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Exhibitor Information

Exhibitor Registration

Please note: To have badges mailed prior to the meeting, your registrations and payment must be complete by July 11.

Service Kit

Now available! Complete list of official service providers, forms, submission instructions, deadline dates provided.

Welcome

The American Association of Physicists in Medicine invites you to exhibit at the AAPM 55th Annual Meeting and Exhibition in Indianapolis, Indiana.

Please frequently review this website for the most up to date information relating to Exhibitor activities and the Annual Meeting.

We hope that you'll plan to attend and look forward to working with you.

What's New This Year!

  1. Complimentary WI-FI throughout the Indiana Convention Center (AAPM meeting rooms, exhibit hall and function space). Exhibitors will have the option to purchase a Wired Internet Connection if needed. Information will be posted in the online service kit.

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  Exhibitor Registration Freight Move-In Exhibit Set Up Exhibit Hours Refreshment Breaks in Exhibit Hall Exhibit Dismantling

Thursday
August 1

  8:00 am - 12:00 pm Target Move In I


1:00 pm - 5:00 pm
Target Move in II
Noon
-
11:00 pm
     
Friday
August 2
8:00 am
-
6:00 pm
8:00 am
-
8:00 pm
8:00 am
-
11:00 pm
     
Saturday
august 3
7:30 am
-
6:30 pm
8:00 am
-
3:00 pm
8:00 am
-
8:00 pm

Exhibit Hall Lighting Check:


3:00 pm
-
5:00 pm
     
Sunday
august 4
7:30 am
-
6:30 pm
  8:00 am
-
12:00 pm
12:30 pm
-
6:00 pm
Breaks:
12:30 pm - 1:00 pm

3:00 pm - 3:30 pm
 
Monday
august 5
7:30 am
-
6:30 pm
    9:30 am
-
6:00 pm
Break:
10:00  - 10:30 am

Lunch:
12:30 pm - 2:00 pm

Break:
3:50 pm - 4:30 pm
 
Tuesday
august 6
7:30 am
-
6:30 pm
    9:30 am
-
6:00 pm
Break:
10:00  - 10:30 am

Lunch:
12:30 pm - 2:00 pm

Break:
3:50 pm - 4:30 pm
 
Wednesday
August 7
7:30 am
-
6:30 pm
    9:30 am
-
2:00 pm
Break:
10:00  - 10:30 am

Lunch:
12:30 pm - 2:00 pm
2:00 pm
-
8:00 pm
Thursday
August 8
          8:00 am
-
5:00 pm

Refreshment and Lunch Break Hours

Due to the schedule change of scientific, educational and professional session times, refreshment break times have also been modified. Refreshments will be served in the lounge areas of the exhibit hall as follows:

Sunday, August 4 Show Opening Break
Afternoon Break 
12:30 pm – 1:00 pm
3:00 pm – 4:00 pm
Monday, August 5 Morning Break
Lunch
Afternoon Break
10:00 am – 10:30 am
12:30 pm – 2:00 pm
3:50 pm – 4:30 pm
Tuesday, August 6 Morning Break
Lunch
Afternoon Break
10:00 am – 10:30 am
12:30 pm – 2:00 pm
3:50 pm – 4:30 pm
Wednesday, August 7 Morning Break
Lunch
10:00 am – 10:30 pm
12:30 pm – 2:00 pm

Sunday Opening: Refreshments will be served for the Sunday 1:00 pm break to coincide with the opening of the Technical Exhibits. Beer and non-alcoholic beverages will be served between 3 pm - 4 pm for the afternoon break.

AAPM will be promoting the exhibit hours to meeting attendees, encouraging them to visit the exhibit hall on Sunday.

After Sunday, no scientific sessions will occur during the designated break times. All attendees will be encouraged to enter the exhibit hall and interact with vendors. "Young Adult" registrants (ages 12 - 17) will be allowed in the exhibit hall with adult supervision. "Child" registrants (age 11 and under) will not be admitted in to the exhibit hall or session rooms.

A half day of sessions will be scheduled for Thursday in Indianapolis. Make plans to stay a little longer!

February 28
  • Exhibit Space Application due to AAPM for first consideration in space assignment. 
  • Exhibitors will be sent invoice for booth space payment as Exhibitor Space Applications are received
By March 15 Booth payment must be received for first consideration in space assignment
March 26 Booth Assignment Confirmation Notices - Exhibitors will be notified via email
march 27 Housing Information Available - Exhibitors will be notified via email
April 4 Buyers Guide Entry Opens
APRIL 23 Activation of Online Service Kit
May 2 Buyers Guide Information Entry closes
May 16 Last date to receive a Refund For Booth Space Cancellation (minus 10%)
May 16
  • Submission of Scale Drawing for Island Formations due
  • Submission of request for Hanging Sign for Island Formations
  • Submission of Light Truss System
June 10 Online Exhibitor Personnel Registration available
June 18 Meeting Registrant Mailing Label Order Form available
june 18 Exhibitor Housing Form due to Housing Bureau
July 11 Last day for Exhibitors Personnel Registration in order to prepare badges for mailing
Week of JULy 15 Exhibitor Personnel Badges mailed to Exhibitor Contact
August 7 Exhibitor Breakfast

The AAPM Annual Meeting draws about 4,000 participants to the world’s largest program of scientific, educational and professional presentations plus technical exhibits and social programs that targets the medical physics community specifically. In 2013 the Annual Meeting and Technical Exhibit Hall will be held at the Indiana Convention Center.

