FP&A Rules & Regulations

1. EXHIBIT LOCATION

All exhibits and attendee meals shall be located at the Austin Marriott Downtown located at 304 E Cesar Chaves St. Austin, TX 78701.  

2. FUNCTIONS AND RECEPTIONS

Exhibitors shall not host events during official Forum hours that are outside of the Hotel licensed by AFP in connection with the AFP FP&A Forum, including hospitality suites and function space.

OFFICIAL CONFERENCE HOURS (Central Time)

Mon, March 17, 2025 12:00 p.m. – 6:00 p.m. – Events may start at 6:15 p.m. 

Tue, March 18, 2025 7:30 a.m. – 6:00 p.m. – Events may start at 6:15 p.m. 

Wed, March 19, 2025 7:30 a.m. – 1:00 p.m. 

Note: Forum Hours are subject to change at the sole discretion of AFP. 

3. EXHIBIT HALL RULES

A.   No one under the age of 21 is permitted to attend any forum function or is permitted in the exhibit hall at any time.

B.   All booth displays shall be governed by and adhered to by the policies of the International Association of Exhibitions and Events (IAEE).

C.   Exhibitors are subject to the.  

EXHIBIT HALL HOURS (Central Time)

Mon, March 17, 2025 3:00 pm. – 6:00 p.m.

Tue, March 18, 2025 9:30 a.m. – 6:00 p.m.

Wed, March 19, 2025 9:15 a.m. – 11:30 a.m.

1. PROHIBITED CONDUCT

A.   Exhibitors/Sponsors (or any forum attendee) are prohibited to utilize area other than their assigned exhibit space, at any AFP FP&A Forum site. Prohibited conduct includes, but is not limited to, marketing, sales, distribution of promotional materials or any other activities conducted outside of your assigned exhibit space. This includes selling in the aisles or at any other event relating to 2025 AFP FP&A Forum.

B.   Except for official AFP activities, no exchange of monies consisting of, but not limited to, cash, credit cards, checks, or signing of purchase orders or contracts is allowed within the confines of the exhibit hall during the conference.

C.   Booth substitutions are not accepted for exhibiting companies except when there has been a merger or acquisition.

D.   AFP does not permit exhibitors to use balloons anywhere in the exhibit hall.  

E. No nails or bracing wires used in erecting displays may be attached to the building without written consent of the Director of Engineering at the convention center and AFP. All property destroyed or damaged by exhibitors must be replaced in its original condition by the exhibitor or at the exhibitor’s expense.

F. The logo for the Association for Financial Professionals is trademarked and cannot be used by any exhibitor in any manner (including on a booth or in promotional materials) for 2025 AFP FP&A Forum without the express written permission of AFP.

G.   Except for signage within the approved limits of an exhibit space, signs are not allowed in any of the hotel facilities unless approved in advance by 2025 AFP FP&A Forum management.

H.   Exhibitors/Sponsors are prohibited from dismantling their booth prior to the official closing of the exhibition hall. Booths should remain intact, clean, and free of crates and/or boxes until the show concludes. Early dismantling may be subject to a fee.

1. EXHIBIT BOOTH EQUIPMENT

A. 10’ x 20’ Turnkey Booth (Platinum Sponsorship)

• (1) 8’h x 10’w Backwall with Custom Graphics

• (1) 70” Monitor

• (1) Locking Cabinet

• (1) Bar Table

• (2) Stools

• HDMI Cable and Power Strip

• Electrical

• Shared Wi-Fi Connection* 

B. 10’ x 10’ Turnkey Booth (Gold and Silver Sponsorship)

• (1) 8’h x 4’w Backwall with Custom Graphics

• (1) 46” Monitor

• (1) Locking Cabinet

• (1) Bar Table

• (2) Stools

• HDMI Cable and Power Strip

• Electrical

• Shared Wi-Fi Connection* 

*Exhibitors may purchase a dedicated internet connection directly through the hotel at their expense. Exhibitor will work with T3 directly on the turnkey booth. Any modifications, additions or substitutions to a turnkey booth are the financial responsibility of the exhibitor.

2. CARPET

         The Austin Marriott Downtown Ballroom is carpeted.  

3. TALENT/ENTERTAINMENTVENDORS

Exhibitors requesting talent vendor access for their booth must fill out the Talent Vendor Access Request Form. You will need to fill out all fields.

