorsement. The exhibitor shall not state, imply or represent in any manner that it is endorsed by KAFP.

MAILING: Exhibitors are responsible for making arrangements with the conference hotel regarding items shipped directly to the hotel. KAFP is not responsible for receiving or transporting of any such items.

(Last Updated: November 2017)