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Exhibitor Information

NEW - HALL CLOSING AT 12:15PM ON WEDNESDAY, AUGUST, 3RD!

Last Minute Reminders

Exhibitor Registration

Please note: Badges will not be pre-mailed. Check out the process!

Service Kit

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 58th Annual Meeting & Exhibition in Washington, DC. Join us for the premier education event for the Medical Physics community!

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!

  • Exhibitor Success & Resource Center
  • Tuesday Evening Customer Entertaining Opportunity - With so many wonderful dining establishments in DC, dinner will not be served at the Tuesday Night Out event at The Newseum. Instead, attendees are encouraged to dine out either BEFORE or AFTER visting The Newseum. So make plans with your customers and come to The Newsuem to enjoy light hors d'oevres before dinner or desserts afterwards. View Local Area Restaurants »
  • Visit the Vendors - Tuesday, August 2, 9:30 am - 11:00 am. No sessions during this timeslot.
  • Freight/Target Move-In - There will be NO targeted move-in schedule. Freight move-in will begin Thursday; see Show Dates and Hours

Important Information!

  • Again this year, AAPM will be sending out an Exhibitor Newsletter via email once a month. Each newsletter will include important information regarding the Annual Meeting. We hope to that you find it a useful planning tool and welcome your feedback.
  • Personnel Badges will not be pre-mailed. Each individual must pick up his or her badge on-site at registration. However, companies registering 25 or more personnel will have two options for picking up personnel badges. When you enter the registration system, you will be asked to select either “Individual Pick Up” or “Group Pick Up”. If you are registering 25 or fewer personnel and would like to schedule a group pick up, please contact Rachel Smiroldo.
  • Multi-story booths or those with Covered Assembly Areas - view details
  • REVISION! All in-line 10 x 10 and 10 x 20 exhibit booths have until 2 pm on Saturday to setup.
    Please be aware of the Installation and Display Removal rules:
    • Installation of all exhibits booths (300 sq ft or larger) and the removal of all empties must be completed by 12:00 pm Saturday, July 30. Any exhibits that remain uninstalled or empties remaining on the floor by Noon will be considered in violation and subject to a mandatory installation, and removal by our official decorator Brede Exposition Services. All fees and cost associated with installation, and removal will be invoiced and charged to the responsible party.
    • If you cannot make the installation deadline, Brede is available to assist with setup. Please call 407-851-0261.
    • The exhibits open on Sunday, July 31 at 12:30 pm. Exhibitors are authorized to complete final touch up (NOT SETUP) work on their booths from 8:00 am - noon on Sunday.
    • Exhibitors are not authorized to pack or remove articles from the exhibit hall prior to the official dismantle time, Wednesday, August 3rd at 2PM, without written approval from Exhibit Management.

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  Exhibitor Registration Freight Move-In Exhibitor SetUp/Access to Hall Exhibit Hours Refreshment Breaks in Exhibit Hall Exhibit Dismantling
Thursday
July 28
  8:00 am
-
5:00 pm
Noon
-
11:00 pm
     
Friday
July 29
8:00 am
-
6:00 pm
8:00 am
-
8:00 pm
8:00 am
-
11:00 pm
     
Saturday
July 30
7:00 am
-
6:30 pm
8:00 am
-
12:00 pm
8:00 am
-
8:00 pm

Exhibit Hall Lighting Check:


1:00 pm
-
4:00 pm

Installation of all booths and removal of all empties must be completed by Noon
     
Sunday
July 31
7:00 am
-
6:30 pm
  8:00 am
-
12:00 pm
12:30 pm
-
5:00 pm
Breaks:
12:30 pm - 1:00 pm

3:00 pm - 3:30 pm
 
Monday
AUGUST 1
7:00 am
-
6:30 pm
  7:30 am
-
7:00 pm
9:00 am
-
5:00 pm
Break:
9:30 am  - 10:15 am

Lunch:
12:15 pm - 1:45 pm

Break:
3:45 pm - 4:30 pm
 
Tuesday
august 2
7:00 am
-
6:30 pm
  7:30 am
-
7:00 pm
9:00 am
-
5:00 pm
Break:
VISIT THE VENDORS!
9:30 am - 11:00 am
No sessions during this break