AAPM Meeting Attendance
Description 2012
Charlotte
2011
Vancouver
2010
Philadelphia
SCIENCE ATTENDEES
Member Discount 1281 1502 1401
Member Weekly Late 231 162 155
Member Comp 49 42 32
COMP Member Weekly Early -- 69 --
COMP Member Weekly Late -- 2 --
Non-Member Discount 62 87 68
Non-Member Weekly Late 38 34 25
Non-Member Comp 8 39 69
Emeritus Weekly 24 21 26
Emeritus Weekly Comp 3 1 0
Daily 78 103 149
Daily Comp 9 67 21
Junior Member Weekly 138 117 152
Junior Member Daily 6 3 --
Resident Member Weekly 51 44 21
Resident Non-Member Weekly 13 25 14
Student Weekly 297 274 274
Student Daily 193 154 189
Student Daily Comp 0 6 0
Speakers 91    
AAMD Member Early 2 8 6
AAMD Member Late 0 1 1
TOTAL SCIENCE 2574 2761 2603
EXHIBITORS
Exhibitor Weekly 39 58 52
Exhibitor Hall Only 121 313 257
Exhibitor Hall Only Comp 277 -- --
Exhibitor Comp 770 793 829
TOTAL EXHIBITORS 1207 1164 1138
GUESTS
Companion 190 207 150
Companion Comp 20 24 14
Young Adult (12 -20) 36 56 50
Child 11 & under 16 15 18
TOTAL GUESTS 262 302 232
GRAND TOTAL 4043 4227
*Joint Meeting with Canadian Organization of Medical Physics
3973

 

Percentage of 2012 Attendees by Regions
Middle Atlantic States (NJ, NY, PA) 13.75%
West South Central (AR, LA, OK, TX) 8.89%
Military 0.13%
New England (CT, MA, ME, NH, RI, VT) 7.5%
East South Central (AL, KY, MS, TN) 4.28%
Mountain (AZ, CO, ID, MT, NM, NV, UT) 3.37%
Pacific (CA, HI, OR, WA) 13.48%
West North Central (IA, KS, MN, MO, ND, NE, SD) 5.02%
East North Central (IL, IN, MI, OH, WI) 15.81%
South Atlantic (DC, DE, FL, GA, MD, NC, PR, SC, VA, WV) 27.79%
U.S. 85.68%
International 14.32%

 

2012 Professional Attendee Information

---

Vendors with an interest in medical physics or related equipment, products, and services are invited to participate at the Annual AAPM Meeting and Technical Exhibits. 2012 AAPM Exhibitors

The 2013 AAPM Meeting and Technical Exhibitions will be held at the Indiana Convention Center 100 S. Capitol Avenue, Indianapolis, IN. Visit Indiana Convention and Visitors Bureau for information on Indianapolis and points of interest.

AAPM will use Halls H, I, J and K on the Exhibition Level of the Indiana Convention Center. The exhibit hall will have a combination of 10 feet x 10 feet and larger island booths. Technical Exhibits will be displayed in Exhibit Halls H - I. Standard Poster sessions will be held in Exhibit Hall J - K.

The Scientific Sessions will be conducted on Level 1 of the Convention Center.

Please Note:

  • Exhibit Hall Ceiling Height
    Halls H, I, J and K have a ceiling height of 35 feet.

  • Exhibit Hall Columns
    Halls H, I, J and K have 30" columns, 6'-2" Width.

  • Exhibit Aisles (100 - 1400)
    In viewing floorplan, aisles run north to south. For in-line booths, front of booth will face aisle.

  • Electrical Information
    Electrical Service is provided exclusively by Indiana Convention Center. Electrical originates from floor boxes on 30 foot centers. All hookups to building electrical service must be made or approved by the Indianapolis Convention Center.

  • Exhibit Hall Entrances
    There will be TWO entrances into the Technical Exhibit Display areas (Halls I and H). The entrances and are indicated on the floor plan so please note when selecting your requested booth spaces.