AFP will inform the exhibitor via email if their request has been approved or denied. The maximum number of talent wristbands per booth is three (1). The deadline for submitting the Talent Vendor Access Request Form is February 28, 2025. You will not be able to register Talent Vendors on-site. 

Talent vendors must check-in at the Registration Desk.

Please note:

•      Talent Vendor Wristbands only allow entrance to the exhibit floor.

•      Vendors will not have access to AFP Official Events or Educational Sessions.

•      One wristband per talent vendor will be provided and must be worn for the duration of the conference.

•      AFP will not provide daily wristbands.

•      Lost wristbands will not be replaced.

Please reach out to the AFP Exhibiting Team, exhibiting@afponline.org with any questions or concerns.

4. FOOD AND BEVERAGE IN YOUR BOOTH (CATERING SERVICES)

Any food or beverage dispensed or given away at booths or functions must be purchased from the hotels official catering service for 2025 AFP FP&A Forum. This includes bottled water, popcorn, cookies, etc. Exhibitors may receive an additional charge for any outside food or beverage vendors. Additional details will be provided as they become available.  

5. NON-FLAMMABLE MATERIALS

All materials used in the exhibit hall, ballrooms or any other room of the hotel, must be nonel- flammable and conform to the fire regulations of the hotel. Electrical wiring and equipment installation must conform to the applicable regulations of the hotel. Materials not conforming to such regulations shall be removed immediately at the exhibitor’s expense. It is strictly against fire codes to block or lock any fire exits.

6. STORAGE

The hotels and AFP have no facilities for the storage of exhibits. All shipments for an exhibit must be directed to the official general contractor. Shipments that arrive prior to show time shall be directed to the local general contractor’s warehouse for storage and shall be delivered, at the exhibitor’s expense, to the exhibitor’s booth at show time. Exhibitors may only store in their exhibit space a one-day supply of distribution materials (brochures, etc.). Exhibitors requiring accessible storage on site must make arrangements prior to the conference with the general contractor. Show management may remove, at the exhibitor’s expense, any materials that are improperly stored in or adjacent to an exhibit.

7. DISCARDED EXHIBIT MATERIALS

Any exhibitors who discard their displays or any type of “bulk” material not considered normal refuse must make arrangements for its removal at their own expense. If the hotels have to remove these materials, the exhibitor shall be charged directly.

8. SECURITY PROVISIONS

A.  AFP shall provide perimeter security service and exercise reasonable care for exhibitor’s displays, equipment and materials. Uniformed security guards shall patrol the exhibit areas at the hotel during the period of installation, during the show and during dismantling. 

B. Provisions have been made for the hotel to check the locks on all doors, consistent with fire regulations, to minimize any problems when the show is closed. The security guards shall patrol the entire exhibit hall area and call to the attention of AFP any and all infractions of rules or potential security risk.

C.  The hotel has been requested to provide all their employees with identification badges or uniforms to avoid allowing any persons other than the night clean-up crews into the exhibit area when the show is closed. All drayage and decorating personnel shall be identified. In each case, this has been discussed with service management so that we may avoid any unauthorized personnel in the area during installation, during the show and during dismantling. All exhibitors and attendees are required to wear their official Forum badges at all times. Anyone without proper ID shall be refused admittance into the exhibit hall. This security check is for your protection.

D. Exhibitors agree that the provision of such security service constitutes adequate discharge of all obligations of AFP to supervise and protect exhibitor’s property within the exposition. Exhibitors have the option to hire booth security to protect their exhibits, using the official security agency for the forum.

E.  Exhibitors are reminded that this is an open booth show and that the primary responsibility for the safeguard of the exhibit and equipment rests with the exhibitor. Neither the AFP, the convention center, the security contractor, the general contractor, nor any of their officers, agents, representatives or employees assumes any responsibility for such property at any time.

9. ADDITIONAL BOOTH SECURITY

Exhibitors desiring the added protection of a booth guard for their exhibit during all or part of the forum may do so from the preferred security agency. Contact and order form information shall be provided in the Exhibitor Service Kit.

10. DEADLINES

Exhibitors are expected to adhere to all deadlines set forth by AFP.  Failure to meet deadlines as outlined in this kit may result in exclusion from conference materials and possibly result in the inability to exhibit at the show. No refunds will be issued resulting from failure to comply.