Lunch:
12:15 pm - 1:45 pm

Break:
3:45 pm - 4:30 pm
 
Wednesday
August 3
7:00 am
-
6:30 pm
  7:30 am
-
8:00 pm
9:00 am
-
2:00 pm
Hall CLOSING AT 12:15PM!
Break:
9:30 am - 10:15 am

Lunch:
12:15 pm - 1:45 pm
12:15 pm
-
8:00 pm
Thursday
august 4
    7:30 am
-
5:00 pm
    8:00 am
-
5:00 pm



Refreshment and Lunch Break Hours

Refreshments will be served in the lounge areas of the exhibit hall as follows:

SUNDAY
JULY 31
Show Opening Break
Afternoon Break 
12:30 pm – 1:00 pm
3:00 pm – 3:30 pm
MONDAY
august 1
Morning Break
Lunch
Afternoon Break
9:30 am – 10:15 am
12:15 pm – 1:45 pm
3:45 pm – 4:30 pm
TUESDAY
august 2
Morning Break VISIT THE VENDORS!
Lunch
Afternoon Break
9:30 am – 11:00 am
12:15 pm – 1:45 pm
3:45 pm – 4:30 pm
WEDNESDAY
august 3
Morning Break
Lunch
9:30 am – 10:15 am
12:15 pm – 1:45 pm

Sunday Opening: Refreshments will be served for the Sunday 12:30 pm break to coincide with the opening of the Technical Exhibits. Beer and non-alcoholic beverages will be served between 3 pm - 3:30 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 Washington, DC. Make plans to stay a little longer!

march 2
  • 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
March 23 Housing Information Available - Exhibitors will be notified via email
By March 24 Booth payment must be received for first consideration in space assignment
Week of March 30 Booth Assignment Confirmation Notices - Exhibitors will be notified via email
April 11 Buyers Guide Information - Data Entry Portal Opens
april 28 Exhibitor Planning Webinar
may 4 Online Service Kit Available
may 9 Buyers Guide Information - Data Entry Portal Closes
may 13 Last date to receive a Refund for Booth Space Cancellation (minus 10%)
may 13
  • Submission of Scale Drawing for Island Formations due
  • Submission of request for Hanging Signs, Graphics and Canopies for Island Formations
  • Submission of Light Truss System
MAY 13 Sponsorship Application Due - in order to be included in the Pocket Program
may 26 Exhibitor Planning Webinar
june 8 Online Exhibitor Personnel Registration Available
june 14 Meeting Registrant Mailing Label Order Form Available
june 15 Exhibitor Housing Form Due - to Housing Bureau
august 3 Exhibitor Breakfast

An Exhibitor Newsletter will be available with important information! A new issue will be sent once a month via email. We hope that you find it a useful planning tool and welcome your feedback.

 

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 2016 the Annual Meeting and Technical Exhibit Hall will be held at the Walter E. Washington Convention Center.

AAPM Meeting Attendance
Description 2015
Anaheim
2014
Austin
2013
Indianapolis
SCIENCE ATTENDEES
Member Regular Early 1238 1401 1217
Member Regular Late 285 181 221
Member Comp 41 34 40
Non-Member Regular Early 87 68 72
Non-Member Regular Late 68 64 49
Non-Member Regular Comp 52 15 15
Emeritus Weekly 27 26 36
Emeritus Weekly Comp 2 4 1
Member Daily 73 58 84
Non-Member Daily 41 37 23
Daily Comp 0 0 0
Junior Member Weekly 125 141 130
Junior Member Daily 3 8 5
Resident Member Weekly 100 83 74
Resident Non-Member Weekly 27 20 25
Student Weekly 296 257 260
Student Daily 86 104 119
Non-Member Student Daily 69 117 87
Resident Member Daily 9 7 8
Non-Member Resident Daily 3 4 1
Speakers 114 (weekly & daily) 98 97
AAMD Member Early 6 4 4
AAMD Member Late 1 5 0
TOTAL SCIENCE 2753 2736 2568
EXHIBITORS
Exhibitor Weekly 29 23 26
Exhibitor Hall Only 123 119 109
Exhibitor Hall Only Comp 253 262 291
Exhibitor Comp 723 760 771
TOTAL EXHIBITORS 1128 1164 1196
GUESTS
Companion 135 174 110
Companion Comp 21 17 26
Young Adult (12 -20) 47 41 29
Child 11 & under 17 9 17
TOTAL GUESTS 220 241 182
GRAND TOTAL 4101 4141 3946