Business Center Information:
Business Center, Indiana Convention Center
1st floor in the Capitol Avenue lobby, directly across from Room 116

Hours of Operation
9:30am - 5:00pm
Phone: 317-262-4496
Email: eric.normington@ricoh-usa.com

Printing Services
Document Finishing/Binding
Basic Office Supplies
UPS Shipping service center (domestic shipping only)

FedEx Office Print & Ship Center: 
50 South Capitol Avenue
Indianapolis, IN 46204
Phone: (317) 917-1529
Fax: (317) 917-1570
E-mail: USA5050@fedex.com

Hours:
Monday - Friday 7:00am - 5:00pm
Saturday 9:00am - 5:00pm

Housing reservations will be handled by Orchid Event Solutions, LLC, available March 27.

Orchid Event Solutions, LLC, formerly The Housing Connection, is the ONLY AAPM-designated housing provider for our Meeting.  If you are approached by any company other than Orchid Event Solutions, LLC regarding hotel rooms in Indianapolis, please be aware that they have no relationship with AAPM. You put yourself at financial risk if you provide them your credit card information.  To report housing fraud, please contact Rachel.

For Exhibitors with Room Block Reservations: Orchid Event Solutions will hold room blocks with a deposit. Personnel names with final arrival/ departure dates are due in writing no later than June 18. This is a strict deadline, and room blocks will be re-leased if names are not supplied by this date.

For Individual Exhibitor Reservations with No Room Blocks: You may prefer to make individual housing reservations by linking to 'Online Housing' when available or you can use the 'Exhibitor Housing Form' also when available.

Exhibitors are STRONGLY encouraged to use designated AAPM hotels.

To Block 5 or more sleeping rooms: Please use the Exhibitor Room Block FormRequire 5 or fewer sleeping rooms? You may prefer to make individual housing reservations using the link above.

Visa Letter:

Need a Visa letter inviting you to the AAPM Annual Meeting? Generate one here.

Air Travel:

Indianapolis International Airport (IND)
Drive time: 13 miles or 24 minutes to downtown hotels
Taxi: ~$32 fare

Getting Around Indianapolis:

Downtown Indy Express: The Go Green Airport Shuttle is the downtown to Indianapolis Airport shuttle which operates from 8:00 am to 11:00 pm Monday through Sunday. The fare for the service is $10 one-way. Cash and Major Credit Cards are accepted.

The dress code is business casual for the AAPM Annual Meeting.

The Exhibitors' Breakfast will be held on Wednesday, August 7 from 8:00 am until 9:00 am in 500 Reception Room of the Convention Center. A representative from each registered exhibiting organization is invited to attend. This is an opportunity for Exhibitors to provide feedback and suggestions, discuss the move out procedures, and future society meetings.

Exhibit Management has selected Brede Exposition Services (Hereafter known as "Service Contractor") to serve as official contractor to provide various services to Exhibitors.

In partnership with Brede Exposition Services, AAPM will be implementing an Online Service Kit in order to assist with streamlining the ordering process.

Complete information, instructions, and schedule of prices regarding drayage, labor for installation and dismantling, electrical work, furniture, cleaning, etc., will be included in the Online Exhibitors Service Kit.

Exhibitors will be provided with a password to be used for accessing the Online Service Kit. Exhibitors will have the option of completing orders interactively online, or downloading PDFs of forms for fax to the appropriate Service Provider.

An Exhibitor Service Center will be maintained on the exhibit floor to facilitate service requests from Exhibitors.

It is agreed that the Exhibitor will abide by and comply with rules and regulations concerning local unions having agreement with the Indianapolis Convention Center and with authorized contractors employed by Service Contractor.

Should there be specific questions Brede can be reached at:

Brede Exposition Services
2502 Lake Orange Drive
Orlando, FL 32837
info@bredeallied.com
Customer Service Dept: (407) 851-0261
Fax: (407) 859-3904
www.bredeallied.com

Additional Official Service Providers:

  • Association Freight – Air freight shipping
  • Blue Sky Broadcast – Digital capture of vendor events
  • Indiana Convention Center – Electrical, phone
  • Convention Communications – Hotel door drop service
  • Convention Data Services (CDS) – Registration and lead retrieval service
  • WideEmotion – Media wide screen advertising
  • Projection, Inc. – Audio visual

Security:

AAPM will provide security in the Exhibit Hall during set up, each evening following the close of the exhibit hall, and during tear down. Should you wish to hire private security for your booth, ordering information will be provided in Online Service Kit.

Should you need assistance in planning an event to be held in a location other than one of the official hotels, we encourage you to contact the following destination management company:

Shannon Gardner, DMCP | President
Accent on Indianapolis, a DMC Network Company
233 S. McCrea Street, Suite 501 | Indianapolis, IN 46225

T 317.632.8687 | F 317.632.5848 | C 317.294.1721
sgardner@accentindy.com | www.accentindy.com

Information Available Soon
  • 2014               July 20 - 24               Austin, TX
  • 2015               July 12 - 16               Anaheim, CA
  • 2016               July 31 - Aug 4          Washington, DC
  • 2017               July 30 - Aug 3          Denver, CO