 

Percentage of 2015 Attendees by Regions
Mid Atlantic (NJ, NY, PA) 13.13%
West South Central (AR, LA, OK, TX) 9.54%
New England (CT, MA, ME, NH, RI, VT) 7.25%
East South Central (AL, KY, MS, TN) 3.67%
Mountain (AZ, CO, ID, MT, NM, NV, UT) 3.94%
Pacific (CA, HI, OR, WA) 19.41%
West North Central (IA, KS, MN, MO, ND, NE, SD) 5.04%
East North Central (IL, IN, MI, OH, WI) 14.29%
South Atlantic (DC, DE, FL, GA, MD, NC, PR, SC, VA, WV) 19.93%
U.S. 80.76%
International 19.24%

 

2015 Professional Attendee Information

Employment Function

Employer Nature

Vendors with an interest in medical physics or related equipment, products, and services are invited to participate at the Annual AAPM Meeting & Technical Exhibits. 2015 AAPM Exhibitors

The 2016 AAPM Meeting and Technical Exhibitions will be held at the Walter E. Washington Convention Center 801 Mt. Vernon Pl NW, Washington, DC 20001. Visit Walter E. Washington Convention and Visitors Bureau for information on Washington DC and points of interest.

AAPM will use Halls D - E on the Level 2 of the Walter E. Washington 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 D - E. Standard Poster sessions will be held in Exhibit Hall E.

The Scientific Sessions will be conducted on Levels 1, 2, and 3 of the Convention Center.

Please Note:

  • Exhibit Hall Ceiling Height
    Halls D and E have a ceiling height of 30' - 50' feet. Island booths are allowed to reach 24' feet in height.

  • Exhibit Hall Columns
    Halls D and E have Columns.

  • Exhibit Aisles (1000 - 7000)
    In viewing floorplan, aisles run north to south. For in-line booths, front of booth will face aisle.

  • Electrical Information
    Electrical originates from floor boxes on 30 foot center. The floor boxes contain 120/208 volt, single phase and 3 phase. All hookups to building electrical service must be made or approved by the Walter E. Washington Convention Center Electrician’s.

  • Exhibit Hall Entrances
    There will be ONE main entrance into the Technical Exhibit Display areas (HALL D) and ONE secondary entrance to the Poster Area (HALL E). The entrances and are indicated on the floor plan so please note when selecting your requested booth spaces.

FedEx Office Print & Ship Center: 
901 Massachusetts Avenue NW
Washington, DC 20001

Phone: 1.202.783.8412
Email: usa5656@fedex.com
www.fedex.com/us/office/Hotels-Conventions/marriott-marquis-DC.html

Business Center Hours:
Monday - Friday: 7 am – 6 pm
Saturday: 8 am – 1 pm
Sunday: 10 am – 3 pm

Housing reservations will be handled by Orchid Event Solutions, LLC, available March 23.

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 Washington D.C., 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 15. 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 10 or more sleeping rooms: Please use the Exhibitor Room Block Form when available. Require 10 or fewer sleeping rooms? You may prefer to make individual housing reservations using the link above.

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

The Exhibitors' Breakfast will be held on Wednesday, August 3rd from 8:00 am until 9:00 am in Ballroom 140AB of the Walter E. 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 Anaheim 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
  • Convention Communications – Hotel door drop service
  • Convention Data Services (CDS) – Registration and lead retrieval service
  • Projection, Inc. – Audio visual
  • Walter E. Washington Convention Center – Electrical, phone
  • WideEmotion – Media wide screen advertising
  • YRC - Ground Freight

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:

Allison Doherty | Convention Services Manager
Destination DC
O 301-602-2893
allison.doherty@destinationdc.com

  • 2017               July 30 - Aug 3          Denver, CO
  • 2018               July 29 - Aug 2          Nashville, TN
  • 2019               July 14 - July 18         San Antonio, TX
  • 2020               July 12 - July 16         Vancouver, BC